Area Access Manager User Guide

Transcription

1 Area Access Manager User Guide

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3 Area Access Manager User Guide Table of Contents Chapter 1: Introduction...9 Conventions Used in this Documentation... 9 Getting Started Licensing Requirements Permissions Passwords Enable/Disable Strong Password Enforcement Change User Passwords Error Messages Accounts Log In Single Sign-On Directory Accounts Automatic and Manual Single Sign-On Configure Single Sign-On Log In Using Automatic Single Sign-On Log In Using Manual Single Sign-On Troubleshoot Logging In Assigning Directory and Internal Accounts to the User Access Level Displayed Upon Login Log Out of the Application Exit the Application revision 2 3

4 Table of Contents Chapter 2: Main Window...21 Customize the Select People, Summary, and Area Access Manager Main Windows Menus Main Window Right-click Menu Chapter 3: Personal Information Window...35 Personal Information Window - Common Elements Personal Information Window - Cardholder Form Personal Information Window - Visitor Form Personal Information Window - Badge Form Personal Information Window - Access Levels Form View Personal Information Chapter 4: Access Levels...47 Multiple Active Badge Access Level Assignment Access Level Assignment on a Segmented System Reader Assignments to Cardholders Report on a Segmented System View Access Level Assignments Filter Records Displayed in the Main Window Remove Access Levels from Cardholders or Visitors Assign Access Levels to Cardholders or Visitors Assign Activation and Deactivation Dates to Access Levels Chapter 5: View Video...61 Permissions revision 2

5 Area Access Manager User Guide View Video Automatic Video View Count Viewing Video Selecting Cameras Automatic Video View Count View Video Window Chapter 6: Reports...63 Reports Window Configure Which Reports are Available in Area Access Manager Run a Report in Area Access Manager Chapter 7: Print Report Options Window...67 Print Report Options Window Print a Report Chapter 8: Report Print Preview Window...71 Report Print Preview Window Report Print Preview Window Right-click Options Report Print Preview Window Procedures Preview and Print a Report Search a Report for Specific Information Appendix...77 Appendix A: Access Level Assignment Wizard...79 Using Listing Windows Find People Window - Cardholder Form revision 2 5

6 Table of Contents Find People Window - Cardholder Form Overview Find People Window - Visitor Form Find People Window - Visitor Form Overview Find People Window - Access Levels Form Find People Window - Access Levels Form Overview Select People Window Select People Window Overview Select Access Levels Window Select Access Levels Window Overview Access Level Assignment Wizard Summary Window Summary Window Overview Appendix B: Bulk Access Level Action Results Window...95 Bulk Access Level Action Results Window Overview Appendix C: Access Level Activation Dates Window...97 Access Level Activation Dates Window Overview Appendix D: Person Count Threshold Value Appendix E: Troubleshooting Login-related Problems License Not Installed Incorrect Username/Password Login Access Disabled No Permission for Area Access Manager No Permission to View Cardholders and Visitors revision 2

7 Area Access Manager User Guide No Access Levels to Manage No Permission to View Fields in Search Results Lists No Permission to View Fields in Search Results Lists and Visitors No Permission to View Fields in Search Results Lists and Cardholders Report-related Problems No Reports Available in Area Access Manager Incorrect Reports Available in Area Access Manager After Upgrade Index revision 2 7

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9 Area Access Manager User Guide Chapter 1: Introduction Area Access Manager users can assign, modify, or remove access levels for active badges. This effectively grants or restricts a cardholder or visitor s access to readers that control specific areas. An Area Access Manager user has control over specific access levels that are assigned in System Administration. Area Access Manager can be used to: 1. Assign temporary and/or standard access levels to a cardholder or visitor s active badge(s) 2. Modify the activation and/or deactivation of an active badge by creating a temporary access level. A temporary access level is any access level that is assigned an activation and/or deactivation date. 3. Bulk modify the access level activation and/or deactivation date of active badges 4. Remove access level assignments from a cardholder or visitor s active badge(s) 5. Preview or print reports 6. View personal information for selected cardholders or visitors Conventions Used in this Documentation The text in this manual is formatted to make it easy for you to identify what is being described. Where a term is defined, the word is represented in italics. Field names, menus, and menu choices are shown in bold. Keyboard keys are represented in angle brackets. For example: <Tab>, <Ctrl>. Keyboard key combinations are written in two ways: <Ctrl> + <Z> means hold down the first key and press the second <Alt>, <C> means press the first key, then press the second Window buttons on the screen are represented in square brackets; for example: [OK], [Cancel]. revision 2 9

10 1: Introduction Getting Started Licensing Requirements To use Area Access Manager, you must have purchased the Area Access Manager. In the Access Control section of your B.A.S.I.S. license, the following will be listed: Area Access Manager Application: In Use - the number of concurrent Area Access Manager licenses being used Area Access Manager Application: Max - the number of concurrent Area Access Manager licenses you have purchased For more information, refer to Installing Your B.A.S.I.S. License in the Installation Guide. Permissions Permissions are set in System Administration or ID CredentialCenter. In order to log into Area Access Manager, a user must have the following permissions: 1. The user must have permission to use the Area Access Manager application. 2. The user must have one or more access levels to manage. 3. The user must have permission to view access level assignments. Note: If the user has permission to view access level assignments but not modify them, then the user can log into Area Access Manager, but cannot assign, remove, or modify access level activation dates. 4. The user must have permission to view either cardholders OR visitors. The user must have permission to view at least one of these. 5. The user must have permission to search cardholders. 6. The user must have permission to view at least one of the cardholder search results list fields OR at least one of the visitor search results list fields. The following table describes these permissions: Permission Use Area Access Manager At least one access level to manage View access level assignments How to set the permission Select the Area Access Manager checkbox on the Administration > Users > System Permission Groups form > Software Options sub-tab. The access levels that can be managed by a user through Area Access Manager are configured on the Area Access Manager Levels form in the Users folder in System Administration. (To display this form in System Administration, from the Administration menu, select Users, click on the Users tab, then click on the Area Access Manager Levels sub-tab. Select the Access level assignments checkbox on the Administration > Users > Cardholder Permission Groups form > Badge sub-tab. 10 revision 2

11 Area Access Manager User Guide Permission Modify access level assignments View Cardholders View permission for at least one of the cardholder fields in the cardholder search results list How to set the permission Select the Access level assignments and Modify checkboxes on the Administration > Users > Cardholder Permission Groups form > Badge sub-tab. Select the Cardholder checkbox on the Administration > Users > Cardholder Permission Groups form > Cardholder sub-tab. To view the cardholder search results list, select Administration > Cardholder Options > Cardholder Search Results Lists form. To view the permissions for the fields in the cardholder search results list, select Administration > Users > Field/Page Permission Groups form. You should add a permission group for Area Access Manager users with the necessary cardholder permissions set to Yes. (For more information, refer to Add a Field/Viewing Permission Group in the System Administration User Guide.) For example, if Last Name is listed in the Selected Fields listing window on the Cardholder Search Results Lists form, the View permission for the Cardholder Table/Last Name Field entry on the Field/Page Permission Groups form should be set to Yes. View Visitors View permission for at least one of the visitor fields in the visitor search results list Select the Visitor checkbox on the Administration > Users > Cardholder Permission Groups form > Cardholder sub-tab. To view the visitor search results list, select Administration > Cardholder Options > Visitor Search Results Lists form. To view the permissions for the fields in the visitor search results list, select Administration > Users > Field/Page Permission Groups form. You should add a permission group for Area Access Manager users with the necessary visitor permissions set to Yes. (For more information, refer to Add a Field/Viewing Permission Group in the System Administration User Guide.) For example, if Organization is listed in the Selected Fields listing window on the Visitor Search Results Lists form, the View permission for the User-Defined Visitor Table/Visitor Organization Field entry on the Field/Page Permission Groups form should be set to Yes. In addition to the above: If the user can view cardholders but cannot view at least one cardholder search result list field and the user cannot view visitors, the user will not be allowed to log into the application. If the user can view visitors but cannot view at least one visitor search result list field and the user cannot view cardholders, the user will not be allowed to log into the application. The system-wide report permissions are not enforced because Area Access Manager only contains reports that are specific to data that is available within Area Access Manager. This means that any Area Access Manager user can run reports in Area Access Manager. Passwords B.A.S.I.S. includes strong password enforcement, which checks the user s password against password standards. This functionality is designed to enhance password security if single sign-on is not used. If single sign-on is used revision 2 11

12 1: Introduction (automatic or manual), B.A.S.I.S. does not enforce password standards. For more information on single sign-on, refer to Single Sign-On on page 15. The system s strong password enforcement also checks the Stanley database user s password when logging into applications. Database user passwords apply only to SQL databases. For information on changing your database password, refer to the Accounts and Passwords chapter in the Installation Guide. Password Standards When creating a strong password keep the following guidelines in mind: Passwords cannot be blank. Passwords cannot be the same as the user name (e.g. SA, SA). Passwords cannot be Stanley keywords. Although not required, your password should contain numbers, letters, and symbols. Spaces are also acceptable. (e.g. August 18, 2002). B.A.S.I.S. user passwords are not case-sensitive. Database passwords conform to the rules of the specific database being used; passwords in SQL Server are case sensitive. The maximum value for a strong password is 127 characters. The minimum value is 1. Enable/Disable Strong Password Enforcement Strong password enforcement is enabled/disabled in System Administration or ID CredentialCenter. When you install B.A.S.I.S., by default strong password enforcement is enabled. When you upgrade, by default strong password enforcement is disabled. To manually enable or disable strong password enforcement: 1. Select System Options from the Administration menu in System Administration or ID CredentialCenter. 2. Select the General System Options tab. 3. Click [Modify]. 4. Select or deselect the Enforce strong passwords checkbox. Note: If you disable the option to enforce strong passwords, you will continue to receive a message stating your password is weak every time you log into an application until you change your B.A.S.I.S. password to meet the password standards. 5. Click [OK]. 12 revision 2

13 Area Access Manager User Guide Change User Passwords User passwords are checked every time a user logs into any application. After a user logs into an application he/she can change his/her user password. 1. From the Application menu select Change Password. 2. The Change Password window displays. Enter your old password and new password in the appropriate fields. Refer to the Password Standards on page 12 for guidelines in choosing a secure password. 3. A message confirms that you have successfully changed your password. 4. Click [OK]. Note: If you get a weak password message the next time you log into the application, carefully read the message. It may be telling you that your database password is weak and not your user password. To change your database password, refer to the Accounts and Passwords chapter in the Installation Guide. Error Messages Read weak password messages/warnings carefully to avoid confusion about whether your user password or database password is weak. If you have a weak database password you will receive a warning every time you log into any application, until you change your database password. Although it is not recommended, you can acknowledge the warning and continue working in the application. This table describes the password-related error messages that may be generated and which password you need to correct. To correct the database password, refer to the Accounts and Passwords chapter in the Installation Guide. To correct the user password, select a password that meets the standards specified in Password Standards on page 12. Warning message Database password violations: Your password is a keyword that is not allowed. It is highly recommended that you change your password to meet our minimum password standards. Your password cannot be blank. Please enter a password. User password violations: Passwords cannot be the same as the user name. Your password is a keyword that is not allowed. Password to correct Database User User User revision 2 13

14 1: Introduction Accounts Anyone who wishes to use B.A.S.I.S. applications must enter a user name and password in order to access the software. The System Administrator should create a unique account for each user of the applications. The System Administrator can also, for each user, create a list of permissions, which specifies precisely which screens, fields, and buttons the user can access. During initial installation of the application, default accounts are created. These include: User name Password Type sa sa system account admin user badge sample sample sample These are provided as samples. You may change the passwords and use the accounts, or remove them. The exception to this is the system account, SA. By definition this account has permission to do anything in the system. A user with system access has unlimited access to the application. You cannot delete or change the system account except to modify the password, which you are strongly encouraged to do as soon as possible to discourage unauthorized use. The first time you log into B.A.S.I.S. to configure the application, you should log in as SA and your password should be SA. Log In This procedure describes how to log in without using single sign-on. For a description of single sign-on, refer to Single Sign-On on page 15. To log in using single sign-on, refer to Configure Single Sign-On on page Click the Start button, select Programs > B.A.S.I.S. ET693, and then select the desired application. 2. Your system may be configured to prompt you to select a database to log into. If it is not, proceed to the next step. If it is: a. In the Database drop-down, all ODBC system databases currently defined on your computer are listed. Select the database that you wish to use for your application. b. Click [OK]. 3. The Log On window displays. a. In the User name field, type the user name assigned to you. When logging in for the first time, your user name is SA. b. In the Password field, type the password assigned to you. When logging in for the first time, your password is SA. Note that the characters you type do not appear in the field. Instead, for each character you type, an * displays. This is intended to protect against 14 revision 2

