Users and roles. Contents

Transcription

1 Users and roles Help bits Contents Overview... 3 Users... 4 Operation... 5 Users tab... 6 Creating a new user... 9 Role tab Editing a role Creating a new role Role deletion Privacy act An example case Menu options Aircraft Availabilities (Pro) Billboard Class report entry (Pro) Contacts Delete or modify any event or flight Economic reports Event cancellation (Pro) Flight entry Maintenance (Premium) Management reports Miscellaneous Mark flights Mobile administrator Mobile devices Notifications (Pro) Password change Pilots Planning (Pro) Post office Preferences Página 1

2 Periodic charges Privileged (Pro) Syllabus (Pro) Ticket entry Users and roles Evaluations configuration (basic) Outstanding documents (basic) Página 2

3 Overview This window allows: Maintaining the list of ATO Explorer authorised users Sending a new password to a user Assigning user roles Depending on user privileges, it also allows: Maintaining the roles list Maintaining the list of privileges granted for these roles. ATO Explorer does not allow two users to be working in this window at the same time. If a second user tries to enter this window while another one is already working with it, he/she receives a warning message for him/her to know that no modifications can be performed until the first user leaves this window. Página 3

4 Users Users are the people to whom ATO Administrator grants access to the application. An ATO user is identified by a user name and a password. Nobody can log in ATO Explorer without a user name and a password. Users make use of the same combination of user name and password to log in to the Windows desktop application and to ATO Mobile, which allows accessing ATO Explorer data from mobile devices and smartphones. It is important that each person you want to grant permission to use ATO Explorer has its own user name. While it may be tempting to create users as 'Operations' or Instructor, these users create problems when two people try to use ATO Explorer at the same time, since ATO Explorer does not allow a user to enter the application when the user has already logged in from another site. Página 4

5 Operation The window displays two tabs: one for users and one for roles. Página 5

6 Users tab The Users tab is used to: Create new users. Changing the name of a user Modify your address. Assign a user pilot. Regenerate the password of a user. View user privileges. Modify the roles assigned to users. Users list To the left of the window you will see the list of registered users. All these users can access ATO Explorer using their user name and password. The first user is always the user who first registered to ATO Explorer. The rest of users appear sorted according to: Examiners Instructors Pilots Pupils Users with no pilot assigned Depending on the role or roles assigned to each user, we can check the places that the user can access to in the list on the right. We can modify this list by activating or deactivating a role for the selected user. Active roles for the selected user show in the roles list. We will see as many boxes as assigned roles, each one showing the colour corresponding to the role. Roles not only determine which menu options the user will have available when using the application, but also serve to assign privileges within each option. For example, a role can allow access to the pilot s window, but only for the user to view his/her own information. Another role, however, can allow access to the same window for the user to see the information of all pilots. User The user name will be used in the log in window to access ATO Explorer. At first, there will be a user with the name used when registering the club, and a single role with administrator privileges, i.e., with the maximum permissions to access all the features of ATO Explorer. User names must be unique. Two distinct users cannot share the same user name. The user name can be changed when necessary, since it is always stored internally as a number. It must have a minimum of two characters and a maximum of sixteen. Página 6

7 The letters which compose the user name may be upper or lower case, since the log in window will not consider this condition. The user name cannot contain spaces or special characters, and cannot contain the word 'admin' either. When these conditions are not met, user name field appears in red background. Remember that if you change the user name or generate a new password for a user and the log in window is set to remember user name and password, the next time the user logs in he/she will be forced to type the new user name and/or password. It can have a maximum of 64 characters. This field appears in red background if it detects that its contents may not correspond to a valid address: At least it must contain symbol and a point. If the user has an associated pilot record, is the address in that tab the one used to send ATO Explorer notifications. The contained in the user profile is only used to send the password each time a new one is generated. This is because ATO Explorer allows users not associated to any pilot such as administrative staff or professors. It is necessary to enter a valid address in this field, since the password will be sent to the user to this address. The application does not allow saving a user account if this field contents is not ok. Pilot This drop-down list box allows establishing the relationship in between a user account and a pilot. It shows only those pilots with user yet associated. When we assign a pilot to the user account, we will see the photograph of the driver, if the driver record contains this image. When the user browses ATO Explorer options, and depending on his/her privileges, sometimes we want a pilot to see only his/her own data, and not those of others. This is possible due to this user-pilot association. A user can be related to a zero or one pilots. Two users cannot be associated to the same pilot. Roles The roles assigned to the selected user appear boxed in the list of roles. We can assign or remove a role by clicking on it. The list of roles varies depending on the user's privileges on the Users and Roles window. When we assign more than one role to a user, the highest privileges of all roles is always selected: For example, if we assign two roles to a user, the first granting level Página 7

