User Manual for SYSADMIN for e-diary Application Version 1.1 August 27, 2015 Powered by: MPS Software Pvt. Ltd.
TABLE OF CONTENTS 1. Purpose... 3 2. Revision History... 3 3. Application Access... 4 3.1. User and Role... 4 3.2. User Matrix... 5 3.3. Application Login... 6 3.3.1 Backend user login... 6 4. System Administrator... 8 4.1. Application Configuration... 8 4.2. User Management... 10 4.3. Upload Data... 13 4.4. Alert and Notification... 14 4.5. Reports... 17 4.6. Trash Bin... 20 4.7. Entry Log... 22 4.8. Application User Details... 23 4.9. Article Details... 24
1. Purpose The objective of this document is to provide the help for the user to use the application without any problem. With the help of this document any user can use the e-dairy application easily. E-dairy members can easily understand the process of the application at their end with minimal support from MPS Software Pvt. Ltd. 2. Revision History Date Version Revision Page No./ Section Description Author(s) August 27, 2015 1 0 VS December 1, 2015 1 1 All VS
3. Application Access Since the application is a web application so the user can access the application from anywhere in the world with desktop/laptop having Internet connection and a web browser. The user has to open the web browser and type the URL in the browser and press enter key. After pressing the Enter key from keyboard, a web page will be open having information about application and buttons for login. The application has two parts, one is backend Admin Panel and another is front end User Panel. The Admin panel should have a separate URL than the users. 3.1. Users and Roles The application is role based and it has four roles, two for Admin Panel access and two are for front end application access, The Admin Panel roles are: SYSADMIN: Users having this role will be responsible for complete management of the application, they can manage users, configuration etc. There should be a separate dashboard that will describe the access of the application for such user. TEAMMEMBER: The team members are the subset of SYSADMIN and the user having this role should be responsible of uploading data and generate reports.
3.2. User Matrix Since the application is role based, there is a mechanism involved in it called who can do what? To understand the roles and responsibilities, User matrix can help to understand the roles defined in the application. The matrix below describes the object wise role access in the application: Design Objects SYSADMIN User Role TEAMMEMBER User Management Application Configurations Report Generation Upload Data Notification and alerts Trash Bin Add Entry Submit Entry For Approval View Entry Edit/Delete Entry Approve/Return to Student Entry Manage Clients Manage Holidays Dashboard Change Principal Stipend Details Update Personal Details
3.3. Application Login Since the application has two parts Front end user access and backend admin access, there will be a separate URL for each login. Once the user types the URL and presses enter in the web browser. The home page will be displayed depending on the URL typed. 3.3.1. Backend User Login Once the backend user types the backend admin URL, the login page will be displayed as shown in the figure 3.3.1.1. The backend user has to provide the email address, password and the security code displayed in the form. Once the user provides all the details, the user needs to click on Login button provided. Figure 3.3.1.1.: Backend User Login. Once the user clicks on the Login button, the system will check his credentials and after successful login, user can avail the functionality of this application as per defined role and prescribed permission. After Successful login user will be redirected to the dashboard according to his/her role as shown in the figure 3.3.1.2 and figure 3.3.1.3.
Figure 3.3.1.2: Dashboard for SYSADMIN. Figure 3.3.1.3: Dashboard for TEAMMEMBER.
4. System Administrator 4.1. Application Configurations Application configurations link is available on the top of the header menu named with Configurations. When the user clicks on Configurations link from the header top menu, a separate window will appear with the list of configuration entries as shown in the figure 4.1.1. Figure 4.1.1: Application Configuration List: There will be a link at the top of the list to Add New configuration record, this toolbar also have link for Edit and Delete the configuration records. When the user clicks on the Add New, a popup window will appear with configuration type, configuration value fields as shown in the figure 4.1.2.
Figure 4.1.2: Add New Application Configuration: User can update/delete any configuration value at any time, only if no record exists in the other section with the corresponding configuration value. User can add different types of e-diary Category,Subcategory,HolidayType,PageName,Action,MessageType,Salutation,Previous Days Entry Allowed, Industry Type, Article ship Max Hours Per Week, SMS Gateway User ID,SMS Gateway Password, SMS Gateway Sender ID, Leave Type, Half Day Type etc. SYSADMIN can update and delete the configuration by selecting the checkbox from the list and click on the Edit and Delete icon from top of the list.
4.2. User Management SYSADMIN can manage the user and assign the role and responsibility to the user. There are two type of user for this application. SYSADMIN: The users with SYSADMIN role will be responsible for administering all aspects of the application. The users with SYSADMIN role will have all the rights and will be responsible for managing all the application. TEAMMEMBER is responsible for manage upload data and Report Generation in the application. When the user clicks on Users from the header top menu link, a separate window will appear with the list of users as shown in the figure 4.2.1. Figure 4.2.1: Users List: There will be a link add new, edit and delete at the top of the list. SYSADMIN can add new user and update or delete any user at any time. When the SYSADMIN clicks on Add New link a popup will appear with the form as shown in the figure 4.2.2.