15 Area Access Manager User Guide unauthorized access in the event that someone else can see the screen while you type. Important: After logging in for the first time, you are strongly encouraged to modify the password for the system account as soon as possible to discourage unauthorized use. c. In the Directory field, select the directory that you wish to log into. For user accounts not using single sign-on, the default is <Internal>. d. Select the Remember user name and directory checkbox if you want the values you just entered in the User name and Directory fields to automatically be selected the next time that you log in. e. Click [OK]. 4. Your system may be configured to prompt you to confirm that you are authorized to use the application. To accept the terms of the authorization warning click [Yes]. 5. If segmentation is not enabled, skip this step. If segmentation is enabled: a. The Select Segment window opens. Select the segment you wish to log into. b. Click [OK]. Single Sign-On Single sign-on simply means logging into B.A.S.I.S. with the same user name and password that you use to log into Windows or logging into B.A.S.I.S. using an LDAP user name and password for authentication. LDAP (Lightweight Directory Access Protocol) is a software protocol that enables you to locate businesses, people, files, and devices without knowing the domain name (network address). Single sign-on allows scripts using the DataConduIT API to authenticate. These scripts will be run under a Windows account. The account that is making the call to the API can be obtained easily this way, and the script can be restricted to those actions that the user is permitted to perform (using standard B.A.S.I.S. permissions). Note: The use of the explicit username and password for directory authentication to Windows is strongly discouraged. It is recommended that you do not store Windows passwords in the B.A.S.I.S. system, since B.A.S.I.S. uses reversible encryption and Windows does not. If explicit authentication is required, you should use an account that has view only permission to the directory in question. revision 2 15

16 1: Introduction It is possible to assign both an internal account and one or more directory accounts to a single user. Assigning both types of accounts increases the flexibility of the system during the authentication process. If the directory service is down or cannot be found from the workstation where the user is logging on, that user can instead use the internal account. Using both types of accounts means that you need to manage the internal account user names and passwords in addition to managing the directory accounts. Important: Allowing a user to log on in multiple ways increases the probability that the user's access to the system could be compromised. It is recommended that you standardize on either internal or directory accounts, but not both. There are cases where assigning both an internal account and a directory account to a user may make sense. In a system where directory accounts are predominantly used, you may also assign an internal account to a user who needs to access the system from locations where the directory service is unavailable. If internal accounts are predominantly used, you may want to assign a directory account to a user so that the user does not need to enter in a password to log on. Directory Accounts To log into B.A.S.I.S. using single sign-on, a user name, password, and directory are required. A directory is a database of network resources, such as printers, software applications, databases, and users. The following directories are supported by B.A.S.I.S.: Microsoft Active Directory, Microsoft Windows NT 4 Domain, Microsoft Windows Local Accounts, and LDAP. Automatic and Manual Single Sign-On When a user account is configured for single sign-on, the user can log into B.A.S.I.S. automatically or manually. For example, with automatic single sign-on, users simply start B.A.S.I.S. and they are automatically logged in under their Windows account and directory. With manual single sign-on, users must manually enter their Windows or LDAP account information (user name and password). Users also have the option of selecting a different configured directory. If single sign-on is not used, users manually enter a user name and a password that is different from their Windows or LDAP password. The directory is hardcoded to refer to the internal B.A.S.I.S. user directory. 16 revision 2

17 Area Access Manager User Guide Notes: Manual single sign-on can be used with the following directories: Microsoft Active Directory, Microsoft Windows NT 4 Domain, and LDAP. Automatic single sign-on can be used with every directory supported by B.A.S.I.S. except LDAP because it doesn t provide all the account information required. Configure Single Sign-On By default, user accounts do not use sign-on. To configure single sign-on the System Administrator must add a directory and link a user account to the directory. Notes: For more information, refer to Add a Directory in the Directories folder chapter of the System Administration or ID CredentialCenter User Guide. For more information, refer to Link a User Account to a Directory Account in the Users folder chapter of the System Administration or ID CredentialCenter User Guide. Log In Using Automatic Single Sign-On Automatic single sign-on is supported with Windows domain accounts. 1. Click the Start button, select Programs > B.A.S.I.S. ET693, and then select the desired application. 2. Your system may be configured to prompt you to select a database to log into. If it is not, proceed to step 3. If it is: a. In the Database drop-down, all ODBC system databases currently defined on your computer are listed. Select the database that you wish to use for your application. b. Click [OK]. 3. If your Windows account is linked to a user, a message will be displayed that says, Attempting to automatically log you on using your Windows account. To bypass this, hold down SHIFT. To automatically be logged in, do nothing. 4. Your system may be configured to prompt you to confirm that you are authorized to use the application. To accept the terms of the authorization warning, click [Yes]. 5. If segmentation is not enabled, skip this step. If segmentation is enabled: a. The Select Segment window opens. Select the segment you wish to log into. b. Click [OK]. revision 2 17

18 1: Introduction Log In Using Manual Single Sign-On Both users who want to log into B.A.S.I.S. using an LDAP user name and password for authentication and users who want to log in using a Windows domain account can do so using manual single sign-on. 1. Click the Start button, then select Programs > B.A.S.I.S. ET693, and then select the desired application. 2. Your system may be configured to prompt you to select a database to log into. If it is not, proceed to step 3. If it is: a. In the Database drop-down, all ODBC system databases currently defined on your computer are listed. Select the database that you wish to use for your application. b. Click [OK]. 3. If your Windows account is linked to a user, a message will be displayed that says, Attempting to automatically log you on using your Windows account. To bypass this, hold down SHIFT. To manually login or to login using a different user name and password, hold down the <Shift> key. The Log On window opens. a. In the Directory field, select the directory that you wish to log into. The default is <Internal>. b. In the User name field, type the Windows user name assigned to you. Do not enter the domain\user name just enter your user name. c. In the Password field, type the Windows password assigned to you. d. Select the Remember user name and directory checkbox if you want the values you just entered in the User name and Directory fields to automatically be selected the next time that you log in. e. Click [OK]. 4. Your system may be configured to prompt you to confirm that you are authorized to use the application. To accept the terms of the authorization warning, click [Yes]. 5. If segmentation is not enabled, skip this step. If segmentation is enabled: a. The Select Segment window opens. Select the segment you wish to log into. b. Click [OK]. Troubleshoot Logging In If you attempted to log in and were unable to do so, make sure that the following conditions have been met: You entered a correct user name/password and specified the correct directory. If your system is configured to display an authorization warning, you accepted the terms. 18 revision 2

19 Area Access Manager User Guide A valid license is installed. You have permission to use the application. If you attempted to log in and were unable to do so, make sure the following conditions have been met: You entered the correct user name and password for the selected directory of a user with permission to use the application. If the system is configured to display an authorization warning, then you accepted the terms. Verify your acs.ini file has the correct LicenseServer Host and Port settings. The LS License Server service must be started on the specified Host. Log into the License Administration application to verify a valid license is installed. Software based licenses must be activated. USB and Parallel licenses must have License Key Drivers installed. If using single sign-on, ensure the pc user you are logged in as is linked to an internal B.A.S.I.S. user through an operational directory. Assigning Directory and Internal Accounts to the User It is possible to assign both an internal account and one or more directory accounts to a single user. Assigning both types of accounts increases the flexibility of the system during the authentication process. Meaning, if the directory service is down or cannot be found from the workstation where the user is logging on, then the user can use the internal account instead. However, using both types of accounts means that you need to manage the internal account user names and passwords in addition to managing the directory accounts. Allowing a user to log on in multiple ways increases the probability that the user's access could be compromised. For that reason, it is recommended that you standardize on either internal or directory accounts, but not both. There are cases where assigning both an internal account and a directory account to a user may make sense. In a system where directory accounts are predominantly used, you may also assign an internal account to a user who needs to access the system from locations where the directory service is unavailable. If internal accounts are predominantly used, you may want to assign a directory account to a user for that user's convenience, so that the user does not need to enter in a password to log on. Access Level Displayed Upon Login After you log into Area Access Manager, records associated with the access levels available in the Access level drop-down will be used to display records in the main window. revision 2 19

20 1: Introduction If there is only one access level to work with, that access level will always be selected by default regardless of how many people are assigned to that access level. If you have multiple access levels to work with and the first access level in the Access level drop-down will return less than 5000 people, then the first access level will be selected by default. If the first access level would return 5000 or more people, no access level will be loaded by default. Instead, the Access level listing window will be expanded, and you can choose which access level to load. Note: Although the default Person Count Threshold value of 5000 works well for most systems, it is possible to change it. For more information, refer to Appendix D: Person Count Threshold Value on page 101. Log Out of the Application 1. Select the Log Off choice from the Application menu. 2. All open data entry forms will be closed. The main window will open again as it did before you logged in and most of the toolbar and menu options will be dimmed. To access most of the application s features you must then log in again. Exit the Application The main window can be closed using either of the following methods: Select Exit from the Application menu. Double-click on the Control-menu box, an icon in the window s upper left corner. Right-click on the Control-menu box and select Close. Press [Alt] + [F4]. 20 revision 2

21 Area Access Manager User Guide Chapter 2: Main Window You can use the Area Access Manager main window to do the following: Display cardholders or visitors assigned to a selected access level Display personal information about selected cardholders or visitors Allow cardholders and visitors to be assigned to access levels Allow cardholders and visitors to be removed from access levels Display all active badge IDs for cardholders or visitors The Area Access Manager main window can display two different types of records: cardholder and visitor. Only one type of record can be displayed at a time. When the View > Person Type > Cardholders option is selected, the Area Access Manager main window displays cardholders, as shown: When the View > Person Type > Visitors option is selected, the Area Access Manager main window displays visitors, as shown: When the Active Badges option is selected in the View menu, the Area Access Manager main window also contains a Badge ID column. In this view, the listing window lists multiple entries for each cardholder/visitor, one for each active badge assigned to the cardholder/visitor. For example, if Scott Johnson has two active badges, 13 and 14, then he will be listed twice. revision 2 21

22 2: Main Window Area Access Manager Main Window When you right-click on a record in the listing window in the Area Access Manager, a menu is displayed. For more information, refer to Main Window Right-click Menu on page 32. Form Element Title bar Menu bar Access level Comment The area at the top of the window that displays the window s name. In the main window, the title bar contains the name of the application, the name of the ODBC, and the name of the user account that is currently logged in. A horizontal list of options that appears at the top of the main window. Each option has a pulldown menu. Lists the access levels that can be assigned and removed from a cardholder or visitor s active badges. Access levels are created on the Access Levels form in the Access Levels folder in System Administration. (To display this form in System Administration, select the Access Control menu, then select the Access Levels option.) Only the access levels listed there for a user will be available in Area Access Manager for the user to assign and remove from cardholders active badges. Access Levels that can be managed by a user are configured on the Area Access Manager Levels form in the Users folder in System Administration. (To display this form in System Administration, select the Administration menu, then select the Users option.) Assign Access Remove Access Personal Information Opens the Access Level Assignment Wizard, which allows you to assign access levels to cardholders, visitors, or specific cardholder/visitor active badge IDs. Selecting this button is the same as selecting the Edit menu, then selecting Assign Access. Removes the assignment of the selected cardholder, visitor, or specific cardholder/visitor active badge IDs from the access level that is displayed in the Access level drop-down list. Selecting this button is the same as selecting the Edit menu, then selecting Remove Access. This button is grayed out until at least one cardholder, visitor, or specific cardholder/visitor active badge ID is selected in the Area Access Manager main window. Displays cardholder/visitor, badge, and access level information for the currently selected cardholder/visitor records. On the Area Access Manager main window, selecting this button is the same as selecting the View menu, then selecting Personal Information. This button is grayed out until at least one cardholder/visitor record is selected. If you select multiple records, you can cycle through them by clicking the arrows in the lower left corner of the Personal Information window. For more information, refer to Chapter 3: Personal Information Window on page revision 2