8 access to the aircraft window and the second level allowing level window, the user is granted privilege level for that window. access this If we do not assign any role to a user, the user menu will only contain the help and exit options, having no access to any other part of the application. Remember that it is important for all users to have access to the change password option at least. Privileges When performing changes in the roles assigned to a user, we can see the list of permissions granted as consequence of the roles selected in the list on the right, under the heading 'Selected user has access to:' The list contains the sections the selected user is granted access for, alphabetically sorted. When a section is listed, it indicates that the user can access it. If a section corresponding to a main menu option and none of the roles assigned to a user gives access to it, this option does not appear in the main menu when the user logs in. Some sections carry associated privileges, which are displayed as numbers,, or. By clicking in the white box we provide the lowest level of access. The highest level of access is, although not all options reach this level of privilege. Further down in the roles section, we describe the characteristics of these privileges for each section of ATO Explorer. Send password On clicking this button, an similar to this one is sent to the user: New ATO Explorer password The ATO Explorer password for user 'newuser' of club 'ATO Explorer' is now: cz0p 20jliy16 The password is automatically generated, and it is particularly difficult to somehow force the user to change it when entering the system for the first time after the change. Delete This button deletes the selected user. Before deletion, the user is prompted for confirmation. Once a user is deleted, he/she can no longer log in to ATO Explorer or ATO Mobile. The user account and the pilot data are independent: If you delete a user account associated with a pilot, all pilot data will remain intact. The user who registered in the first place cannot be deleted. This ensures that there is always at least one user with administrative privileges. Página 8

9 Deleting the user we used to log in the system is not allowed. Creating a new user To create a new user just press the button 'Create User Account', and then fill the user name, and pilot fields. The account will be created when pressing the 'Save' button. User names User names must satisfy certain conditions. See section 'User name' in the previous topic. Apart from these conditions, when adding a new user account, the system checks whether a user with the same name is found. The system does not allow two users to have the same name. It is necessary to enter a valid address. It will be used to send the user the password he/she needs to log into the system. The application will not allow saving changes if the address is invalid. Pilot If the user is a pilot, it is convenient to fill this field for ATO Explorer to know that user X is associated with pilot Y. Roles At least one role must be assigned to each user. If we don t, the main menu options for that user would be Help and Exit, having no access to any other part of the application. Saving modifications No need to press any button after making a change. The changes are saved as the window closes. Página 9

10 Role tab This tab allows adding roles to the system and assign to them the parts of the application to which they give access, as well as its associated privileges. The Roles tab is only accessible to privileged users of type on the window of users and roles. Other users who have access to this window can only assign roles to users, but they cannot create new roles or modify the existing ones. The first of these roles is always present. It is the one related to the club administrator and cannot be deleted, because we always need a role with the highest privileges. However, we can change its name without problem, since roles are internally saved as numbers. Página 10

