MANAGING SIMS.NET USERS, AND ALLOCATING TO PERMISSION GROUPS

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1 MANAGING SIMS.NET USERS, AND ALLOCATING TO PERMISSION GROUPS Introduction From time to time you will want to add users to SIMS, or modify the activities that users have permission to carry out. You will almost certainly have set up existing members of staff in SIMS.net using the Add Existing People as Users of the System button on the System Manager welcome screen. Because you cannot currently delete users from SIMS.net (this function will be provided in a later release), you should continue to use this route where possible to set up new SIMS.net users: If you use Personnel, setting up a new member of staff in personnel causes their details to be transferred to the SQL database when Personnel is closed. At this point, your new member of staff can be added using Add Existing People Only if the new user cannot be found as an existing user of the system should you add a user using Add a New User (not already known to the system). Once a new user has been added to the system, you must give them appropriate permissions to carry out their job function. Usually, this will mean adding them to an existing group. Adding Existing People as Users of The System As noted earlier when adding staff as users, Existing People means staff whose details are entered in Personnel. New users will be issued an automatic password that will need to be noted and changed when they first log in to SIMS.NET. At the welcome screen click here

2 The following screen will appear: Note: you should ensure that the source population is set to point to Employee. It is possible to pick up other categories of people in the system (for example, students) and mistakenly set them up as users of the system! Highlight the name of the person who needs access in the top screen and click choose. Their name will then move to the bottom. Once you have selected all who need access click update. You will then be taken back to the welcome screen. Close the welcome screen. On the main screen click on the User Focus The User Browse table will then appear, showing you details of users added to the Group. Automatically generated Password

3 If you have added a large number of users, you may want a printout of all the new users Login names with their generated passwords. To do this, click on the print icon. Once users have their SIMS.net Login name and password, they can log onto SIMS.net for the first time. When they do this, they will be asked to change their password as shown below: Once a user has supplied their preferred password, this is the password they should use when they next login. Adding New Users to SQL Modules (Not already known to the system) By the phrase Not already known to the system SQL System Manager means staff who are not entered in Personnel. At the Welcome Screen click here

4 You will see a window asking if you are sure the user does not already exist, and asking if you wish to continue. Click Yes. At the following screen enter the New User s details. Surname and Forename are required fields. The rest of the information is optional. The Login Name can be changed if required You will see that the Login Name is automatically generated from the details entered, but you can change this if you have a different login name convention in operation at your school. When all details have been entered click on Save. As when adding users already known to the system, you may want a printout of all the new users user names with their generated passwords. To do this click on the User Focus, then on the Print Icon as explained earlier. As you now know, users logging on to SIMS.net for the first will be asked to supply a new password, which they will use in subsequent logons.

5 Managing access to SQL Modules and SIMS.NET In general, once you have added users, you will give them access to the modules they need by assigning them to a group from the Welcome Screen. This is displayed when you open SQL System Manager. If this window is closed, click Tools, Show Welcome Screen. On the Welcome Screen use the pull down box to choose the level of access you wish to assign. Once you have selected the required Group, click on Assign Users to Groups. Choose the group to which you wish to assign users. You can only work with one group at a time. The following screen will be displayed: Highlight the user you wish to give this level of access to and click Choose. Their name will move to the bottom half of the window. When you have chosen all users who require this level of access, click Update. You will be returned to the welcome screen.

6 Repeat this for other groups to which you wish to assign users. To see details of the different levels of access you should print out the SIMS Windows System Manager Handbook from the most recent SIMS CD- ROM. This gives full details of the access rights within each group.