Group_User Security Maintenance - Users view

Use the Users view of the Group Security Maintenance window to:

maintain user preferences
view the security groups that the user belongs to
maintain the security groups that the user belongs to

Note: This is the same information as the user sees when they select File > Preferences.
authorise which general ledger codes the user can use.

Opening the Users view

To open the Users view:

Select Module > System > Group/User Security Maintenance.
The Groups view of the Group/User Security Maintenance window is displayed.
Click Users.
The Users view of the Group/User Security Maintenance window is displayed.

Group Security Maintenance window - Users view key fields and buttons

Search

Use the search field to search for users.

Users grid area

This searchable area shows the list of Synergetic users.

Each entry is identified by

user
name
Synergetic ID.

Groups Belonged to grid area

This shows the groups that the user belongs to.

A user can belong to several security groups. If they belong to more than one group, they get the superset of permissions of all the groups that they belong to.

For example, you can have a Teachers base group and a Head of House group that only contains the extra permissions above the Teacher group. Users who are heads of house then belong to both Teachers and Head of House.

There are two special groups to be aware of:

BoardersOnly. This forces Boarders on the Student Maintenance search window. For example, this is useful for overnight boarding, nurses or staff.
SynSuperUser. A member of this group has unrestricted access to the entire system. That is, Select, Update, Insert and Delete permissions are ignored for this group.

Note: Do not delete the SynSuperUser group. SynSuperUser is created automatically when you install Synergetic. It gives access to all resources, so should never be allocated to a normal user.

Tabs

The Users view has five tabs:

Preferences tab
Login tab
General Ledger tab
Permissions tab
Action Centre tab.

Group/User Security Maintenance window - Users view - Preferences tab fields and buttons

Options area fields

Field	Description
Message Boxes Beep	If this is selected, your computer makes a sound whenever a message window is displayed. By default, this field is cleared.
Use ID as initial search field	Cursor is positioned in the ID field rather than the Surname when opening a search selection screen. By default, this field is cleared.
Auto Show Favourite Reports	When opening Synergetic Crystal Reports, automatically shows the favourites rather than what is in the module. By default, this field is selected.
Student Search Default Active Flag	Select to make the Active field in the Set Current Student Search Criteria window to default to Yes.
Initial Data Edit	Indicates whether the user is placed in Edit Mode, or whether they have to press F8 or click the data editing icon on the toolbar. When data editing is on, the user can make changes to the data. If it is off, Synergetic prompts the user to turn it on if they attempt to make a change. By default, this field is selected. Note: We recommend that this is selected for advanced users only as it increases the chance of changing something by mistake.
Drop Down Main Selection Menu	If this is selected, the main menu items appear as a drop-down list: If it is not selected, the menu appears in a separate window:
Override Automatic Shutdown	Select to override the organisation-wide automatic shutdown timings. Set the Timeout period (mins). This can be changed by users in File > Preferences if they have the appropriate permissions. For other users, this is a useful security measure.
Allow Drag and Drop from Outlook	Select to allow the user to drag and drop emails from Microsoft Outlook into Correspondence tabs in Synergetic.

Grids area fields and buttons

Fields

Field	Description
Old Style Grids	Select to display grids using the old view with horizontal lines.
Auto Turn on Grid enhancements	Synergetic automatically enables column sorting and filtering on all grids that can support it. Note: This may result in grid header titles being truncated to fit the column sort icon.
Show Horizontal Lines	Select to show horizontal lines in grids.
Show Vertical Lines	Select to show vertical lines in grids.
Alternate Row Colours (Zebra effect)	Select to use alternating row colours in grids.
Alternate Row Colour	Used to define the alternate row colour when the Alternate Row Colours (Zebra effect) field is selected.

Buttons

Field	Description
	Apply the default alternate row colour.

General area fields

Field	Description
Auto Email Spell Check	Allows you to configure automatic email spell checking. Yes (Before sending out your email) No (Spell check manually) Default (Based on global settings).
Initial Email Format	Allows you to configure automatic email formatting. Yes (HTML editor) No (Plain text) Default (Based on global settings).
Student File Year	Override the student file year for the selected user.
Term	Override the term or semester for the selected user.
Default File Type	Set the default file type used. For example, a user who regularly works with co-curricular classes such as a music teacher.
Default Campus	Set the default campus used. For example, a user who is working with junior campus students only.
Default Campus Enforced	Select this field so that the user can only work with the default campus, when a default campus is used. This setting is ignored when the default campus is blank.
Default Sub School	Allows you to select the default sub-school to work in. See luSubSchool lookup table.
Default Document Classification	Select the default document classification that should be applied when creating documents in DocMan and when sending emails.
Override System Default	Select to use the Default Document Classification field to set the default documentation classification in DocMan instead of the default classification defined by the system administrator. See Document:Classification configuration setting in the System maintenance manual for more information.
Spell Checker to use	Spell checker to use can be: Standard, which is the default Microsoft Office (supported versions). Note: The last option launches Microsoft Word, and so can take some time to start up.
Menu Toolbar Style	Select whether the main module toolbar is: displayed all the time displayed only when no programs are open never displayed. Tip: Hiding the mail module toolbar can be useful to provide more screen space if the user does not change programs much.
Menu Toolbar Images	Select the style of toolbar images you want: System Default - use the toolbar images set as the default. See IconSet configuration setting in the System maintenance manual. Windows 8 look. Synergetic V65 early beta - use the toolbar images from version 65. Synergetic V64 and prior - use the toolbar images from version 64 and earlier. Synergetic Retro - use the original toolbar images.
Menu Toolbar Images
Show Captions	Turns the captions underneath the toolbar icons on and off.
Show Captions
Lookup Search Method	Select the method used to search lookup table records in drop-down lists. You can select: Traditional to search using the code only Enhanced to search for part-matches.