23 Area Access Manager User Guide Area Access Manager Main Window (Continued) Form Element View Video Access level activation date Comment Displays cameras associated with the currently selected access level. Video is only available for cameras that have a device-camera link configured with a reader assigned to an access level. For more information, refer to Chapter 5: View Video on page 61. The Access level activation date fields consist of a date field and a time field. They are part of the Filter bar, and are only shown if the Filter Bar option in the View menu is selected. The Access level activation date fields work in combination with the Access level deactivation date fields to filter the records shown in the main window based on the access level activation date and access level deactivation date assigned to a badge when an access level is assigned. The access level assignment to the badge is only valid (active) between the dates and times specified in the assignment. (To learn how to assign access level activation and deactivation dates, refer to Assign Activation and Deactivation Dates to Access Levels on page 57.) So for example, consider a badge that has been assigned an access level with an activation date of 1/1/2006. The badge will not be allowed to gain access to the readers contained in this access level until 1/1/2006. Similarly, if the access level assignment to the badge had a deactivation date of 1/31/2006, the badge would not be allowed to gain access to the readers contained in this access level after 1/31/2006. The records displayed in the main window depend on what you select in the Access level activation date and Access level deactivation date fields. If you select an activation date but no deactivation date, then all records with an activation date after the specified activation date will be displayed. If you select a deactivation date but no activation date, all records with a deactivation date before the specified deactivation date will be displayed. If you select an activation date and a deactivation date, only those records whose activation and deactivation dates fall between the two specified dates will be displayed. If you select no activation date or deactivation date, all records will be displayed. If you select an activation/deactivation date, records without access level activation/ deactivation dates will not be displayed in the main window. Note: Keep in mind that these fields are merely filtering which records to display; the date and time do not actually get applied to the badge itself. Each time you modify the access level activation/deactivation filter date or time, the listing window is updated with the people that fall within the selected date/time range. revision 2 23

24 2: Main Window Area Access Manager Main Window (Continued) Form Element Access level deactivation date Comment The Access level deactivation date fields consist of a date field and a time field. They are part of the Filter bar, and are only shown if the Filter Bar option in the View menu is selected. The Access level deactivation date fields work in combination with the Access level activation date fields to filter the records shown in the main window based on the access level activation date and access level deactivation date assigned to a badge when an access level is assigned. The access level assignment to the badge is only valid (active) between the dates and times specified in the assignment. (To learn how to assign access level activation and deactivation dates, refer to Assign Activation and Deactivation Dates to Access Levels on page 57.) So for example, consider a badge that has been assigned an access level with an activation date of 1/1/2006. The badge will not be allowed to gain access to the readers contained in this access level until 1/1/2006. Similarly, if the access level assignment to the badge had a deactivation date of 1/31/2006, the badge would not be allowed to gain access to the readers contained in this access level after 1/31/2006. The records displayed in the main window depend on what you select in the Access level activation date and Access level deactivation date fields. If you select an activation date but no deactivation date, then all records with an activation date after the specified activation date will be displayed. If you select a deactivation date but no activation date, all records with a deactivation date before the specified deactivation date will be displayed. If you select an activation date and a deactivation date, only those records whose activation and deactivation dates fall between the two specified dates will be displayed. If you select no activation date or deactivation date, all records will be displayed. If you select an activation/deactivation date from the Filter bar, records without access level activation/deactivation dates will not be displayed in the main window. Note: Keep in mind that these fields are merely filtering which records to display; the date and time do not actually get applied to the badge itself. Each time you modify the access level activation/deactivation filter date or time, the listing window is updated with the people that fall within the selected date/time range. 24 revision 2

25 Area Access Manager User Guide Area Access Manager Main Window (Continued) Form Element Person search type Comment This field is a part of the Filter bar, and is only shown if the Filter Bar option in the View menu is selected. Enables you to select whether to include badge activation dates when searching for cardholders and visitors. If Search for people with current badge activation dates is selected, then badges that have the status Active and have badge activation/deactivation dates that fall within the current date/time are listed in the listing window. For example, if you have a badge with an activation date of 1/1/2005 and a deactivation date of 1/31/2005 and you are using Area Access Manager on 1/10/2005, the badge would be displayed in the main window (assuming the badge is assigned the access level selected from the Access level drop-down). If you were to use Area Access Manager on 2/1/2005 this badge would no longer be displayed in the main window since the activation dates assigned to the badge have already gone by. If Do not include badge activation dates when searching for people is selected, then all badges that have the status Active are listed, irregardless of their activation and deactivation dates. This search option is useful in scenarios where there is a person who has occasional access to a building, and the IT department enables and disables the badge depending on when this person comes into the office. revision 2 25

26 2: Main Window Area Access Manager Main Window (Continued) Form Element Listing window Comment The contents of the listing window changes depending on whether visitors or cardholders are displayed. If cardholders are displayed (View > Person Type > Cardholders is selected), the listing window functions as follows: The Activate and Deactivate columns are always present, and represent the activation and deactivation dates of the assigned access level for each cardholder/visitor badge ID. If Active Badges is not selected in the View menu, then the dates shown are the earliest activation date and the latest deactivation date for all active badges assigned to the cardholder/visitor. If Active Badges is selected in the View menu, the listing window contains a Badge ID column. In this view, the listing window lists multiple entries for each cardholder/visitor, one for each active badge assigned to the cardholder/visitor. Additional columns displayed are determined by the fields listed in the Selected Fields column of the Cardholder Search Results Lists form in the Cardholder Options folder. For example, you might want to include Last Name, First Name, Middle Name, Extension, and Department. These same columns are displayed on the Select People and Summary windows in the Access Level Assignment Wizard. The results displayed in the listing window are filtered based on the settings in the Filter bar, which is displayed by selecting Filter Bar from the View menu. The Activate and Deactivate filter criteria currently being applied are displayed in the status bar. To sort the listing window s contents by a particular column, click on the column heading. Clicking the column heading toggles the sort order between lowest to highest and highest to lowest. To select all items in the listing window, select Select All from the Edit menu or press <Ctrl>+<A>. To deselect all items in the listing window, select Clear All from the Edit menu. If visitors are displayed instead of cardholders (View > Person Type > Visitors is selected), the listing window functions the same way, with one exception: The columns displayed are determined by the fields listed in the Selected Fields column of the Visitor Search Results Lists form in the Cardholder Options folder. For example, you might want to include Visitor Last Name, Visitor First Name, Visitor Organization, and Visitor Title. These same columns are displayed on the Select People and Summary windows in the Access Level Assignment Wizard. 26 revision 2

27 Area Access Manager User Guide Area Access Manager Main Window (Continued) Form Element Status bar Comment The status bar is an area along the bottom of the main window that is displayed only when the Status Bar option in the Edit menu is selected. The status bar displays the following information: The activation and deactivation date and time filter criteria that are being applied to the listing window. (If no filter is being applied, no filter information is displayed in the status bar.) The filter criteria can be changed using the Filter bar, which is displayed by selecting Filter Bar from the View menu. The current person type setting, which determines what type of record is displayed in the listing window. When View > Person Type > Cardholders is selected, cardholder records are displayed. When View > Person Type > Visitors is selected, visitor records are displayed. The number of records currently selected The total number of records displayed in the main window revision 2 27

28 2: Main Window Customize the Select People, Summary, and Area Access Manager Main Windows The columns displayed on the Select People window, Summary window, and the Area Access Manager main window can be changed using System Administration. To change the columns displayed: 1. Start and login to System Administration. 2. From the Administration menu, select the Cardholder Options option. 3. If you are customizing the view when cardholders are displayed, click the Cardholder Search Results Lists tab. If you are customizing the view when visitors are displayed, click the Visitor Search Results Lists tab. 4. Click [Modify]. 5. In the Fields column, click on the field you want to be displayed in the Area Access Manager main window, Select People window, and Summary window. (Only one field can be selected at a time.) 6. Click the button to add the selected field to the list of fields that will be displayed. 7. Repeat steps 5 and 6 until all fields to be displayed are listed in the Selected Fields column. 8. The order that the fields are listed in the Selected Fields column is the order that the columns will be displayed in, from left to right, in the Area Access Manager main window, Select People window, and Summary window. Select a field in the Selected Fields column, then: a. Click the button to move the selected field one position to the left, or b. Click the button to move the selected field one position to the right. Notes: The Activate and Deactivate columns are always the last two columns in the listing window of the Area Access Manager s main window regardless of the list configuration specified on the Cardholder/Visitor Search Results tabs. If active badges is turned on (View > Active Badges), the Badge ID column will be the first column in the listing window of the Area Access Manager s main window regardless of the list configuration specified on the Cardholder/Visitor Search Results tabs. 9. Click [OK]. 28 revision 2

29 Area Access Manager User Guide Menus The menu bar is a horizontal list of options that appears at the top of the main window. Each option has a pull-down menu. Area Access Manager contains the following menus: Application Menu Menu option Log On Change Password Log Off Exit Function Logs you into the application. Opens the Change Password dialog, enabling you to change your password (you must have the corresponding system level permission to do so). Logs you out of the application. Ends your session. Edit Menu Menu option Toolbar button Function Assign Access Remove Access Set Activation Dates Select All Clear All Set Automatic Video View Count Opens the Access Level Assignment Wizard, which allows you to assign access levels to cardholders or visitors. Selecting this menu option is the same as clicking the [Assign Access] button. Removes the assignment of the selected cardholder or visitor records from the access level that displayed in the Access Panel drop-down list. Selecting this menu option is the same as clicking the [Remove Access] button. This option is grayed out until at least one cardholder or visitor record is selected in the Area Access Manager main window. Displays the Access Level Activation Dates window, where you can select when to activate and deactivate the access level that is assigned to the selected cardholder(s), visitor(s), or specific cardholder/visitor active badge ID(s). This menu option is only available for selection when a cardholder, visitor, or specific cardholder/visitor active badge ID record is selected. Selects all records listed in the currently selected access level. Deselects all records listed in the currently selected access level. Specifies the number of video channels that should be launched automatically when viewing video. If the total number of cameras available is greater than this value, the user will have the choice of which cameras to view. revision 2 29

30 2: Main Window View Menu Menu option Toolbar button Function Toolbar Status Bar Filter Bar If selected, the Access Level display listbox, [Assign Access] button, [Remove Access] button, and [Personal Information] button will be displayed. If not selected, they will not be displayed. If selected, the Status bar at the bottom of the screen will be displayed. If not selected, it will not be displayed. If selected, displays the Filter bar in the Area Access Manager main window, where you can specify access level activation and/or deactivation date and time criteria that all records displayed in the main window s listing window must meet. This in effect filters the records displayed in the main window. The current filter settings are displayed in the status bar along the bottom of the main window, as shown. The view setting for the Filter bar is stored per-workstation, and is restored each session. Active Badges When selected, the listing windows in the main window and in the Access Level Assignment Wizard: Select People window will display a Badge ID column. The listing window will list multiple entries for each cardholder/visitor, one for each active badge assigned to the cardholder/visitor. By default, this option is not selected. Whether this option is selected or deselected is stored on a per user basis on each workstation in the registry. This means that if a user selects this option and either logs out of Area Access Manager or exits the application, the next time the user runs Area Access Manager, the setting will be restored. 30 revision 2

31 Area Access Manager User Guide View Menu (Continued) Menu option Toolbar button Function Person Type Contains a sub-menu of different person types. When a person type is selected, that particular kind of record is shown in the main window. You can only select one type of record to be shown in the main window at once. Choices include: Cardholder - If selected, Cardholder records are shown in the main window Visitor - If selected, Visitor records are shown in the main window To be able to select the Cardholder option, you must have permission to view cardholders. (The Cardholder checkbox on the Administration > Users > Cardholder Permission Groups form > Cardholder sub-tab must be selected.) Otherwise, this option is grayed out. To be able to select the Visitor option, you must have permission to view visitors. (The Visitor checkbox on the Administration > Users > Cardholder Permission Groups form > Cardholder sub-tab must be selected.) Otherwise, this option is grayed out. This setting is saved in the registry. Therefore, the last saved setting is restored from session to session on the same workstation. The current person type setting is displayed in the status bar along the bottom of the main window, as shown. Personal Information Displays badge, access level, and cardholder or visitor information for the currently selected cardholder or visitor record(s). Selecting this option is the same as clicking the [Personal Information] button. If you select multiple records, you can cycle through them by clicking the arrows in the lower left corner of the Personal Information window. Note: This option is grayed out until a record is selected in the Area Access Manager main window. View Video Reports Displays cameras associated with the currently selected access level. Video is only available for cameras that have a device-camera link configured with a reader assigned to an access level. Opens a Reports window that contains a list of available reports to print or preview. revision 2 31