11 Editing a role Name To change the role name, just select and rewrite it in the text box. Colour Each role has an associated colour, which to quickly see which roles are assigned to each user in the users tab. Singular Users without special privileges on users and roles window can only assign roles, and cannot modify them. Privileged users may also deal with singular roles instead. Although they cannot modify them, these users can assign singular roles to users. This allows granting this kind of access to the users and roles window to the people responsible for creating new users. They are allowed to assign common roles to newly created users, such as the student role, which usually grants a restricted access to the sections of the application. At the same time, other roles will remain hidden to the user, thus avoiding to mistakenly assigning a high-level role to a user. Exclusive The roles that give access to the most committed application sections are created as 'exclusive'. An exclusive role is visible only to users with privileges window, who also can modify any type of role. Role privileges for the users and roles Role privileges are granted by clicking the application functionality exposed in the bottom, under the heading 'Selected role provides access to:' Most of these features can only be assigned execute privileges by clicking the blank box. When execute permission is granted to an option, the box is framed. Some features allow establishing in more detail the type of permit to be granted, on a scale from to. If we only select the option clicking the blank box it provides the lowest level of access. The highest level of access is, although not all options reach this level of privilege. The 'Menu Options' section of this document describes in detail each one of the functionalities of the application and the privileges that can be associated to them. Saving changes No need to press any button after making the change. The changes are saved the window closes. Creating a new role To create a new role just click the 'Add new role' button. Then assign a name to it. Role name cannot be left blank. Página 11

12 Role deletion A role can only be deleted if there are no users referencing it. As soon as a role in not referenced, the button which shows the number of users allows deleting it. Privacy act Remember that it is the ATO Explorer Administrator s responsibility to assign roles so as to give effect to the Privacy Act on Data Protection. Any user who can access other users' data must appear in the record and must be familiar with the duties and obligations to which it is subject. An example case In a school, we want to delegate the enlist new pilots function in a person who can assign the pupil role, without allowing him/her to assign any other role. We do not want this person to change the privileges of any roles. To do this, we define two roles: Enlist and Pupil. The Enlist role must have access privileges to users and roles window, plus others that create convenient. This role will be defined as 'Singular' and not 'Exclusive'. The Pupil role will normally have access to the pilot s window, password change, and flight planning. We define this role as non Singular and non Exclusive. Let's see how roles would show from the point of view of the administrator to define these two roles: Then we assign the role of 'Enlist' to one of the users. This role allows access to the unprivileged users and roles, i.e. you can create users and assign not unique or exclusive roles to them: Página 12

13 The figure below shows the main menu seen by JCO user according to the Enlist role set by the administrator. Then we show the users and roles window as seen by JCO user, in which only the Pupil role is visible. This user can create pupil accounts, but does not have access to the other roles defined as exclusive. Note that roles other that ordinary or Singular are not visible. Página 13

14 Menu options This section describes the privileges that can be assigned to each of the options in the main menu. The privileges are identified by its icon. Options which are only accessible to the 'Pro' rate are shown with an asterisk (*). Aircraft This option gives access to the aircraft records, where each entry distributes the information in different tabs: identification, documentation, maintenance, flights, prices, availability, documents, and graphics. When the permissions are in this way, the Aircrafts menu option is removed from the main menu. With this permission, the user can view and modify only its own aircraft records. Only users with RW privileges can access the prices tab, where the aircraft ownership is assigned. Thus, the user can see any aircraft record, without modifying its contents. This type of permission allows access to any aircraft. Altering data is allowed. Features that are only accessible with these privileges: Access to the maintenance control panel. Adding new aircraft records. Deleting an aircraft record. Export aircraft data to Excel. Modification of maintenance data and inspections. Modification of the aircraft owners list. Adding or deleting associated documents. Availabilities (Pro) This window allows modifying the availability of any of the school resources. When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Página 14

15 Billboard This is the window that shows the club warnings before the main menu shows up. When the permissions are in this way, the user does not see this option in the menu. It makes this window to appear automatically before displaying the main menu. If the system detects that a minimum of data is missing to enter flights, it shows a warning window to highlight the situation. This occurs when ratings, pilots, aircraft, airports or types are missing, and for this reason, a new flight could not be entered. It displays a warning message to the user in the event that the ATO Explorer licence is going to expire in less than 15 days. Class report entry (Pro) This option is used to enable access to the class reports and to enter or modify its content. When the permissions are in this way, the user does not see this option in the planning window context menu. It grants access to class reports. It grants access to class reports. It allows the user modifying a class report. Contacts Contacts are cards are for people or companies who are not pilots. For example, it can save suppliers or potential pupil data. When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Página 15

