#### Managing User Accounts

Viewing Users

- Picture Mode - When you first see user accounts displayed in the main view, you only see their names and the users' pictures. This picture mode is the default mode for viewing users' accounts. You need to be in this mode to assign a user to a category, remove a user account from a category, or delete a user record. If you need to get to this mode, click the Back navigation button from the toolbar area.

A Sample "Picture Mode" User List

- View Mode - This mode changes the user list in the window's main view to display a table-like view of all the users in the group, containing their user name, priority, access rights, address, last access and registration dates, and status. To access this mode, either double-click on a specific user picture from within the Picture Mode list to see that account's information, or right-click on any department category or on All Users and select View All to see all available information for the listed users. You need to be in this mode to change user-access privileges.

A Sample "View Mode" User List

Assigning Users to Departments

Using the side bar, you can choose to view users assigned to individual departments by simply clicking on the department. Or you can click All Users to display all registered users, regardless of department. In either case, the software displays all the user accounts in the Account Management window.

To assign a user to a department category, simply drag the user onto the desired department's name. The mouse cursor changes to a pointer with a plus symbol, indicating that you are adding that account into that department.

You can assign users to more than one category.

To remove a user from a department category, right-click on the user and select Delete from the shortcut menu. This does not delete the user from the database, but merely removes them from the selected department.

See "Managing Departments" to create, edit, or delete departments.

Changing a User's Access Privileges

Access the user's account in View mode as described above.

Set the desired access for the user in the Access column. Available access rights from lowest to highest are:

- Waiting for Approval - This type of user cannot log into the database yet. Someone with administrator access must change this to a higher privilege before the user can use the software.

- Offline - This type of user can log into the database, perform queries, view and print reports. However, the user cannot save reports.

- Report Viewing - This type of user can do everything an Offline user can do, but can also save reports.

- Full Access - This type of user can do everything a Report Viewing user can do, but has full access to modify database information as well.

- Administrator - An administrator can do everything a Full Access user can do. In addition, an administrator has access to work with user accounts and departments.

- DataCollector - This user type is used in DataGauge+. It is given to users who collects data by using a measuring device, such as a hand gauge.

To change a user's access rights, you must have administrator account privileges. Simply select the appropriate item from the drop-down list to the right of the user's name in the Access column, and click the Submit button from the toolbar area.

Once you've applied the change, you can return to the default view by clicking the Back button from the toolbar.

Creating a User Account

1. From the side bar, click the Create a New User icon.

2. The Register User dialog box appears.

3. Fill out the dialog box to create the new user account.

4. Click OK. The new user account is added into the database.

5. Next, you will need to set the access privileges from WaitingforApproval to a different state. See "Changing a User's Access Privileges" above.

Creating a User Account from an Existing Account

This is useful if you want to create a user account, but you want to use the same privileges assigned to an existing account.

1. From the main view, select a user a account.

2. Right-click on the account.

3. Choose Copy.

4. Right-click again and choose Paste.

5. Fill out the Register User dialog box that appears for the new account. Be sure to choose a unique user name.

6. Click OK. The new user account is added into the database.

Hint: You can also select an account and press CTRL + C (Copy) and CTRL + V (Paste) to quickly create new accounts.

Editing an Existing Account

1. Right-click on the desired account and click Edit.

2. The Register User dialog box appears.

3. Modify the information in the dialog box as needed.

4. Click OK. The new user account is updated.

Forcing Users to Change Passwords

1. Follow the instructions in "Editing an Existing Account" above.

2. Mark the appropriate check box beneath the password boxes for when the user needs to change his or her password:

- At next logon

- In specified number of days, months, or years

3. When the user attempts to log into the database and the condition for needing a password change has been met, he or she will see a Change Password dialog box forcing the user to create a new password for that account.

Note: You can also select more than one account to affect multiple users.

Unlocking a Locked Account

Accounts become locked automatically when more than 180 days passes without any account activity. These users will not be able to log back in until the account administrator manually unlocks these accounts.

1. Open the selected account to see it in View mode.

2. In the Status column it will say "NoLoginOver180Days".

3. Click that user's status and a message box will appear asking if you want to unlock the account.

4. Click Yes to unlock the account.

Allowing User Access to Specific Part Categories

To control access to specific categories:

1. Select one or more accounts.

2. Right-click on the selection.

3. Choose Category access control. A Category Selection dialog box appears showing all the existing categories defined in the database. See "Categories".
   The selected users have access to any categories that have a marked check box.

4. Mark or clear check boxes as desired.

5. Click OK.

Accessing "View" Mode on a Subset of User Accounts

1. From the side bar, click All Users. All the user accounts will appear in the Account Management window.

2. Select one or more users (use SHIFT or CTRL keys while clicking to select multiple users), and then right-click on them and select View from the shortcut menu.

3. The subset of selected records will appear in View All Mode.

Deleting User Accounts

1. From the side bar, click All Users. All the user accounts will appear in the Account Management window.

2. Ensure the user list is in Picture Mode.

3. Select one or more users (use SHIFT or CTRL keys while clicking to select multiple users), and then right-click on them and select Delete from the shortcut menu.

4. A warning message will appear asking if you really want to delete the selected user(s).

5. Click Yes if you're sure you want to delete the selected account(s).

Exporting User Accounts as a .dpusers File

1. To export all users, from the side bar, right-click on All Users and choose Export.

2. To export a single user account:

   - From the side bar, click All Users. All the user accounts will appear in the Account Management window.

   - Ensure the user list is in Picture Mode.

   - Right-click on a user's picture and choose Export.

3. A Save As dialog box appears.

4. Use the dialog box and navigate to a directory of your choice.

5. Change the name in File name box if desired.

6. Click Save. The software exports the selected user or users into the .dpusers file.

Importing an Exported .dpusers File into the Current Database

1. From the side bar, right-click on All Users, or right-click in the main view of the Account Management window.

2. Choose Import.

2. An Open dialog box appears.

3. Navigate to the directory containing the .dpusers file.

4. Select the .dpusers file and click Open.

5. The software imports the selected user or users into the database.