32 2: Main Window View Menu (Continued) Menu option Toolbar button Function Log Displays the AreaAccessManagerCardholderBulk.Log file (which is stored in the C:\Program Files\B.A.S.I.S.\logs directory) in the Bulk Access Level Action Results window. The log is written to when: Multiple cardholder or visitor records are assigned an access level. Access levels are removed from multiple cardholders, visitors, or active badges. Updating the access level activation/deactivation dates for multiple cardholders, visitors, or active badges. Note: When the active badges setting is used, the log will only be written to if active badges for multiple cardholders or visitors have access levels assigned, removed, or have an activation/deactivation date removed or updated. A failure will be written to the log if: badges are segmented and you try to assign an access level to a badge that the current Area Access Manager user does not have segment access to. you violate the system/segment hardware settings for the maximum access level assignments allowed per badge including total, temporary, and standard access level assignments. you violate the system/segment hardware settings for the maximum badge number length. Refresh Updates the display window. Help Menu Menu option Contents Search About Area Access Manager Function Displays online help. Displays online help. Displays copyright information, file versions, and additional information about the application. Main Window Right-click Menu When you right-click on a record in the listing window in the Area Access Manager, a menu is displayed. 32 revision 2

33 Area Access Manager User Guide Main Window Right-click Menu Menu option Remove Access Set Activation Dates Personal Information Function Removes the assignment of the selected cardholder or visitor records from the access level that displayed in the Access Panel drop-down list. Selecting this option is the same as clicking the [Remove Access] button or selecting Remove Access from the Edit menu. This option is grayed out until one or more records are selected in the main window. Displays the Access Level Activation Dates window, where you can select when to activate and deactivate the access level that is assigned to the selected cardholder(s), visitor(s), or specific cardholder/visitor active badge ID(s). Selecting this option is the same as selecting Remove Access from the Edit menu. This option is only available for selection one or more cardholder, visitor, or specific cardholder/visitor active badge ID records are selected in the main window. Displays badge, access level, and cardholder or visitor information for the currently selected cardholder or visitor record(s). Selecting this option is the same as clicking the [Personal Information] button or selecting Personal Information from the View menu. If you select multiple records, you can cycle through them by clicking the arrows in the lower left corner of the Personal Information window. revision 2 33

34 2: Main Window 34 revision 2

35 Area Access Manager User Guide Chapter 3: Personal Information Window The Personal Information window is displayed by: selecting one or more cardholder/visitor or badge ID records in the Area Access Manager main window, and then clicking. selecting one or more cardholder/visitor or badge ID records in the Select People window in the Access Level Assignment Wizard, and then clicking [Personal Information]. selecting one or more cardholder/visitor or badge ID records in the Area Access Manager main window, and then selecting Personal Information from the View menu. double-clicking on a single cardholder or visitor record in the Area Access Manager main window. (When personal information is viewed this way, only personal information for the selected cardholder or visitor will be displayed). The Personal Information window displays cardholder/visitor, badge, and access level information for the selected records. If multiple records were selected, use the arrows in the lower left corner of the window to cycle through the records. (These arrows do not appear if only one record was selected.) The first tab may be either the Cardholder tab or the Visitor tab, depending on the type of record(s) displayed in the Select People window. If View > Person Type > Cardholders is selected, the Cardholder tab is displayed. If View > Person Type > Visitors is selected, the Visitor tab is displayed. Personal Information Window - Common Elements The forms in the Personal Information window are visually divided into four sections; the right section, the upper-left section, the middle-left section and the bottom section. Several of the form elements in these sections are common to every form in the Personal Information window. Refer to the following table for descriptions of the common form elements. Note: This documentation refers to cardholder and visitor data fields that are shipped as the default by Stanley. If you have used the FormsDesigner application to customize your cardholder or visitor data, the elements on your forms may be different. revision 2 35

36 3: Personal Information Window Personal Information Window - Common Elements Form Element Comment Common form elements - right section Photo display Signature display Last access Displays the cardholder/visitor s photo as it appears on their badge. Displays the cardholder/visitor s signature as it appears on their badge. This field displays information about the most recent valid access by this cardholder, including the triggered event, date, time and reader name. This is the same information that is displayed when Show Last Granted Location option is selected in the Cardholder menu in System Administration. Note: The information that is displayed in this field in Area Access Manager cannot be configured any differently. Therefore, even if the Show Last Attempted Location option in the Cardholder menu in System Administration is selected, only the most recent valid access can be displayed in Area Access Manager. Badge ID Issue code Prints Activate Displays the numeric identifier assigned to the cardholder/visitor s active badge. Displays the issue code assigned to the cardholder/visitor s active badge. Displays the number of times the active badge has been printed. Displays the date when the badge becomes valid. Deactivate Displays the date when the badge becomes invalid. Common form elements - upper-left section Last name First name Middle name Cardholder ID Indicates the cardholder/visitor s last name. Indicates the cardholder/visitor s first name. Indicates the cardholder/visitor s middle name. Indicates the cardholder s ID number. Note: This field is not displayed for visitors. Badge type Indicates the cardholder/visitor s badge type. Badge types are configured in the Badge Types folder in System Administration. Common form elements - bottom section Displayed if more than one cardholder or visitor record was selected when was clicked. When selected, moves to the first selected record. Displayed if more than one cardholder or visitor record was selected when was clicked. When selected, by default moves 10 records back. Displayed if more than one cardholder or visitor record was selected when was clicked. When selected, moves to the previous selected record. Displayed if more than one cardholder or visitor record was selected when was clicked. When selected, moves to the next selected record. 36 revision 2

37 Area Access Manager User Guide Form Element Comment Displayed if more than one cardholder or visitor record was selected when was clicked. When selected, by default moves 10 records forward. Displayed if more than one cardholder or visitor record was selected when was clicked. When selected, moves to the last selected record. Record count Indicates the number of the record selected out of the total number of records selected in the previous window. For example: 6 of 10. You can type in a number and click <Enter> to jump to that record number. OK Closes the Personal Information window. revision 2 37

38 3: Personal Information Window Personal Information Window - Cardholder Form 38 revision 2

39 Area Access Manager User Guide Cardholder Form Field Table Personal Information Window - Cardholder Form Form Element Cardholder data Record last changed Comment Displays the cardholder s information such as name, address and department in these fields. Indicates the date on which the selected cardholder record was last modified and saved. This date is updated only when cardholder information is changed, not when badge information is changed. The last changed date is saved individually for each badge record as well. revision 2 39

40 3: Personal Information Window Personal Information Window - Visitor Form 40 revision 2

41 Area Access Manager User Guide Visitor Form Field Table Personal Information Window - Visitor Form Form Element Visitor data Last changed Comment Displays the visitor s information such as name, address and organization in these fields. Indicates the date on which the selected visitor record was last modified and saved. This date is updated only when visitor information is changed, not when badge information is changed. The last changed date is saved individually for each badge record as well. revision 2 41

42 3: Personal Information Window Personal Information Window - Badge Form 42 revision 2

43 Area Access Manager User Guide Badge Form Field Table Personal Information Window - Badge Form Form Element Badge listing window Comment Lists all badges for the selected cardholder. revision 2 43

44 3: Personal Information Window Personal Information Window - Access Levels Form 44 revision 2

45 Area Access Manager User Guide Access Levels Form Field Table Personal Information Window - Access Levels Form Form Element Show levels for badge ID (issue code) Show inactive badges Access levels display Show unassigned levels Number of levels assigned Comment Lists the badge ID and issue code (in parentheses) for the current active badge. If the Show inactive badges checkbox is selected, the list includes both the active and the inactive badge(s) assigned to the selected cardholder. Select a badge ID (issue code) from the list and the corresponding access levels for that badge will be displayed in the Access levels display. When selected, the Show levels for badge ID (issue code) drop-down list will list both the active and inactive badge(s) assigned to the selected cardholder. When the Show unassigned levels checkbox is selected, lists both access levels that have been and that can be assigned to the selected cardholder/badge record. If the Show unassigned levels checkbox is not selected, only access levels that have been assigned will be listed. If they exist, also displays the access level s activation and deactivation dates. When selected, the Access levels display lists both access levels that have been and that can be assigned to the selected cardholder/badge record. Displays the number of access levels that have been assigned to the selected cardholder/badge record. For example: 6 levels assigned. View Personal Information To view personal information about one or more cardholder or visitor records: 1. In the Area Access Manager main window or the Access Level Assignment Wizard: Select People window, select one or more records. 2. Click. 3. The Personal Information window opens. If multiple records were selected, use the arrows in the lower left corner of the window to cycle through the records. If only one record was selected, these arrows are not displayed. You can double-click on a single cardholder/visitor to view personal information for just that cardholder/visitor. Note: The first tab may be either the Cardholder tab or the Visitor tab, depending on the type of record(s) being displayed in the main window. If View > revision 2 45

46 3: Personal Information Window Person Type > Cardholders is selected, the Cardholder tab is displayed. If View > Person Type > Visitors is selected, the Visitor tab is displayed. 46 revision 2

47 Area Access Manager User Guide Chapter 4: Access Levels What are access levels? An access level is one or more reader/timezone combinations used to control hardware access by one or more cardholders. Access levels can be assigned to active badges to define which readers a badge has access to and at which times. Types of access levels. B.A.S.I.S. has two types of access levels: standard access levels and temporary access levels. The difference between the two is that temporary access levels have an activation and/or deactivation date, and standard access levels do not. Creating standard access levels. Standard access levels are created on the Access Levels form in the Access Levels folder in System Administration. (To display this form in System Administration, from the Access Control menu, select Access Levels, then click on the Access Levels tab.) Creating temporary access levels. Temporary access levels are created by specifying an activation and/or deactivation date when assigning an access level. Think of a temporary access level as an override for a standard access level. The activation and/or deactivation date is applied to the selected active badge, not to the whole access level. Controlling what access levels can be managed by a user. The access levels that can be managed by a user through Area Access Manager are configured on the Area Access Manager Levels form in the Users folder in System Administration. (To display this form in System Administration, from the Administration menu, select Users, click on the Users tab, then click on the Area Access Manager Levels sub-tab.) Only the access levels listed there for a user will be available in Area Access Manager for the user to assign and remove from cardholders active badges. In a segmented system, any access levels that are configured as assignable by users in other segments MUST be listed as access levels to manage if the user has access for one of these segments. What cardholders/visitors are shown. Only cardholders/visitors with active badges (active status, with an activation date before or the same as the current date and less than or the same as the deactivation date) will be shown when viewing access level assignments or searching cardholders/visitors to assign access levels to. Viewing access levels assignments. The Area Access Manager main window allows the user to switch between the access levels they have permission to manage. When an access level is selected, the cardholders with this access level will be shown in the list. Segmentation. A user will only be able to assign and remove access levels from cardholders who have active badges that are of a badge type that the user has segment access to. revision 2 47

48 4: Access Levels Remember, in a segmented system, any access levels that are configured as assignable by users in other segments MUST be listed as access levels to manage if the user has access for one of these segments. Multiple Active Badge Access Level Assignment Many systems are configured to only allow each cardholder/visitor one active badge. Systems can also be configured to allow multiple active badges per cardholder/visitor. This is done in the Active badges per cardholder field on the General Cardholder Options form in System Administration or ID CredentialCenter (Administration > Cardholder Options). If the system is configured to allow cardholders/visitors to have multiple active badges, then you may wish to use the View Active Badges option in Area Access Manager to assign any of a cardholder/visitor s active badges to a particular access level. By default, this option is not selected. When you select it (View > Active Badges), the listing window of the main window and in the Access Level Assignment Wizard: Select People window will display a Badge ID column. The listing window will list multiple entries for each cardholder/visitor, one for each active badge assigned to the cardholder/visitor. By default, this option is not selected. Whether this option is selected or deselected is stored on a per user basis on each workstation in the registry. This means that if a user selects this option and either logs out of Area Access Manager or exits the application, the next time the user runs Area Access Manager, the setting will be restored. For more information, refer to Chapter 2: Main Window on page 21. Access Level Assignment on a Segmented System Access levels that are configured as being assignable by users that have access to other segments will show up in the Access level drop-down list in the main window as well as in the Access Levels display on the Select Access Levels window in the Access Level Assignment Wizard when assigning access levels. This allows users in different segments to assign access levels from a common segment, but does not allow them to see each other s cardholders. For this to occur, the following conditions must be met: The system must be segmented and have the Allow access levels to be configured as assignable by users in other segments feature enabled. For more information, refer to the Segmentation appendix in the System Administration User Guide. The access levels must be configured to be assignable by users that have access to other segments. This is done on the Access Level Additional Segments form in the Access Levels folder in System Administration. 48 revision 2