16 Delete or modify any event or flight This permission allows a user with full privileges for the Planning Pro window acquiring permissions to: Remove the event confirmation from an already performed event Delete an already performed event Delete or modify any flight User is not allowed to delete or modify any event. The policy to do that is the same as other users. The flight entry window does not show the option to delete a flight. User is allowed to delete or modify any event, even if it is not the first user who gained access to ATO Explorer. The flight entry window shows the option to delete a flight. Economic reports This option produces economic information about our club. When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Event cancellation (Pro) This permission allows granting a user privileges to cancel any theory or flight event, whenever the user also have permissions to access the Planning Pro window. User is not allowed to cancel any event, unless it has full permissions for Planning Pro window. User is allowed to cancel any event, even if it has not full permissions for Planning Pro window. Because a user without full permissions in the planning window cannot lick the resource to perform the change, the cancellation might be overridden by another user editing the same resource at the same time. Página 16

17 Flight entry This window is the main application data entry, and serves to enter data from the flights carried out. When the permissions are in this way, the user does not see this option in the menu. In this way, the user can enter and modify flights related to its own aircraft(s). This applies to the access from the main menu and also when you double click on a flight in the pilot or aircraft windows. With these privileges, the user can enter any pilot and aircraft flights, but cannot modify them. Thus the user can access all the functionality of this option, including flight data modification. A regular user with level 2 privileges on this window can delete or modify only the four last flights entered of each aircraft. The Delete or modify any event or flight privilege, which is set also in this window, allows overcoming this limitation. Maintenance (Premium) This option allows the users to the maintenance requests system. Users with these privileges are allowed to enter maintenance requests, but they never can modify them. They see their own active requests, but cannot see the requests entered by others. In this way, the user is granted access to all user s maintenance requests. They can see them, modify their description and add new actions, but the main menu option for maintenance is hidden. These users have total access to the maintenance requests system, including the main menu option to access all active requests or all aircrafts and the maintenance control panel which is accessible from the aircraft window main menu. Página 17

18 Management reports This option produces a variety of club management reports. When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Miscellaneous This option allows maintaining of different application tables: Aircraft groups Rates Airports Subjects Professors Resources Technicians Pilot groups Types of flight Expense types Club documents Club Forms Contact groups When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Mark flights This option allows a user to see and/or modify the marks associated to flights. Please remember that, for the mark flights feature to be available, it must be enabled in the preferences window. When privileges are set this way, the user can neither see nor modify the flight marks. The marks column does not show in the flights tab of the aircraft and pilot windows. Same as previous. When privileges are set this way, the user can see the marks associated to flights, though he/she cannot modify them. Página 18

19 When privileges are set this way, the user can both see and modify the flight marks in the flights tab of the aircraft and pilot windows. Flights appear with the mark after entered to the system. Users with these privileges granted can turn the mark to just by clicking on the icon. Mobile administrator This option only takes effect if the user has access from mobile devices, and serves to show or hide the ATO Mobile Administration menu. The administration of ATO Mobile menu is not displayed with these privileges. Thus the user has administration of ATO Mobile options available. Mobile devices This option enables the access to ATO Mobile. With these privileges, the system will not allow the entrance of users from mobile devices. It allows the user to enter to ATO Mobile from any browser. Notifications (Pro) This option enables the access to ATO Mobile notifications. With these privileges, the user will see the notifications option in the planning window menu, which allows sending notifications to everyone involved in the plan for the selected week. The context menu option which allows sending notifications about a planning change in one event is also visible. Password change This window should be accessible to anyone, unless we believe it is appropriate that the user cannot change his/her password. When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Página 19

