CK ENHANCED USER MANAGEMENT A Utility for the Pegasus Opera II and Opera 3 Accounting Systems User Guide (Updated 17/01/11)
CK Enhanced User Management Page 1 CK ENHANCED USER MANAGEMENT USER GUIDE CONTENTS 1.0 Introduction and Overview 2.0 CK ENHANCED USER MANAGEMENT Installation/Activation 3.0 CK ENHANCED USER MANAGEMENT Utility 3.1 Enabling Enhanced User Management 3.2 CK Enhanced User Management Options 3.3 Using CK Enhanced User Management 3.4 User Profile Templates
CK Enhanced User Management Page 2 1.0 Introduction & Product Overview CK ENHANCED USER MANAGEMENT is a utility for the Opera II and Opera 3 accounting systems which greatly enhances user management and system security. For greater security all sensitive data is encrypted so it cannot be modified outside of Opera using Visual FoxPro Key benefits of Enhanced User Management are as follows:. Bespoke conforms to PCI compliance standards Password Expiry with expiry reminders (with system defined days) Lockout users after a system-defined number of unsuccessful attempts Logout user if idle for system-defined number of minutes Force password to contain Alpha & Numeric's, upper, lower or mixed case, minimum password length, stop repeating characters and password must be different to last x (user defined) passwords when changing Departments can be setup and assigned to each user Email addresses can be entered against users Template Users for User Profiles user profiles can be setup as templates and then this template can be attached to user accounts to allow multiple templates to be changed simultaneously. The purpose of this manual is to ensure that you use CK ENHANCED USER MANAGEMENT correctly. Should you experience any problems when running CK ENHANCED USER MANAGEMENT or you have any queries or comments regarding this product please contact CK Systems by telephone on 01384 245200. Alternatively you may contact us by fax on 01384 245250 or by e-mail to support@ckca.co.uk. * * * *IMPORTANT NOTE * * * *
CK Enhanced User Management Page 3 FOR CK ENHANCED USER MANAGEMENT TO RUN CORRECTLY THE OPERA II TOOLKIT MODULE MUST BE ACTIVATED ON THE SYSTEM. DISCLAIMER Although programs are tested by CK Systems before release, no claim is made concerning the accuracy of software. CK Systems cannot assume liability or responsibility for any loss or damage arising from use of these programs. It is a condition of every sale or purchase of CK ENHANCED USER MANAGEMENT that the purchaser accepts all such risk and such acceptance shall have deemed to be given when the purchase is made.
CK Enhanced User Management Page 4 2.0 Installation & Activation of CK ENHANCED USER MANAGEMENT For detailed instructions on the installation and activation of CK ENHANCED USER MANAGEMENT please refer to the separate CK Activation and Installation guide. Once installed and activated you can then proceed to the next step below
CK Enhanced User Management Page 5 3.0 CK ENHANCED USER MANAGEMENT Utility The CK ENHANCED USER MANAGEMENT utility is located in Administration in the Maintenance folder under the System section Within this manual screenshots have been taken from Opera II although all options etc. are the same when used for Opera 3. Please note that with Opera 3 if Enhanced User Management is activated and turned on then the standard Opera 3 password expiry routines will be ignored
CK Enhanced User Management Page 6 3.1 ENABLING ENHANCED USER MANAGEMENT Enhanced User Management can be turned on and off with the tickbox as shown in the screenshot below. If this is the first time you have attempted to use Enhanced User Management after installation it will currently be turned off by default - simply click the tickbox to enable it for use.
CK Enhanced User Management Page 7 3.2 ENHANCED USER MANAGEMENT OPTIONS Once enabled the Enhanced User Management options screen will be displayed as below. Any combination of the tickboxes may be enabled/disabled to turn on and off the various elements of Enhanced User Management as required. Please note you will be prompted to log off and back into Opera when clicking the OK button in order for the changes to take effect. Reset Passwords If ticked to enable this option then users will be forced to change their Opera passwords after the number of days specified in the box (this defaults to 90 days but can be set to anything from 1 day to 180 days). The option to remind the user will display a warning prompt at the set number of days before the current password expires and has to be changed Lockout User after. This option dictates how many chances a user gets to enter the correct password before they are automatically locked out from the system for a set period of time. The system defaults to 3 tries but this number can be set between a single attempt and 3. The amount of time the user will be locked out of the system can be set between 1 minute and 60 minutes. Please note it is the user name that is locked out from Opera, not the pc, so logging in with a different correct user name and password combination will allow that computer back into Opera.