49 Area Access Manager User Guide The access levels must be selected as access levels to manage from the Area Access Managers Levels sub-tab on the Users form in the Users folder in System Administration. Also, when cardholders are segmented and an access level is assigned to a cardholder that does not currently belong to the cardholder s primary segment or additional segments, the segment assignment is made behind-the-scenes so that the proper access level assignment can be made. Reader Assignments to Cardholders Report on a Segmented System A report that you may wish to make available in Area Access Manager is the Reader Assignments to Cardholders report. This report enables you to print a list of all cardholders that have access to a particular reader. By default, this report is not available in Area Access Manager. To make it available in Area Access Manager, refer to Configure Which Reports are Available in Area Access Manager on page 64. If any of the access levels that are configured as assignable by users with access to other segments are available for an Area Access Manager user to assign, in order for the user to see which cardholders are assigned to the readers that make up these access levels in the Reader Assignments to Cardholders report, the user must: have segment access to the segment that contains the levels that are configured as assignable by users with access to other segments AND be able to manage one of the access levels that belongs to this segment from Area Access Manager. For example, a common segment (Common Segment 1) may be defined with an access level (Level 1) that controls two readers. Now this access level (Level 1) is configured so that it can be assigned by users with access to another segment (Segment 2). If a user is defined that only has segment access to Segment 2, this user would then have Level 1 available to manage through Area Access Manager. When logging into Area Access Manager as this user and running the Reader Assignments to Cardholders report, the user would not be able to see which cardholders are assigned to the readers that make up Level 1. The user would need to have segment access to Common Segment 1. View Access Level Assignments The access levels that can be managed by a user through Area Access Manager are configured on the Area Access Manager Levels form in the Users folder in System Administration. For information on viewing access level assignments on revision 2 49

50 4: Access Levels segmented systems, refer to Access Level Assignment on a Segmented System on page 48. To view access level assignments: 1. On the Area Access Manager main window in the Access level drop-down listbox, select an access level to display. This listbox lists all access levels that the currently logged in user has permission to manage. 2. If the access level you selected has 5000 or more people assigned to it, a message will ask you to confirm that you really wish to display that access level. Note: Although the default Person Count Threshold value of 5000 works well for most systems, it is possible to change it. For more information, refer to Appendix D: Person Count Threshold Value on page Cardholders assigned to the currently selected access level will automatically be displayed. Only cardholders with active badges (active status, with an activation date before or the same as the current date and less than or the same as the deactivation date) will be shown. Filter Records Displayed in the Main Window The records displayed in the Area Access Manager main window can be filtered based on their access level activation and/or deactivation date. To filter records: 1. From the View menu, select Filter Bar. The Filter bar is then displayed in the Area Access Manager main window. 2. If you wish to display records with any activation date, deselect the date checkbox in the Access level activation date field and proceed to step If you wish to filter based on a specific access level activation date, select the date checkbox in the Access level activation date field and then type a numeric date into the field. 4. In the Access level deactivation date field: If you wish to display records with any access level deactivation date, deselect the date checkbox and proceed to step 5. If you wish to filter based on a specific access level deactivation date, repeat the procedures in step 3 in the Access level deactivation date field instead of the Access level activation date field. Choose the date that all records displayed must have been deactivated before. 5. In the Person search type field, select whether to include badge activation dates when searching for people. 6. Each time you modify the filter criteria in the Filter bar, the listing window is automatically updated and displays only the records that meet the criteria. The filter criteria are displayed in the status bar for your reference. 50 revision 2

51 Area Access Manager User Guide Remove Access Levels from Cardholders or Visitors You can remove one or many cardholders or visitors from an access level easily using Area Access Manager. Here s how: 1. In the View menu, make sure that the Person Type (cardholder or visitor) you wish to remove access levels from is selected. 2. In the Access level drop-down list on the Area Access Manager main window, select the access level you want to remove a cardholder or visitor from. 3. If removing a cardholder from an access level, select the cardholder(s) or cardholder/badge ID combination(s) you want the access level removed from. If removing a visitor from an access level, select the visitor(s) or visitor/badge ID combination(s) you want the access level removed from. Note: A cardholder/visitor may be listed more than once if that cardholder/visitor has multiple active badges. Select the active badge/cardholder or active badge/visitor combination that you would like the access level to be removed from. 4. Click [Remove Access]. 5. A warning message will be displayed; click [Yes] to proceed with the removal. The currently viewed access level will then be removed from the selected cardholder/visitors active badges and the badges will be downloaded to the appropriate panels. Assign Access Levels to Cardholders or Visitors You can assign one or many cardholders or visitors and any of their active badges to one or many access levels easily using the Access Level Assignment Wizard in revision 2 51

52 4: Access Levels Area Access Manager. (For more information, refer to Appendix A: Access Level Assignment Wizard on page 79.) Here s how: 1. On the Area Access Manager main window, click. 2. The Access Level Assignment Wizard begins, and the Find People window is displayed, as shown below: 3. Specify the search criteria by typing a full or partial entry in the field(s) on which you wish to search. For drop-down list fields, you can select the desired value. Here are some examples: Type Lake in the Last Name field to find all records of personnel who have the last name Lake. Type M in the Last Name field to find all records of personnel whose last name begins with the letter M. Type a cardholder ID in the Cardholder ID field to find the record of the person who has that ID number. Select an item in the Division drop-down list to find all records of personnel who work in that division. Enter no search criteria to display all cardholder/visitor records. On systems with a large number of records, this may take a long time because all records that you have permission to view are returned. If you 52 revision 2

53 Area Access Manager User Guide select no search criteria, the following warning message is displayed, which informs you of this. Click [Yes] to proceed, or [No] to cancel. 4. You can also search based on access levels by clicking the Access Levels tab. a. Select a search type in the Search type drop-down list. b. Select the access level you would like the search to be based on. 5. Click [Next]. 6. Depending on what you entered for the search criteria, the following may occur: a. If one or more cardholder/visitor match the search criteria you entered, the Select People window is displayed, as shown below: If only one cardholder/visitor matches the search criteria, the record that matches the search criteria is selected by default. If more than one cardholder/visitor matches the search criteria, no record is selected by default. All matching records are deselected and available for selection. b. If no cardholder/visitor matches the search criteria you entered, a message is displayed that says No people with active badges were found that match your search criteria. Please try entering less specific criteria. If this happens, enter new search criteria and click [Next]. c. If you entered no search criteria, all cardholders/visitors are displayed in the Select People window. (On systems with many cardholders/visitors, revision 2 53

54 4: Access Levels be sure to select a search criteria - searching through thousands of records could take a lot of time!) 7. Optional - If you need to view more information about one or more records, select the record(s) and then click [Personal Information]. The Personal Information window opens. If multiple records were selected, use the arrows in the lower left corner of the window to cycle through the records. If only one record was selected, these arrows are not displayed. The first tab may be either the Cardholder tab or the Visitor tab, depending on the type of record(s) displayed in the Select People window. If View > Person Type > Cardholders is selected, the Cardholder tab is displayed. If View > Person Type > Visitors is selected, the Visitor tab is displayed. 8. If assigning access levels to cardholders, select the cardholder(s) or cardholder/badge ID combination(s) that you want to assign access levels to. If assigning access levels to visitors, select the visitor(s) or visitor/badge ID combination(s) that you want to assign access levels to. Click [Next]. 9. In the Select Access Levels window, select the access levels you want to assign to the cardholder/visitor(s) you selected in the previous step. You must choose one or more access levels to assign. The currently viewed access level (on the Area Access Manager main window) is selected by default. Note: The definition for an access level can be viewed by right-clicking on an access level and selecting Level Definition from the right-click menu, or by 54 revision 2

55 Area Access Manager User Guide double-clicking on an access level. A small window opens that lists each reader and timezone that makes up the access level. a. If you wish to assign an activation and deactivation date for an access level that is listed, select the access level and then click [Set Activation Dates]. Alternatively, you can right-click on the access level and select Set Activation Dates from the right-click menu. Note: For more information, refer to Assign Activation and Deactivation Dates to Access Levels on page 57. b. The Access Level Activation Dates window opens. 1) In the Activation Date section, select the date and time that the access level will activate. 2) In the Deactivation Date section, select the date and time that the access level will deactivate. 3) Click [Set Date/Time]. revision 2 55

56 4: Access Levels 4) Click [OK]. 10. Click [Next]. 11. The Summary window is displayed, as shown. If you agree with the summary of the access level assignments that you are about to made, click [Finish]. 12. If the access level(s) are successfully assigned, then a message similar to the following is displayed. The access levels are assigned to the selected cardholders/visitors active badges and the badges are then downloaded to the appropriate panels. 13. If an access level fails to be assigned, then a message similar to the following is displayed: a. For information about the failure, click [View Log] in the message. The Bulk Access Level Action Results window opens and displays the log file. For more information, refer to Appendix B: Bulk Access Level 56 revision 2

57 Area Access Manager User Guide Action Results Window on page 95. When you are finished viewing the log, click [OK]. b. Click [OK] to close the error message. You can view the log again at any time by selecting Log File from the View menu. Assign Activation and Deactivation Dates to Access Levels When you assign an activation and/or deactivation date to an access level, you are really creating a temporary access level. The activation and/or deactivation date that you assign only applies to the cardholder(s) or active badge ID(s) that you select, not the entire access level. To assign activation and deactivation dates: 1. Open the Access Level Activation Dates window from one of the two following places: a. Main window 1) In the main window, select the record(s) you wish to assign activation dates to. From the Edit menu, select Set Activation Dates. 2) The Access Level Activation Dates window opens. The access levels listed in the Assigned Access Levels listing window depend on how the window was opened. In this case, only the currently selected access level in the Access level drop-down list on the main Area Access Manager window will be listed in the Assigned Access Levels display of the Access Level Activation Dates window since this is the access level that is currently selected. For more information, refer to Appendix C: Access Level Activation Dates Window on page 97. b. Access Level Assignment Wizard revision 2 57

58 4: Access Levels 1) In the Access Level Assignment Wizard: Select Access Levels window, click [Set Activation Dates]. 2) The Access Level Activation Dates window opens. The access levels listed in the Assigned Access Levels listing window depend on how the window was opened. In this case, whatever access levels were selected in the Access Levels display on the Access Level Assignment Wizard: Select Access Levels window will be listed in the Assigned Access Levels display of the Access Level Activation Dates window. For more information, refer to Appendix C: Access Level Activation Dates Window on page Click on an access level entry to select it. 3. In the Activation Date section, either type a numeric date into the field, or select a date from the drop-down calendar. To select a month, click on the and navigation buttons. You can also select a month by clicking on the displayed month to access a drop-down list of months. Highlight the month you want to select it. Navigate to a year by clicking on the displayed year to access the year spin buttons. Once you have selected a month and a year, click on the day that you want the selected badge to activate on. 58 revision 2

59 Area Access Manager User Guide 4. In the Deactivation Date section, repeat step 3, choosing the date when you want the selected badge to become invalid. 5. Click [Set Date/Time]. 6. Repeat steps 2 5 for each access level entry. 7. Click [OK]. 8. A message requesting confirmation is displayed. Click [Yes]. 9. A confirmation message is displayed, indicating that the access level has been successfully updated. Click [OK]. revision 2 59

60 4: Access Levels 60 revision 2

61 Area Access Manager User Guide Chapter 5: View Video The View Video feature allows users managing an access level to view associated live video. Multiple video windows from different cameras can be displayed at the same time. The number of video windows displayed automatically can be configured or the user may be allowed to select which cameras they wish to view video for. Permissions View Video There are two permissions associated with viewing video in Area Access Manager. To view live video in Area Access Manager, users must have the following permission configured in System Administration: Monitor Permission Groups > Monitor > View > Live Video. Automatic Video View Count To modify the Automatic Video View Count value, users must have the following permission configured in System Administration: System Permission Groups > Software Options > System Configuration > Modify. Viewing Video The View Video feature can be configured to allow the user to choose which cameras to view or to automatically launch cameras when the total number available for the currently selected access level is less than a specified number. To view video for the currently selected access level, click the View Video toolbar button. revision 2 61