20 Pilots This option gives access to the pilot records, where each record distributes the information in different tabs: identification, documentation, balance, flights, statistics, graphs, school, documents, availability, activity and others. When the permissions are in this way, the user does not see this option in the menu. This so for the ATO Explorer and ATO Mobile menus. In this way, the user can access its own pilot record. The other pilot records are hidden. User can only write to the availability, notifications and others tabs. Having these privileges, the user can access the any pilot record, but without altering the data. The option to export pilot s data to Excel is also enabled. This type of permission allows access to any pilot record, with possibility of changing any data. Features that are only accessible with these privileges are: ATO Mobile: access to data of any pilot. Creating a new pilot record. Deleting a pilot record. Enables using club forms. Enables the new ticket button. Creation or deletion of associated documents. It allows enlisting a pilot to a course. Double-clicking on an account statement line opens the tickets edition window. Users with mobile administrator privileges will have access to all pilots data whenever they have minimum read privileges for the pilot s window. Página 20

21 Planning (Pro) Here we group the options daily and weekly programming. When the permissions are in this way, the user does not see this option in the menu. This so for the ATO Explorer and ATO Mobile menus. The user has access to the week and daily planning windows. In the week planning window, the resources tree hides all branches except those in which the pilot listed as a resource. The user has full access to the planning Pro window, in read-only mode. From this window, the user has access to aircraft and pilot windows, and can also enter theory class reports and flight details, whenever the role grants permissions to do so. These permissions are independently granted in the users and roles window. The user has access to the week and daily planning windows. Features which are accessible only with these privileges are: New event creation. Event modification. Event deletion Access to the availabilities lock window. The menu which pops-up when right-clicking a cell. You can only see the programming in which it is involved. Display the history of changes in a cell Access to the flight entry window Entry / Modification / obtaining a class report In the day planning window: The change of view is not allowed. Only aircraft and rooms view is always visible. The menu option for changes to non-visible events. For the user to get maximum privileges on planning window, it will be necessary to grant also the privileges for: Delete or modify any event or flight Event cancellation.. which can be granted using this window. Página 21

22 Post office This option will allows sending to pilots or other school personnel. It has a filter to choose recipients. These permissions also affect to the warnings window, which allows issuing warnings that users read on logging-in ATO Explorer. When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Preferences This option allows adjusting ATO Explorer s behaviour to our club needs. When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Periodic charges This option allows processing the charges that periodically must be added to each pilot account. When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Privileged (Pro) This option, currently allows the user: Delete any flight from the flight entry window. Confirm an event which other users cannot confirm because it is associated with a conflict in the planning window. Syllabus (Pro) This option allows defining course components (theory and practice). When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Página 22

23 Ticket entry This option allows the users to enter accounting notes in the account of any pilot to which they have access. When the permissions are in this way, the button to enter new tickets, which is otherwise visible in the pilot window balance tab hides, and tickets cannot be edited by double-clicking them in the pilot account statement. In this way, it enables the New ticket button in the pilot window balance tab. It also allows ticket edition by double-clicking a ticket in the pilot balance statement. Users and roles This is the window described in this document. When the permissions are in this way, the user does not see this option in the menu. With these privileges, the user has access to the window but only sees the ordinary roles. The user cannot modify any role. In this way, the user can deal with Singular roles. Adding or modifying roles is not allowed. Setting these privileges allow users to add new roles or modify the existing ones. The user can deal with Singular and Exclusive roles. Users with privileges on Users and Roles window can also access the backup option, whenever the ATO Explorer licence enables it. Users with privileges on Users and Roles window are the only ones who see the warning sign in the main menu seven days before ATO Explorer licence expiration date. Página 23

24 Evaluations configuration (basic) This option allows defining the items that will be evaluated during flight exercises to be performed during the course. For ultralight clubs. When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Outstanding documents (basic) This option allows you to keep track of all documents submitted to the Administration, as license requests. When the permissions are in this way, the user does not see this option in the menu. In this way, the user is granted access to all this window s functionalities. Página 24