Adding User Permissions

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Introduction

Aerotrac is a secure system and each User of the software must have a Login ID, a password and a User Role which determines their level of access. The software is comprehensive and, as such, if all Permissions were invoked, the menu structure, nodes and branches too, would be substantive. The aim of this guide is to show how to build the minimum security level for each User so that their use and application of Aerotrac is as efficient and as secure as possible.

It is assumed that the initial System Setups (as defined in the Administration and other Installation Manuals) have been completed, and that the User has a basic knowledge of Aerotrac, and some experience of navigating around the system. See Aerotrac Overview

Scope

The aim of this topic is to help the Aerotrac Administrator to create Login credentials for Aerotrac Users, with the necessary permissions to enable them to fulfill their roles in the Organisation while using this software.

In summary, this topic will assist the Administrator to build the Users' Navigation Menus, and award Permission rights to various modules, screens, warehouses, reports and Status Board options.

Creating Roles and Setting Permissions

Explanation of Permissions

View : The User has permission only to view a screen or tab. This controls the menu being made available that points to the selected screen. Obviously if the User needs permission to use any of the subsequent options then View must be available.

Add : The User has permission to Add new records.

Edit : The User only has permission to change an existing entry.

Delete : The User has permission to delete any entry (providing this action is allowable by Aerotrac).

Note: The Add, Edit, Delete, Authorise and Post Permissions activate or de-activate (depending upon choice) the buttons made available on each screen.

Authorise : On some screens in Aerotrac an Authorisation is required before the next step in a process can go ahead.

Post : This Permission is used for those occasions where a posting of data is carried out. Posting a screen's information to the database usually makes it irreversible in Aerotrac.

Misc : This is used for special conditions or options, and an explanation will display on the screen about what that option entails.

Creating Roles

Aerotrac does not apply Permissions directly to the User. It applies Permissions to a 'Role' which in turn is applied to a User. The reason for this is that, in many organisations, a number of people do the same work, so it makes sense to give them all the same Permissions, making the whole security setup far more efficient.

Before Permissions can be applied, a Role must first be defined. As part of the installation and commissioning of Aerotrac, an Adminstrative Role is created called "Administrator", which is then applied to a new User called "Tracware". This profile is essential to getting started so that Aerotrac Users can subsequently be setup.

Administrator Role: This Role is defined as having ALL Permissions made available, giving full access to Aerotrac in all areas. It is normally only used by the Customer's Aerotrac Administrator or Primary Point of Contact. It is essential for changing settings and other Users' Permissions in the system.

As an Administrator and being logged into Aerotrac, to create new Roles:

Steps	Navigate To	Screen	Instruction	Image
1	Administrator - Administrative Setup - Security	Permissions	The Administrator will be presented with a blank screen (Adjacent). Note: If a Role already exists then it can be selected in the dropdown at the top of the screen called 'Select Role:'. Editing existing Roles is covered later in this topic. Click on the 'Add New User Role' button and the system will auto-fill the name of the Role as 'New Role'.	Click to Enlarge Click to Shrink
2	Administrator - Administrative Setup - Security	Permissions	At this point the 'New Role' should be over-typed with the new Role Name applicable to a job role within the Customer's company. For example, Quality Manager, Engineer, Technician, Purchasing Manager. Also note that the screen is populated with headings. These headings represent the Menu Structure in Aerotrac, the screens available for data entry and tabs within those screens to enhance security even further. Against each entry will be those security settings that are available for that type of entry. This entry highlighted in bold blue only has one permission available to select, and that is 'View'. This is because it is a Main Menu Navigation entry with "Children" sub-levels of Permissions. Note: The second example has far more permissions available, because it is controlling security on an input screen.	Click to Enlarge Click to Shrink Click to Enlarge Click to Shrink
3	Administrator - Administrative Setup - Security	Permissions	To make life easier for the Administrator the Permission entries can be selected using the 'Category Filter' dropdown, which lists the available Modules in Aerotrac. Alternatively, If the Administrator wants to find a particular screen, it can be selected via the Screen filter dropdown. Alongside each filter is a 'Clear' button which clears the filter. Now tick the options that you require for each listing. Note: If a User should have complete control of a process then all the Permissions can be set to "On". This is done by clicking on the 'Select All' button. The opposite is true if the User has no control or relevance to a process. This is why there is a 'Select None' button. As a default, Aerotrac removes all Permissions when creating a Role for the first time. In addition to the 'Select None' and 'Select All' buttons is a 'Set Children' button. This sets all the sub-related "Children" entries to be the same as the Permissions of the Parent entry (highlighted in bold, blue).	Click to Enlarge Click to Shrink

Steps

Navigate To

Screen

Instruction

Image

Administrator - Administrative Setup - Security

Permissions

The Administrator will be presented with a blank screen (Adjacent).

Note: If a Role already exists then it can be selected in the dropdown at the top of the screen called 'Select Role:'. Editing existing Roles is covered later in this topic.

Click on the 'Add New User Role' button and the system will auto-fill the name of the Role as 'New Role'.

Click to Enlarge

Administrator - Administrative Setup - Security

Permissions

At this point the 'New Role' should be over-typed with the new Role Name applicable to a job role within the Customer's company. For example, Quality Manager, Engineer, Technician, Purchasing Manager. Also note that the screen is populated with headings. These headings represent the Menu Structure in Aerotrac, the screens available for data entry and tabs within those screens to enhance security even further.

Against each entry will be those security settings that are available for that type of entry.

This entry highlighted in bold blue only has one permission available to select, and that is 'View'. This is because it is a Main Menu Navigation entry with "Children" sub-levels of Permissions.

Note: The second example has far more permissions available, because it is controlling security on an input screen.

Click to Enlarge

Administrator - Administrative Setup - Security

Permissions

To make life easier for the Administrator the Permission entries can be selected using the 'Category Filter' dropdown, which lists the available Modules in Aerotrac.

Alternatively, If the Administrator wants to find a particular screen, it can be selected via the Screen filter dropdown. Alongside each filter is a 'Clear' button which clears the filter.

Now tick the options that you require for each listing.

Note: If a User should have complete control of a process then all the Permissions can be set to "On". This is done by clicking on the 'Select All' button. The opposite is true if the User has no control or relevance to a process. This is why there is a 'Select None' button. As a default, Aerotrac removes all Permissions when creating a Role for the first time.

In addition to the 'Select None' and 'Select All' buttons is a 'Set Children' button. This sets all the sub-related "Children" entries to be the same as the Permissions of the Parent entry (highlighted in bold, blue).

Click to Enlarge

Cloning

It is common in organisations that certain company Roles can be similar, and because the initial build of a Role can take a few minutes in Aerotrac; the Administrator has the option to 'Clone' a Role. All the Administrator then needs to do is "fine-tune" the new clone.

To clone a Role, the Administrator should not be in 'Add' or 'Edit' mode in the screen. Select the existing Role you want to Clone and click on the 'Clone User Role' button. Re-name the 'Clone of "Role"' name that automatically populates the field to the new Role. Proceed to add or remove Permissions, and 'Save'.

Enable All Permissions

This is a button to Enable All Permissions at a single click, which is useful when new modules or features have been added to Aerotrac, as it gives the Administrator the ability to quickly enable those modules and features to that (and / or other) Role(s).

Tabs

The 'Reports' and 'Status Board' tabs will always be present. The Permissions for these are to "View" only. They control the tabs that are available in the Reports Module and the tabs on the Status Board. Other tabs maybe available based upon the varying Modules purchased by the Customer.

END