62 5: View Video Selecting Cameras If the number of cameras assigned to an access level is greater than the Automatic Video View Count, the user will be prompted to select which cameras to view. The reader and panel names are displayed for the selected camera. Automatic Video View Count View Video can be configured to automatically launch video for fewer than a specified number of cameras. For example, if an access level has three cameras available and the Automatic Video View Count value is 3 (or greater), live video will be displayed for all three cameras without prompting the user to choose cameras from a list. This value is configured by selecting Set Automatic Video View Count from the Edit menu. To always prompt users to choose cameras from a list, set the Automatic Video View Count to a value of 0. View Video Window Live video cells can be resized and repositioned within the View Video window. 62 revision 2

63 Area Access Manager User Guide Chapter 6: Reports Reports can be printed or previewed in Area Access Manager by any Area Access Manager user - no additional permissions are required. The reports that are available in Area Access Manager are configurable via a report type in System Administration. To be able to print or preview a report in Area Access Manager, that report must be assigned the Area Access Manager report type in System Administration. There are two reports that have the Area Access Manager report type assigned to them by default. Thus, the following reports are available by default in Area Access Manager: Report Name Access Level Assignments to Cardholders Access Level Assignments to Cardholders By Segment Description Listing of each access level, with each cardholder that has that access level assigned to them. Also summarizes the total number of badges that need to be downloaded. Listing of each access level by segment, with each cardholder that has that access level assigned to them. This report also summarizes the total number of badges that need to be downloaded to each segment. This report only works on a system using segmentation. Any other report that you want to be available in Area Access Manager must have the Area Access Manager report type selected; any of the default reports that you do not want to be available in Area Access Manager must have the have the Area Access Manager report type deselected. For more information, refer to Configure Which Reports are Available in Area Access Manager on page 64. Reports run in Area Access Manager are filtered based on the access level(s) assigned to the Area Access Manager user. This only applies to reports pertaining to access levels, access groups, Area Access Manager user levels, or readers. Important: When a system is upgraded, the default report settings are set again. The default reports mentioned previously become available again in Area Access Manager, and any reports that were configured with the Area Access Manager report type must be reconfigured to be available in Area Access Manager. revision 2 63

64 6: Reports Reports Window Reports Window Form Element Description Report listing window Print Preview Close Help Comment Shows a description of the currently selected report. Lists any reports available in Area Access Manager, which are configured in System Administration. By default, there are two reports available: Access Level Assignments to Cardholders and Access Level Assignments to Cardholders By Segment. These two reports have the Area Access Manager type assigned to them. Only reports with the Area Access Manager type assigned are available in Area Access Manager. Opens the Print Report Options window. Displays the selected report in the Report Print Preview window. Closes the Reports window without printing or previewing a report. Displays online help for this window. Configure Which Reports are Available in Area Access Manager The reports available in Area Access Manager are configured in System Administration. By default, there are two reports available: Access Level Assignments to Cardholders and Access Level Assignments to Cardholders By Segment. These two reports have the Area Access Manager type assigned to them. Only reports with the Area Access Manager type assigned are available 64 revision 2

65 Area Access Manager User Guide in Area Access Manager. To make a report available in Area Access Manager, do the following. 1. From the Administration menu in System Administration, select Reports. 2. In the listing window, select the report that you want to become available in Area Access Manager. 3. Click [Modify]. 4. In the Type(s) field, select the Area Access Manager checkbox. 5. Click [OK]. To remove a report from Area Access Manager, do the following: 1. From the Administration menu in System Administration, select Reports. 2. In the listing window, select the report you wish to remove from Area Access Manager. 3. Click [Modify]. 4. In the Type(s) field, deselect the Area Access Manager checkbox. 5. Click [OK]. Run a Report in Area Access Manager 1. From the View menu, select Reports. 2. The Reports window opens. Select the report you wish to run. 3. Preview or print the report. If you wish to print the report, click [Print]. The Print Report Options window opens. For more information, refer to Chapter 7: Print Report Options Window on page 67. If you wish to preview the report, click [Preview]. The Report Print Options window opens. For more information, refer to Chapter 8: Report Print Preview Window on page 71. revision 2 65

66 6: Reports 66 revision 2

67 Area Access Manager User Guide Chapter 7: Print Report Options Window From the Print Report Options window, you can: Choose a destination for the report. Choices include: Preview Window (the default) Direct Export to a File Directly to a Printer Update the subtitle used for the report This window is displayed by clicking the [Print] button in the Reports window. revision 2 67

68 7: Print Report Options Window Print Report Options Window 68 revision 2

69 Area Access Manager User Guide Print Report Options Window Field Table Print Report Options Window Form Element Print Destination Print to a Preview Window Comment Includes the Print to a Preview Window, Export Directly to a File and Print Directly to a Printer radio buttons. Also includes the Printer drop-down list and the Prompt for Number of Pages check box. If selected, the Report Print Preview window will be displayed when the [OK] button is clicked. In the Report Print Preview window, you can view the selected report on the screen. For more information, refer to Chapter 8: Report Print Preview Window on page 71. Export Directly to a File If selected, the Export window will be displayed when the [OK] button is clicked. Choose the report Format and Destination from the drop-down lists. Depending on what you choose, enter the destination and format information in the corresponding window, then click [OK]. Print Directly to a Printer Printer drop-down list If selected, also select a printer from the Printer drop-down list. If you select the Prompt for Number of Pages check box, the Print window will be displayed where you can select the print range, number of copies and whether or not to collate your report. Select a printer in this field for the report to be printed on. This field is enabled for selection only when the Print Directly to a Printer radio button is selected. All printers currently configured for use are listed. Prompt for Number of Pages This field is enabled for selection only when the Print Directly to a Printer radio button is selected. If selected, the Print window will be displayed where you can select the print range, number of copies and whether or not to collate your report. Report Subtitle Report Subtitle textbox OK Cancel Includes the Report Subtitle textbox. Type the text here that will be displayed as the subtitle on the report. Prints the report using the options you selected. Closes the Print Report Options window without printing the report. Help Displays online help for this form. Print a Report 1. In the Reports window, click [Print]. 2. The Print Report Options window opens. revision 2 69

70 7: Print Report Options Window 3. In the Print Destination section, select whether to print to a preview window, export directly to a file or print directly to a printer. 4. If you selected Print Directly to a Printer in the Print Destination section, select a printer in the drop-down list and choose whether to Prompt for Number of Pages. Note: If the Linkage Server is running under a local system account it may not have permission to access a network printer (depending on its configuration). If this is the case you must select a local or default network printer. Contact your System Administrator to determine what account the Linkage Server is running under and the printers it can access. 5. In the Report Subtitle section, type the report subtitle. The subtitle will be displayed below the report title on the report. 6. Click [OK]. The options selected in the Print Destination section will determine where the report is sent. 70 revision 2

71 Area Access Manager User Guide Chapter 8: Report Print Preview Window If you click [Preview] in the Reports window while a report is selected, the report is automatically printed to the Report Print Preview window. Previewing a report is done in a window. While the Report Print Preview window is open, no other window can be opened. From the Report Print Preview window, you can: View an on-screen report created in the Reports window. Print a report, save it to a file or send it over electronic mail. Search for any textual information in the report. This window is displayed by: Clicking on the [Preview] button in the Reports window while a report is selected. Clicking [Print] in the Reports window, selecting the Print to a Preview Window radio button on the Print Report Options window, then clicking the [OK] button. revision 2 71

72 8: Report Print Preview Window Report Print Preview Window 72 revision 2

73 Area Access Manager User Guide Report Print Preview Window Field Table Report Print Preview Window Form Element Report navigation tree Comment The display in the left portion of the Report Print Preview window. The report navigation tree lists the records contained in the report, in a hierarchical arrangement. The information is content-sensitive. The report type determines the entries in the tree. For example, the default User Transaction Log report is arranged in date order, so the tree will contain a list of dates. The tree for the default Text Instructions report lists alarms. The Access and Denials, by Reader report has an entry for each queried reader, with subentries by event date. If the tree has branching entries, you can expand the branches of the tree. When you click an entry in the tree, you move to that section or record in the report. When a section or record is selected via the report navigation tree, that section or record will appear in the preview window with a blue box border. For more information, refer to Preview and Print a Report on page 74. Preview window The display in the right portion of the Report Print Preview window. The preview window displays up to one full page of the report, depending upon the zoom level set. If a report appears too large for the current window, either adjust the zoom level or use the up, down, left, and right arrow keys to scroll and see the rest of that page of the report. For reports that contain more than one page, use the arrows or the <Page Up>/<Page Down> keys to navigate through the pages. Click to displays a Print window from where you can select the page range and number of copies to print, then initiate report printing. Click to export the report to a file or to your organization s electronic mail system. Click to toggle the display of the report navigation tree on or off. Zoom From this drop-down list, you can select the magnification level of the preview window contents, with respect to the actual size. Choices include 400%, 300%, 200%, 150%, 100%, 75%, 50%, 25%, Page Width and Whole Page. Selecting either Page Width or Whole Page displays the corresponding percentage in this field. You can also type a number directly into this field, but you must then either press <Tab> or click outside of the field for the number to take effect. Click to move to the first page of the report. Click to move to the previous page of the report. Another way to do this is to click the <Page Up> key. Page count This display indicates the page number of the currently displayed page, followed by the total page count for the report. For example: 2 of 4. Click to move to the next page of the report. Another way to do this is to click the <Page Down> key. revision 2 73

74 8: Report Print Preview Window Report Print Preview Window (Continued) Form Element Comment Click to move to the last page of the report. Click to terminate the report building process. This button is especially useful if the report is lengthy and you want to view only part of it. Click to display the Search window from where you can perform a text search of the report. When you enter text in the Find what field (in the Search window) and click [Find Next], the view jumps to the first occurrence of the requested text or a message is displayed if no match was found. Report Print Preview Window Right-click Options While viewing a report in the Report Print Preview Window there are a number of right-click options and identifiers that appear depending on what section of the report is highlighted. Field: Tells you what field is currently selected. Text: Tells you whether the current selection is text. Copy: Copy the information into the clipboard. Freeze Pane: Freezes the section of the pane so you continue to see the information as you scroll. Unfreeze Pane: Unfreezes the pane so the page scrolls normally Report Print Preview Window Procedures Preview and Print a Report 1. Select a report from within the Reports window. 2. Click one of the following: The [Print] button, select the Print to a Preview Window radio button and then click [OK]. The [Preview] button. 3. The Report Print Preview window is displayed. On the left, the report navigation tree may have branching entries. If the tree has branching entries, expand that branch of the tree. Click an entry in the tree to move to that section or record in the report. When a section or record is selected via the report 74 revision 2

75 Area Access Manager User Guide navigation tree, that section or record will appear in the preview window with a blue box border. For example: On the right, the preview window will show the first page of the report as it will look when it is printed. Click a section or record in the preview window. When a section or record is selected in the preview window, that section or record will appear in the preview window with a blue box border. Click and drag the split bar to resize the report navigation tree and the preview window relative to each other. Click the button to hide the report navigation tree and maximize the space used for the preview window. 4. Use the,, and buttons or the <Page Down>/<Page Up> keys to view other pages of the report. 5. Select an option from the zoom drop-down list to change the size of the display. You can instead type a number directly into this field, but you must then either press <Tab> or click outside of the field for the number to take effect. If a report page is still too large for the window, you can use the up, down, left, and right arrow keys to scroll and see the rest of the page. 6. To save the report to a file on your computer or to send the report to someone using your company s electronic mail system, select the button. The Export window is displayed. Select the format that you want to send the report in from the Format drop-down list. In the Destination drop-down list, you can choose to export the report to an application, a disk file, an exchange folder, a Lotus Notes database or your electronic mail system (if you have one). Click [OK] and follow the instructions 7. To print the report from within the Report Print Preview window: a. Click the button. The Print window is displayed from where you can select which pages to print and the number of copies. b. Select one of the following: The All radio button to print the entire report without user intervention. The Pages radio button and enter a page range. c. A message box will be displayed to indicate the status of the print operation. revision 2 75

76 8: Report Print Preview Window Search a Report for Specific Information 1. To search through the report for specific information, click the button. 2. The Search window is displayed. In the Find what field, type the word, contiguous words or number you wish to locate in the report. Note: The search is not case-sensitive. 3. Click [Find Next]. 4. One of two things will happen: If the requested information was found, the preview window display will move to the first occurrence of it. If the information is not contained in the report, a message box will be displayed. 5. If the requested information was found, click [Find Next] to move through successive occurrences of it. 76 revision 2