CK Enhanced User Management Page 8 When the penultimate incorrect password is entered the following warning will be shown: If the user then enters another incorrect password the system lock is activated for the specified time and further attempts to login with that user name within that period will result in the following message: Lockout User if idle This option will automatically logout users after a set period of inactivity the default is 15 minutes but this can be adjusted to between one minute and an hour After the set period of inactivity the user will be given a warning one minute before they will be logged out automatically. Users will receive a message to inform them that Opera has been automatically shut down either a standard Opera alert window or if CK Alerts has been installed (see Installation / Activation menu via a CK Alert window as below
CK Enhanced User Management Page 9
CK Enhanced User Management Page 10 Password to contain Alpha & Numerics If selected with the tickbox then this will force the user to use a combination of alpha and numerical characters for the password i.e. ABCD1234 would be acceptable as it contains a combination of the two but ABCDEFG or 1234567 would both be rejected for not meeting the specified requirements, and a warning message show as below: Minimum Password Length Here you can specify the minimum acceptable length for the user s password anything between 0 (no password is required) and 8 characters (the maximum length allowed by the system). Any password entered below the minimum length will result in the following warning: Password must be different to. This option is used to prevent the user from just re-using the same password repeatedly. A number can be selected between 0 and 4, if this is set to 0 then they can reuse the same password but if set between 1 and 4 then the new password entered will be checked against the last passwords used. For example if set to 3 then the new password entered will be checked against the last 3 passwords for the user and rejected if already used.
CK Enhanced User Management Page 11 Password Case This dropdown box allows the selection of 1 of 4 different options regarding case. Force Upper Case all caps password required, e.g. ABCDEFG Force Lower Case all lower case password required, e.g. abcdefg Allow Lower Case Both upper and lower case can be used if wished, e.g. AbCdEfG, although lower case is optional so ABCDEFG would still be a valid password Force Mixed Case Both upper and lower case are mandatory, e.g.abcdefg. Passwords not containing at least one upper and one lower case character will be rejected Please note that if you are changing the option from lower to upper case then the old password still needs to be entered in lower case when the logon change password screen appears. When entering the Old Password field the caps lock is switched on automatically, if you need to enter the old password in lower case then either press the caps lock off or hold the shift key Do Not Allow Repeating Characters When this option is ticked the system will no longer allow repeated characters in a password, preventing the use of the same character twice in a row. For example, when activated this option would prevent the user of passwords such as AAAAA or ZZZZZZZ but also words like POOL
CK Enhanced User Management Page 12 3.3 USING ENHANCED USER MANAGEMENT Once enabled Enhanced User Management integrates seamlessly, adopting the familiar Opera II look and feel When logging on for the first time once Enhanced User Management is enabled users will be prompted if their current password does not meet the new requirement as below Upon pressing OK they will be taken to the screen below where they can enter a new password, having first entered their existing one into Old Password. As long as the new password satisfies the specified criteria they will be taken back to the logon screen.
CK Enhanced User Management Page 13 Clearing locked out users When a user is locked out then another user can log into Opera, go into User Profiles (assuming they have access as per standard Opera), and next to the locked out user there will be a red CLEAR LOCK button. Clicking on this will remove the lock and allow the user back into Opera. Next password expiry date Please note that the next password expiry date for each user can be seen in the User Profile screen in System Maintenance
CK Enhanced User Management Page 14 3.4 USING TEMPLATES Once activated Enhanced User Management allows you to set up templates for use within User Profiles. The idea behind this is that you can have multiple profiles connected to the same template you then only need to change the menu access for the master template and the change will automatically be reflected against all the profiles using that template. For example, you may wish to set up a template user called ACCOUNTS. This master template is then attached to everyone working in the accounts department. Now if you wish to change menu access for all users in this department you only have to change the ACCOUNTS user and all the users linked to that template will automatically be changed. To set up a new master template click the New icon as usual and tick the Template User box. Fill in the rest of the details as usual (USER ID, e.g SALES or ACCOUNTS, user name, password, menu access etc as per standard Opera Once completed the next stage is to attach the newly created Template to the individual profiles for that department against each user in the user profile screen simply select the new template from the drop down box as above. Now any changes to this template s menu access will automatically apply to all users using that template.
CK Enhanced User Management Page 15 Please note that the following fields are still user specific and will not be altered if the Template profile is changed: Password, Preferred Company, Email, Password Reset, Last 4 Passwords, Network Machine ID, Network User ID (with the last two being specific to CK Herald)