Users

Users contains all of the employee listings within a company. The User list contains both users and non-users of the system. Depending on system setup there may be automated settings setup to assign access to employees. The below information outlines the manual creation and updating of user records.

Create a New User

1. Select New User.
2. Complete First Name, Last Name and Email.
3. The Username field will populate with the email address.
4. Enter Employee ID.
5. Enter the Phone number as applicable.
6. Select the Occupation from the drop down list. If appropriate a Secondary Occupation can also be selected.
7. Select en-AU as the Locale.
8. Select the Manager for the person as applicable.
9. Select if Login Required. Once Login Require a password can be set and the groups for the person to be a member of can be selected from the drop down list.
10. Add a User Picture as applicable.
11. Select Hierarchy values for the person to be assigned to.
12. Select Create.

Reset Password

1. Double click the User to open the User Record.
2. Enter a new password in the Password field.
3. Retype the password in the Retype Password field.
4. Select Save.

Archive a User

1. Search the User to Archive in the User list.
2. Select the user clicking once.
3. Using the menu toolbar select Archive User.
4. Select Yes to confirm the Archive.

Restore a User

1. Chant the Archived column from False to True to display all Archived Users.
2. Select the user to Restore clicking once.
3. Using the menu toolbar select Restore User.
4. Select Yes to confirm the Restore.
5. If the User is to login to myosh select Login Required and complete the password and groups required.

Hierarchy Restrictions

General Principles

Each individual User can have a hierarchy restriction applied to their User record. The purpose of the hierarchy restriction is to restrict access to records other than what is relevant to the User. In some circumstances it may be relevant to restrict access to site specific records and in this instance hierarchy restrictions can be applied to enable this.

Applying a hierarchy restriction to a User will result in the restriction of records across all modules. There are instances when this may not be required and the restriction can be lifted for certain fields within a record. See information on the following pages for instruction to complete this.

Applying hierarchy restrictions based upon one level of the hierarchy is the recommendation. Applying more than one hierarchy restriction to a User record can be achieved although it often leads to issues with data access. Thorough testing of restrictions is advised prior to using the system.

Applying a single Hierarchy restriction to a User record

1. Open the User record to apply the hierarchy restriction to.
2. In the hierarchy access area of the user record select Edit.
3. Select the level of hierarchy that the User is going to be restricted to e.g. Department.
4. Select the value of the hierarchy to restrict to e.g. OH&S.
5. Select the single right arrow to move the selected site to the list.
6. Select Ok.

In the above example the User record will now be restricted to being able to log and view records across all modules that relate to the Department OH&S.

Applying more than one Hierarchy restriction to a User record

1. Open the User record to apply the hierarchy restriction to.
2. In the hierarchy access area of the user record select Edit.
3. Select the level of hierarchy that the User is going to be restricted to e.g. Site.
4. Select the value of the hierarchy they are to be restricted to e.g. Head Office.
5. Select the single right arrow to move the selected site to the list.
6. Repeat the above steps for another restriction e.g. Department and Maintenance.
7. Select Ok.

It is important to be aware that when more than one hierarchy restriction is put in place the restriction will apply to the highest level of the restriction needing to be selected in order to log the record or view the record. If a record was logged at Site Head Office with Department Maintenance the records would be visible. However, if a record was logged at Site Head Office with the Department as Corporate the record would not be visible to the User. This is because the restriction takes effect from the highest level which is the Department.

This would lead to being only able to log records that are both at the Maintenance Department and Head Office Site. Records visible would only show if Department Maintenance was selected and Site Head Office. If there had been an incident logged and the Department was Administration and the Site Head Office the record would not be visible based on the above scenario.