77 Appendix

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79 Area Access Manager User Guide Appendix A: Access Level Assignment Wizard The Access Level Assignment Wizard is started in one of the following ways: In the Area Access Manager main window, click. In the Area Access Manager main window, select the Edit menu, then the Assign Access option. This section contains screenshots of each of the windows in the Access Level Assignment Wizard, as well as field tables that describe the function of each field and button on each window. Using Listing Windows In the Access Level Assignment Wizard, search results are displayed in listing windows. To select a record you must click on the checkbox to the left of the entry. A check mark will then appear, indicating that the record has been selected. This is what an incorrectly selected (deselected) record looks like: A correctly selected record can be highlighted, but does not have to be. However, a check mark must appear to the left of the entry. The following diagram illustrates a correctly selected record: Multiple entries may also be selected: revision 2 79

80 A: Access Level Assignment Wizard Find People Window - Cardholder Form Find People Window - Cardholder Form Overview The purpose of the Find People Window - Cardholder form is to locate the cardholders to assign access levels to based on a specified search criteria. The first tab may be either the Cardholder tab or the Visitor tab depending on the person type setting. If View > Person Type > Cardholders is selected, the Cardholder tab is displayed. If View > Person Type > Visitors is selected, the Visitor tab is displayed. 80 revision 2

81 Area Access Manager User Guide Access Level Assignment Wizard Find People Window - Cardholder Form Form Element Person type Comment Select the type of person to search for; choices include cardholders or visitors. If you do not have permission to view either the cardholder or visitor person type, then that person type will not be available for selection in this drop-down list. To be able to select the Cardholder option, you must have permission to view cardholders. (The Cardholder checkbox on the Administration > Users > Cardholder Permission Groups form > Cardholder sub-tab must be selected.) To be able to select the Visitor option, you must have permission to view visitors. (The Visitor checkbox on the Administration > Users > Cardholder Permission Groups form > Cardholder sub-tab must be selected.) If you switch from one person type to another, the search user interface changes for the appropriate person type. If you are currently viewing one person type, launch the Access Level Assignment Wizard and then assign access levels to the other person type, after the assignment operation has completed, the main view is switched to the other person type. If the access level operation failed for all people involved in the assignment operation then the view is not switched. Person search type Select whether to include badge activation dates when searching for cardholders and visitors. If Search for people with current badge activation dates is selected, then badges that have the status Active and have activation and deactivation dates in the current date/time range are searched up. If Do not include badge activation dates when searching for people is selected, then all badges that have the status Active are searched up, irregardless of their activation and deactivation dates. This search option is useful in scenarios where there is a person who has occasional access to a building, and the IT department enables and disables the badge depending on when this person comes into the office. Last name First name Middle name Cardholder ID Badge type Address City State Zip code Phone Birth date Indicates cardholder s last name. Indicates cardholder s first name. Indicates cardholder s middle name. Indicates the cardholder s ID number. Selects which of the cardholder s badges (if he or she has more than one) is to be the active one. Indicates the first line of the cardholder s address Indicates the city of the cardholder s address Indicates the state or province of the cardholder s address Indicates the postal code of the cardholder s address Indicates the cardholder s telephone number Indicates the cardholder s date of birth, in mm/dd/yy format revision 2 81

82 A: Access Level Assignment Wizard Find People Window - Cardholder Form (Continued) Form Element Record last changed Title Department Division Location Building Floor Office phone Extension Back Next Cancel Help Comment Indicates the cardholder s address Indicates the date on which this cardholder record was last saved. This date is only updated when cardholder information is changed, not when badge information is changed. The last changed date is saved individually for each badge record as well. Indicates the cardholder s job title Selects the department in which the cardholder works Selects the division in which the cardholder works Selects the location at which the cardholder works Indicates the facility in which the cardholder works Indicates the number of the floor on which the cardholder works Indicates the cardholder s office telephone number Indicates the cardholder s office telephone extension, if applicable This button is grayed out because this is first window in the Access Level Assignment Wizard. Proceeds to the previous window in the Access Level Assignment Wizard. Exits the Access Level Assignment Wizard without assigning any access levels. Displays online help. 82 revision 2

83 Area Access Manager User Guide Find People Window - Visitor Form Find People Window - Visitor Form Overview The purpose of the Find People Window - Visitor form is to locate the visitors to assign access levels to based on a specified search criteria. The first tab may be either the Cardholder tab or the Visitor tab depending on the person type setting. If View > Person Type > Cardholders is selected, the Cardholder tab is displayed. If View > Person Type > Visitors is selected, the Visitor tab is displayed. revision 2 83

84 A: Access Level Assignment Wizard Access Level Assignment Wizard Find People Window - Visitor Form Form Element Person type Comment Select the type of person to search for; choices include cardholders or visitors. If you do not have permission to view either the cardholder or visitor person type, then that person type will not be available for selection in this drop-down list. To be able to select the Cardholder option, you must have permission to view cardholders. (The Cardholder checkbox on the Administration > Users > Cardholder Permission Groups form > Cardholder sub-tab must be selected.) To be able to select the Visitor option, you must have permission to view visitors. (The Visitor checkbox on the Administration > Users > Cardholder Permission Groups form > Cardholder sub-tab must be selected.) If you switch from one person type to another, the search user interface changes for the appropriate person type. If you are currently viewing one person type, launch the Access Level Assignment Wizard and then assign access levels to the other person type, after the assignment operation has completed, the main view is switched to the other person type. If the access level operation failed for all people involved in the assignment operation then the view is not switched. Person search type Select whether to include badge activation dates when searching for cardholders and visitors. If Search for people with current badge activation dates is selected, then badges that have the status Active and have activation and deactivation dates in the current date/time range are searched up. If Do not include badge activation dates when searching for people is selected, then all badges that have the status Active are searched up, irregardless of their activation and deactivation dates. This search option is useful in scenarios where there is a person who has occasional access to a building, and the IT department enables and disables the badge depending on when this person comes into the office. Last name First name Middle name Badge type Organization Title Address City State Zip code Office phone Extension Indicates visitor s last name Indicates visitor s first name Indicates visitor s middle name Selects which of the visitor s badges (if he or she has more than one) is to be the active one Indicates the organization that the visitor is affiliated with Indicates the visitor s job position Indicates the first line of the visitor s address Indicates the city of the visitor s address Indicates the state or province of the visitor s address Indicates the postal code of the visitor s address Indicates the visitor s work telephone number Indicates the extension at the office phone number specified where the visitor can be reached 84 revision 2

85 Area Access Manager User Guide Find People Window - Visitor Form (Continued) Form Element Last changed Back Next Cancel Help Comment Indicates the date on which this visitor record was last saved. This date is only updated when visitor information is changed, not when badge information is changed. The last changed date is saved individually for each badge record as well. This button is grayed out because this is first window in the Access Level Assignment Wizard. Proceeds to the previous window in the Access Level Assignment Wizard. Exits the Access Level Assignment Wizard without assigning any access levels. Displays online help.. revision 2 85

86 A: Access Level Assignment Wizard Find People Window - Access Levels Form Find People Window - Access Levels Form Overview The purpose of the Find People Window - Access Levels form is to locate cardholders or visitors to assign access levels to based on what access levels they already have or do not have. It also enables searching for existing access level assignments in order to edit the activation and/or deactivation dates. 86 revision 2

87 Area Access Manager User Guide Access Level Assignment Wizard Find People Window - Access Levels Form Form Element Person type Comment Select the type of person to search for; choices include cardholders or visitors. If you do not have permission to view either the cardholder or visitor person type, then that person type will not be available for selection in this drop-down list. To be able to select the Cardholder option, you must have permission to view cardholders. (The Cardholder checkbox on the Administration > Users > Cardholder Permission Groups form > Cardholder sub-tab must be selected.) To be able to select the Visitor option, you must have permission to view visitors. (The Visitor checkbox on the Administration > Users > Cardholder Permission Groups form > Cardholder sub-tab must be selected.) If you switch from one person type to another, the search user interface changes for the appropriate person type. If you are currently viewing one person type, launch the Access Level Assignment Wizard and then assign access levels to the other person type, after the assignment operation has completed, the main view is switched to the other person type. If the access level operation failed for all people involved in the assignment operation then the view is not switched. Person search type Select whether to include badge activation dates when searching for cardholders and visitors. If Search for people with current badge activation dates is selected, then badges that have the status Active and have activation and deactivation dates in the current date/time range are searched up. If Do not include badge activation dates when searching for people is selected, then all badges that have the status Active are searched up, irregardless of their activation and deactivation dates. This search option is useful in scenarios where there is a person who has occasional access to a building, and the IT department enables and disables the badge depending on when this person comes into the office. Last name First name Middle name Badge type Search type Access Levels listing window Back Next Cancel Help Indicates cardholder/visitor s last name. Indicates cardholder/visitor s first name. Indicates cardholder/visitor s middle name. Selects which of the cardholder/visitor s badges (if he or she has more than one) is to be the active one. Select the search criteria for the selected access levels. Select the access level you wish to search for. This button is grayed out because this is first window in the Access Level Assignment Wizard. Proceeds to the previous window in the Access Level Assignment Wizard. Exits the Access Level Assignment Wizard without assigning any access levels. Displays online help. revision 2 87

88 A: Access Level Assignment Wizard Select People Window Select People Window Overview The Select People window is used to select cardholders, visitors, or specific cardholder/visitor active badges to assign access levels to. If only one cardholder/visitor matches the search criteria, the record that matches the search criteria is selected by default in the Select People window. If more than one cardholder/visitor matches the search criteria, no record is selected by default. All matching records are deselected and available for selection. 88 revision 2

89 Area Access Manager User Guide Access Level Assignment Wizard Select People Window Form Element Select All Clear All listing window Comment Selects all cardholder/visitor records listed. Deselects all cardholder/visitor records listed. The contents of the listing window changes depending on whether visitors or cardholders are displayed. If cardholders are displayed (View > Person Type > Cardholders is selected), the listing window functions as follows: The Activate and Deactivate columns are always present, and represent the activation and deactivation dates of the assigned access level for each cardholder/visitor or badge ID. If Active Badges is not selected in the View menu, then the dates shown are the earliest activation date and the latest deactivation date for all active badges assigned to the cardholder/ visitor. If Active Badges is selected in the View menu, the listing window contains a Badge ID column. In this view, the listing window lists multiple entries for each cardholder/visitor, one for each active badge assigned to the cardholder/visitor. Additional columns displayed are determined by the fields listed in the Selected Fields column of the Cardholder Search Results Lists form in the Cardholder Options folder. For example, you might want to include Last Name, First Name, Middle Name, Extension, and Department. These same columns are displayed on the Select People window. To sort the listing window s contents by a particular column, click on the column heading. Clicking the column heading toggles the sort order between lowest to highest and highest to lowest. To select all items in the listing window, click [Select All]. To deselect all items in the listing window, click [Clear All]. If visitors are displayed instead of cardholders (View > Person Type > Visitors is selected), the listing window functions the same way, with one exception: The columns displayed are determined by the fields listed in the Selected Fields column of the Visitor Search Results Lists form in the Cardholder Options folder. For example, you might want to include Visitor Last Name, Visitor First Name, Visitor Organization, and Visitor Title. These same columns are displayed on the main Area Access Manager window. Personal Information Back Next Cancel Help Displays cardholder/visitor, badge, and access level information for the selected cardholder/ visitor records. On the Area Access Manager window, selecting this button is the same as selecting the View menu, then selecting Personal Information. This button is grayed out until at least one cardholder/visitor record is selected. If you select multiple records, you can cycle through them by clicking the arrows in the lower left corner of the Personal Information window. Returns to the previous window in the Access Level Assignment Wizard. This button is grayed out on the first window in the Access Level Assignment Wizard. Proceeds to the previous window in the Access Level Assignment Wizard. Exits the Access Level Assignment Wizard without assigning any access levels. Displays online help. revision 2 89

90 A: Access Level Assignment Wizard Select Access Levels Window Select Access Levels Window Overview The Select Access Levels window is used to: assign the specific access levels that will be assigned to cardholders/visitors who were selected in the Select People window. configure any activation/deactivation dates for the selected access levels. set an activation and deactivation date for an access level that is assigned to cardholders or visitors. 90 revision 2