Figure 4.2.2: Add New Users: When SYSADMIN fills the form for new user and save the form, the application will send the activation link to new user. Before the activation newly created user status will be PENDING and the user can t login to the application. When the new user clicks on the link or copy and paste the link in browser, a new window with form will appear in the browser, when the user fill and submit the form the newly created user account will be activated. On successful change of the password the user will be able to login to the application. After the successful activation the user status will become ACTIVE. SYSADMIN can resend the activation link for the PENDING users if the user has lost their activation link. SYSADMIN can update and delete the user by selecting the checkbox from the list and click on the Edit and Delete icon from top of the list. SYSADMIN can view the user details by clicking on the email address from the user list page. A popup appears in the window with the details of user as shown in the figure 4.2.3.
Figure 4.2.3: Users Details: There will be a link for edit, delete and deactivate the user at the top right corner of the details popup page. Only SYSADMIN can deactivate any user at any time.
4.3. Upload Data SYSADMIN and TEAMMEMBER are responsible to upload the citrix data time to time in the e- dairy application. The upload data link available on the header top menu. Click on the header top menu Upload Data link, a separate window will appear in the browser as shown in the figure 4.3.1 Figure 4.3.1: Upload Data Page: Above page contains the upload file field to upload the data. Select the file by clicking on the select file field from your computer. Only valid text files are allowed. Data must be pipe separated in the text file. After selecting the file click on the upload button. The data will be processing for uploading. After uploading the data will be displayed on the same page.
4.4. Alert/Notifications The notification and alerts will be used in the system to notify the user and send alerts to the user. This feature enables the system to alert the user if anything new comes up in the system. The notification and alert will be configurable in the system and the SYSADMIN will be responsible to configure this feature. Notification and alerts process to notify the user via mail and send the alert message to their mobile device using SMS gateway. Link is available on the Admin panel to configure the notification and alerts. When the user clicks on the header top Notification and Alerts link a separate window will open having the list of the notification and alerts sent from the system as shown in the figure 4.4.1. Figure 4.4.1: Notification and Alerts Page: There will be a link at the top of the page to add new record. When the user click on the Add New link, a separate window will open having form in it as shown in the figure 4.4.2.
Figure 4.4.2: Add New Notification and Alerts Page: Page name, action and type come from the application configuration. Fill the form and click on the save button. SYSADMIN can update and delete the record by selecting the checkbox from the list and click on the Edit and Delete icon from top of the list. SYSADMIN can view the details by clicking on the Type from the list page. A popup appears in the window with the details of alert and notifications as shown in the figure 4.4.3.
Figure 4.4.3: Notification and Alerts Details Page:
4.5. Reports Reports are the analysis of the data displayed in the desired format to see the progress of the processes. This helps the officials to make the future plans and take corrective and preemptive actions. The report will be based on the past data entered in the application and helps the management to take actions for future plans for growth of the organization. There will be a link on the header top menu named with Reports. When the user clicks on the Reports, a separate window will open having the list of reports as shown in the figure 4.5.1. Figure 4.5.1: Report: User can view the different types of report by clicking the link from the above list. When the user clicks on the Generate Entry Report from the above link a separate window will appear with the form as shown in the figure 4.5.1
Figure 4.5.1: Generate Entry Report: Select the Principal and student from the above form, after selecting the student, from and to date automatically captured by the system. Click on the get report button. After clicking on the get report, the report will be displayed on the same page as shown in the figure 4.5.2.
Figure 4.5.2: Report: User can view all the separate details by clicking on the links from the reports such as entries, training, leaves, holidays and Sundays. Click on the bottom export to excel button for downloading the report into the excel format.
4.6. Trash Bin Trash Bin facilitates the user to control the deleted records in the application. The record deleted by any users will be stored in this section and user can re-store or remove permanently any record with the help of trash bin. When the user clicks on the Trash Bin link under the top header menu, a separate window will appear with the dropdown list as shown in the figure 4.6.1. Figure 4.6.1: Trash Bin Page When user select the dropdown list, List of deleted record will appear on the same window as shown in the figure 4.6.2.
Figure 4.6.2: Trash Bin Page There will be a link at the top of the list to restore and delete the record. User can restore or delete any record permanently from this system by selecting the particular record from the list. This approach will help in restoring records if deleted by mistake.
4.7. Entry Log Entry logs are the details of the entry submitted by the articles. Details about how many time entry updated by articles. How may time entry submitted for approval. How many time return to student by principal. What happened with article motile time? When returned to student, when approved etc Entry log link available on the top of the header menu named with Entry Log. When user clicks on the above link a separate window will appear in the browser as shown in the figure 4.7.1 Figure 4.7.1: Entry Log
4.8. Application user details User can view the entire front end application user. The link available on the user s dashboard page in the Articles, Principal tab. When the user clicks on the tab, list of the application user display on the same page under Articles tab and Principal tab as shown in the figure 4.8.1 Figure 4.8.1: Application user User can view the details about the application user by clicking of the Registration# from the list. When the user clicks on the registration number a light box appear in the same page with the details of the application user as shown in the figure 4.8.2 Figure 4.8.2: Application user details
4.9. Article details A separate URL available for the Entry detail on the top of the header menu named with Entry. When the user clicks on the Entry menu, list of the entry display on the separate page as shown in the figure 4.9.1 Figure 4.8.2: Entry List User can view the details about the entries user by clicking of the Date from the list. When the user clicks on the date a light box appear in the same page with the details of the entries as shown in the figure 4.9.2 Figure 4.9.2: Entry Details