Group/User Security Maintenance window - Users view - Login tab

Field	Description
Change Password Next Login	If you are using SQL authentication, you can prompt the user to change their password when they next login. This ensures the user changes their password at next login. This is useful if you have set up a temporary password for them.
Last Login Date	Date and time when the user last logged in.
Password Never Expires	If you are using SQL authentication, you can allow users to use the same password indefinitely, if your organisation's policy permits it. This is useful as it allows users to control their password and when they change it, if at all. This avoids the problem of people writing down their passwords.
Last Password Change Date	Date and time when the user last logged in.

Group/User Security Maintenance window - Users view - General Ledger tab

Fields

Field	Description
Authorise to Selected accounts	Select to authorise the selected user to use the general ledger codes listed in the grid area. See the button.
Authorise to ALL accounts	Select to authorise the selected user to use all general ledger codes used at your organisation.

Buttons

Button

Description

Select the general ledger codes if the Authorise to Selected accounts option is selected for the user.

The Maintain GL Codes window is displayed.

To select general ledger codes to add to the list for the selected user:

Display general ledger codes by first selecting a range of either:
• general ledger chart of accounts
• general ledger cost centres
• general ledger divisions.
Based on the selected range you can also display:
• selected or available entries
• active or inactive entries.
Select the required general ledger codes.
Click when done.
Repeat steps 1 through 4 to add more general ledger codes.

Group/User Security Maintenance window - Users view - Permissions tab

The Permissions tab displays all the security resources for which the user has at least one permission.

This is displayed in a grid similar to the Groups view. For details, see Group/User Security Maintenance - Groups View.

Group/User Security Maintenance - Users view - Action Centre tab

Grid area fields

Field	Description
Type	Type of Action Centre notification. Either: message task error.
Message Type	Description of the message.
Database	Database where the Action Centre notification is stored.
Group / User	Level of subscription. You can be subscribed as either: group user.
Email	Whether the current user receives email notifications for the currently selected Action Centre message type. Note: Groups of users can be subscribed to Action Centre email notifications using the Action Centre Types group security resource.. See Group/User Security Maintenance - Groups View.
Unactioned Task	Status of unactioned Action Centre tasks. You can either: Select the Read Only field: The Action Centre task is marked as a message and the message icon is displayed. Leave the Read Only field blank: The Action Centre task is remains a task and the task icon is displayed.
Actioned Task	Status of actioned Action Centre tasks. You can either: Select the Read field: The Action Centre task is marked as a message and the message icon is displayed when the task is actioned. Leave the Read field blank: The Action Centre task remains a task and no icon is displayed when the task is actioned.

Fields

Field	Description
Subscription Level	Subscription level for the selected group is either: Group Only Group and User. Click to change the level. See below.
Show Summary Panel on Hover of Action Centre Icon	Select to allow users to hover their mouse over the Action Centre icon to review the summary panel. Otherwise they need to click to display it.
Always Show Summary Panel	When selected, show the summary panel when the users start Synergetic.
Position	Where to position the summary panel when users start Synergetic.
Create Reminder Messages in Action Centre for Tasks	Select to create reminder messages in the Action Centre for tasks, with the reminder created based on the: due date of the task Days before the Due Date for Reminder field. Clear to turn off reminder messages.
Days before the Due Date for Reminder	Number of days before the due date, if reminder messages are created in the Action Centre for tasks.
Create Overdue Messages in Action Centre for Tasks	Select to create reminder messages in the Action Centre for overdue tasks. Clear to turn off overdue reminder messages.
Receive emails for non-subscribed messages	Select to allow the user to receive email notifications for unsubscribed messages. Note: To maintain Action Centre message type permissions, see Group/User Security Maintenance - Groups View.
Action Centre Active	Clear to deactivate the Action Centre. Note: Task messages are still generated for users when the Action Centre is deactivated. This ensures that employees returning to work after leave have a record of all tasks generated during their leave.

Buttons

Button	Description
	Toggle between Subscription Level, described above. The following dialog is displayed when you attempt to switch from a Group and User subscription level to a Group and User one.
	Maintain subscriptions for the selected user. filter for All, Subscribed or Available records select Subscribed next to one or more records.

Common buttons

Button	Description
	Create a new Synergetic user. See Creating new users.
	Maintain users in the highlighted group. See Adding multiple users to a security group.
	Add a security group to the groups that the user belongs to. See Adding groups to user security groups.
	Delete the user from the highlighted group in the Group Belonged to grid area.
	Launch into Community Maintenance for the selected user. See Maintaining community members in the Community manual.
	Apply the updates you have just made to the user's details.
	Do not apply the changes you have made to the user's details.