91 Area Access Manager User Guide Access Level Assignment Wizard Select Access Levels Window Form Element Set Activation Dates Select All Clear All Access Levels display Comment When an access level is selected and the [Set Activation Dates] button is clicked, the Access Level Activation Dates window opens. Using this window, an activation and deactivation date can be assigned for an access level that is assigned to cardholders or visitors. Selects all access levels listed. Deselects all access levels listed. A list of access levels you can assign cardholders or visitors to. Click the icon to the left of the access level listed to select that access level for assignment. Multiple access levels can be selected. The definition for an access level can be viewed by right-clicking on an access level and selecting Level Definition from the right-click menu, or by double-clicking on an access level. A small window will open that lists each reader and timezone that makes up the access level. Back Next Cancel Help Returns to the previous window in the Access Level Assignment Wizard. This button is grayed out on the first window in the Access Level Assignment Wizard. Proceeds to the previous window in the Access Level Assignment Wizard. Exits the Access Level Assignment Wizard without assigning any access levels. Displays online help. revision 2 91

92 A: Access Level Assignment Wizard Summary Window Summary Window Overview The Summary window displays a read-only summary of the access levels that will be assigned to the selected cardholders, visitors, or active badge IDs. 92 revision 2

93 Area Access Manager User Guide Access Level Assignment Wizard Summary Window Form Element People who will be receiving access level assignments Comment Read-only list of cardholders or visitors who will receive the access levels specified in the Access levels to assign display. By default, this list is sorted by last name. If cardholders are displayed (View > Person Type > Cardholders is selected), this display functions as follows: The Activate and Deactivate columns are always present, and represent the activation and deactivation dates of the assigned access level for each cardholder/visitor or badge ID. If Active Badges is not selected in the View menu, then the dates shown are the earliest activation date and the latest deactivation date for all active badges assigned to the cardholder/ visitor. Additional columns displayed are determined by the fields listed in the Selected Fields column of the Cardholder Search Results Lists form in the Cardholder Options folder. For example, you might want to include Last Name, First Name, Middle Name, Extension, and Department. These same columns are displayed on the Select People window and the Area Access Manager main window. To sort the listing window s contents by a particular column, click on the column heading. Clicking the column heading toggles the sort order between lowest to highest and highest to lowest. If visitors are displayed instead of cardholders (View > Person Type > Visitors is selected), the listing window functions the same way, with one exception: The columns displayed are determined by the fields listed in the Selected Fields column of the Visitor Search Results Lists form in the Cardholder Options folder. For example, you might want to include Visitor Last Name, Visitor First Name, Visitor Organization, and Visitor Title. These same columns are displayed on the Select People window and the Area Access Manager main window. To change which people access levels will be assigned to, use the [Back] button to return to the Select People window. Access levels to assign Read-only list of access levels that will be assigned to the cardholders or visitors listed in the People who will be receiving access level assignments display. To change which access levels will be assigned, click [Back] and return to the Select Access Levels window. Finish Back Cancel Help Assigns the selected access levels to the selected cardholders or visitors. Upon finishing, the access levels will be assigned to the selected cardholders or visitors active badges and the badges will be downloaded to the appropriate panels. Returns to the previous window in the Access Level Assignment Wizard. This button is grayed out on the first window in the Access Level Assignment Wizard. Exits the Access Level Assignment Wizard without assigning any access levels. Displays online help. revision 2 93

94 A: Access Level Assignment Wizard 94 revision 2

95 Area Access Manager User Guide Appendix B: Bulk Access Level Action Results Window Bulk Access Level Action Results Window Overview The Bulk Access Level Action Results window is displayed by selecting Log from the View menu. The Bulk Access Level Action Results Windows displays the AreaAccessManagerCardholderBulk.Log file, which is stored in the C:\Program Files\B.A.S.I.S.\logs directory. When multiple cardholder or badge ID records are assigned an access level, the results of the assignment are written to this log. Note: If viewing active badges and performing operations with active badges, this log will only be written to if you select an active badge for more than one cardholder. Selecting multiple badges for one cardholder will not get written to this log. To view the log simply select Log from the View menu (or navigate to it using Windows Explorer). If no bulk operations have occurred yet and you select this menu option, an error message will be displayed. The log file will not be created and written to until the first bulk access level operation occurs within Area Access Manager. A failure will be written to the log if: badges are segmented and you try to assign an access level to a badge that the current Area Access Manager user does not have segment access to. you violate the system/segment hardware settings for the maximum access level assignments allowed per badge including total, temporary, and standard access level assignments. revision 2 95

96 B: Bulk Access Level Action Results Window Bulk Access Level Action Results Window you violate the system/segment hardware settings for the maximum badge number length. Form Element Access Level Action Results listing window Comment Displays the AreaAccessManagerCardholderBulk.Log file, which is stored in the C:\Program Files\B.A.S.I.S.\logs directory. When multiple cardholder or badge ID records are assigned an access level, the results of the assignment are written to this log. Note: If viewing active badges and performing operations with active badges, this log will only be written to if you select an active badge for more than one cardholder. Selecting multiple badges for one cardholder will not get written to this log. If no bulk operations have occurred yet, an error message will be displayed when Log is selected from the View menu. The log file will not be created and written to until the first bulk access level operation occurs within Area Access Manager. A failure will be written to the log if: badges are segmented and you try to assign an access level to a badge that the current Area Access Manager user does not have segment access to. you violate the system/segment hardware settings for the maximum access level assignments allowed per badge including total, temporary, and standard access level assignments. you violate the system/segment hardware settings for the maximum badge number length. OK Closes the window. 96 revision 2

97 Area Access Manager User Guide Appendix C: Access Level Activation Dates Window Access Level Activation Dates Window Overview The Access Level Activation Dates window is used to configure the activation and/or deactivation date for access levels. It is displayed by: Clicking [Set Activation Dates] on the Access Level Assignment Wizard: Select Access Levels window. Selecting a record in the listing window of the main Area Access Manager window, and then selecting Set Activation Dates from the Edit menu. revision 2 97

98 C: Access Level Activation Dates Window Access Level Activation Dates Window Form Element Assigned Access Levels display Comment The access levels listed in the Assigned Access Levels listing window depend on how the window was opened: Method 1: In the main window, select the record(s) you wish to assign activation dates to. From the Edit menu, select Set Activation Dates. If the window was opened using this method, then only the currently selected access level in the Access level drop-down list on the main Area Access Manager window will be listed in the Assigned Access Levels display of the Access Level Activation Dates window since this is the access level that is currently selected. Method 2: In the Access Level Assignment Wizard: Select Access Levels window, click [Set Activation Dates]. If the window was opened using this method, whatever access levels were selected in the Access Levels display on the Access Level Assignment Wizard: Select Access Levels window will be listed in the Assigned Access Levels display of the Access Level Activation Dates window. Activation Date If the access level should always be activated, then deselect the date checkbox. If the access level should be activated on a specific date, then select the date checkbox and click the arrow to the right of the date checkbox. A calendar will drop down, where you can select the activation date. By default the activation date begins at 12:00 am (midnight). You can change the time by typing a new time or by using the up and down arrows to the right of the time field to scroll to the time the access level should activate. Deactivation Date If the access level should never be deactivated, then deselect the date checkbox. If the access level should be deactivated on a specific date, then select the date checkbox and click the arrow to the right of the date checkbox. A calendar will drop down, where you can select the deactivation date. By default the deactivation date ends at 12:00 am (midnight). You can change the time by typing a new time or by using the up and down arrows to the right of the time field to scroll to the time the access level should deactivate. Set Date/Time Enabled only when an assigned access level is selected. Updates the specified activation and deactivation times if necessary based on the level of granularity that has been set (in the Granularity field on the General Cardholder Options form in the Cardholder Options folder). For example, if the granularity is set to 30 minutes and an activation time of 1:01 pm, 1:15 pm, or 1:29 pm is specified, the activation time will be changed to 1:00 pm. The time is always rounded down to the nearest increment of granularity. Clear Date/Time OK Deselects the Activation and Deactivation Date checkboxes. Enabled only when an assigned access level is selected. Closes the Access Level Activation Dates window and applies the specified changes in activation and/or deactivation date for the access level that was selected. 98 revision 2

99 Area Access Manager User Guide Access Level Activation Dates Window (Continued) Form Element Cancel Comment Closes the Access Level Activation Dates window without changing the activation and/or deactivation date for any access levels. revision 2 99

100 C: Access Level Activation Dates Window 100 revision 2

101 Area Access Manager User Guide Appendix D: Person Count Threshold Value The Person Count Threshold value is a setting that determines whether records assigned to an access level are automatically loaded in the main window when logging in or when switching which access level is displayed using the Access level drop-down. This is useful for systems that have large numbers of cardholders and/or visitors assigned to access levels, as it can take awhile to load a lot of records. The default Person Count Threshold value is 5000; if less records than that are assigned to an access level, then the records will automatically be displayed. If 5000 or more records are assigned to an access level, then the records will not automatically be displayed. If you are logging in, then the Access level drop-down will be expanded, and you must select an access level to display. If you are already logged in and are switching which access level is displayed (using the Access level drop-down), then a warning message is displayed if the access level you selected has 5000 or more records. The Person Count Threshold is only used when you use the Access level dropdown. If you modify the records being displayed using some other method, such as applying filters from the Filter bar, assigning/removing access levels, or enabling/disabling viewing active badges, all records will be displayed. Although the default person count threshold value of 5000 works well for most systems, it is possible to change it to a higher or lower value should you need to. This is done by adding the following ACS.INI file setting: [AreaAccessManager] PersonCountThreshold=5000 This setting is not in the ACS.INI file by default. If you wish to use a value other than the default value of 5000, you must add this setting to the ACS.INI file and set it to the value you wish to use. If you add or change this ACS.INI setting, you must shut down and restart Area Access Manager in order for the changes to be applied. revision 2 101

102 D: Person Count Threshold Value 102 revision 2

103 Area Access Manager User Guide Appendix E: Troubleshooting This section describes the error messages you may encounter when working with Area Access Manager and a list of actions that should be taken if the error message is encountered. Login-related Problems The following error messages may be encountered when attempting to log into Area Access Manager. License Not Installed Error message text: The license for this product was not found. Please have your administrator make sure that the license is correctly installed on the license server. Check: Verify that a license with Area Access Manager support is installed on the License Server. For more information, refer to Licensing Requirements on page 10. Incorrect Username/Password Error message text: The username/password combination you have entered is incorrect. Please make sure your username is correct and then retype your password. Check: Verify that the username and password you are attempting to enter are correct. If you still receive an error, contact your system administrator to receive a new username and password. Login Access Disabled Error message text: Your access to B.A.S.I.S. ET693 is disabled. Please contact your system administrator. revision 2 103

104 E: Troubleshooting Check: An administrator will need to log into System Administration or ID CredentialCenter, select Users from the Administration menu, click the General sub-tab, and then deselect the Access to this system is disabled check box for your user account. No Permission for Area Access Manager Error message text: You do not have permission to use Area Access Manager. The application will now log you off. Check: In System Administration or ID CredentialCenter, verify the Area Access Manager check box on the Administration > Users > System Permission Groups form > Software Options sub-tab is selected for your user account. For more information, refer to Permissions on page 10. No Permission to View Cardholders and Visitors Error message text: You do not have permission to view cardholders and you do not have permission to view visitors. The application will now log you off. Check: In System Administration or ID CredentialCenter, verify the Cardholder and Visitor check boxes on the Administration > Users > Cardholder Permission Groups form > Cardholder sub-tab are selected for your user account. For more information, refer to Permissions on page 10. No Access Levels to Manage Error message text: There are no access levels for you to manage. The application will now log you off. 104 revision 2

105 Area Access Manager User Guide Check: In System Administration or ID CredentialCenter, select Administration > Users > Users tab > Area Access Manager Levels sub-tab and configure the access levels the selected user account can manage in Area Access Manager. No Permission to View Fields in Search Results Lists Error message text: You do not have permission to view any of the cardholder fields in the cardholder search results list and you do not have permission to view any of the visitor fields in the visitor search results list. The application will now log you off. Check: In System Administration or ID CredentialCenter, select Administration > Users > Field/Page Permission Groups form, and then do the following: Verify that the field/page permission group assigned to the user account has permission to view the cardholder fields. At least one of the following fields must have Yes specified in the View column; only those with Yes will be displayed in the cardholder search results list and in Area Access Manager. However, the Activate and Deactivate fields will always appear in Area Access Manager. Cardholder Fields Table Cardholder Cardholder Cardholder Cardholder Cardholder Cardholder Cardholder Cardholder User-Defined Cardholder User-Defined Cardholder User-Defined Cardholder User-Defined Cardholder User-Defined Cardholder Field Name Allowed Visitors Asset Group Cardholder ID First Name Last Name Middle Name Person Record Last Changed Replication Address Birth Date City Extension revision 2 105