Transflo DMS Users, Groups, and Permissions

The TRANSFLO® Administration Tool uses groups and permissions to administer (restrict or grant) access to information in TRANSFLO® applications.

  • A Group is a defined set of Document Classes, Queues, and Aliases grouped together under a unique name.

  • A Company User is an employee (or in some cases, an application) who is granted access to one or more Groups.

  • Each Company User is granted a unique User ID, as well as a Password.

When an employee logs into a TRANSFLO® application with a User ID, that employee can see data based on the Document Classes, Queues, and Aliases associated with the Groups assigned to that User ID. In addition to Company Users, the TRANSFLO® Administration Tool also provides the ability to configure global users who have access to all settings configured in the Administration Tool.

You can create, search, modify, and delete groups.

 

 

  1. In the menu tree, click the Groups and Permissions menu item.

  2. On the Groups and Permissions Administration page, click the Add button.

  3. On the resulting Add/Edit Groups page, in the Name field, enter a name for this group.

  1. (Optional) If users belonging to this group should have administrative access, select the Administrative check box.

    Note: If a group does not have administrative access, the access of each user belonging to that group will be limited to changing his or her personal account information.

    No other information will be viewable.

  2. If you want the Users in this group to have access to the Exception Manager without access to any other part of the Administration Tool, select the Exception Manager check box and ensure the Administrative check box is not selected.

    These Users are known as “Exception Manager Power Users.”

    If the Administrative check box is selected, the Exception Manager check box will be automatically selected and disabled.

    Note:Exception Manager Power Users will only be able to process Documents within Exception Manager for Document Classes these Users have access to.

  3. (Optional) If Users belonging to this group should have the authority to reject documents, select the Reject documents check box.

  4. (Optional) If desired, type a description of this group in the Description box.

    Note: Once Users have been assigned to this group, their User IDs will be displayed in the Group Members box when the Group’s settings are viewed in the future.

  5. (Optional) If your company uses LDAP security, select an LDAP group from the LDAP Group Name drop down list.

    Note:TRANSFLO® only supports LDAP groups in a single domain defined in the Security menu.

    At the bottom of the Add/Edit Groups page, click the down-arrow button to expand the Permissions area.

    The expanded Permissions area reveals additional settings for the Group.

    From here, the Group can be associated with Document Classes, Queues, and Aliases.

  6. The Document Classes that have been created in TRANSFLO® Administration Tool are listed in the Available Document Classes box.

    1. To associate a Document Class with this Group, click the name of the Document Class in the Available Document Classes list box, and then click the right-arrow button to move the Document Class to the Selected Document Classes box.

    2. To select multiple Document Classes, hold the [Ctrl] key while clicking the Document Classes.

    3. To remove a Document Class’ association with this Group, click the appropriate Document Class in the Selected Document Classes box, and then click the left- arrow button to return the Document Class to the Available Document Classes box.

      Note: The Global Admin (built-in) User is automatically given access to all Document Classes across Companies if one of the Global Admin’s Document Classes is associated with at least one Security Group.

  7. The Queues that have been created in the Administration Tool are listed in the Available Queues list box.

    1. To associate a Queue with this group, click the name of the Queue in the Available Queues list, and then click the right-arrow button to move the Queue to the Selected Queues box.

    2. To select multiple Queues, or to remove a Queue’s association with this Group, refer to the instructions in step j.

  8. The Aliases that have been created in Administration Tool are listed in the Available Alias list box.

    To associate an Alias with this group, click the name of the Alias in the Available Aliases list, and then click the right-arrow button to move the Alias to the Selected Aliases box.

    To select multiple Aliases, or to remove an Alias’ association with this Group, refer to the instructions in step k.

  9. When you have finished configuring the Group, click the Save button to save the Group’s settings.

    If you do not wish to save the Group’s settings, click the Cancel button.

  10. Once the Group settings have been saved, the Groups and Permissions Administration page reappears in the work area, and now includes the Group that was added.

    Note: The first Group will have an ID of 3 and additional Groups’ IDs will increment from that point forward.

    The first Group has an ID of 3 because the first two Groups are automatically generated by the TRANSFLO® Administration Tool for use by Global Administrators.

To edit the settings for a group:

1. In the menu tree, click the Groups and Permissions menu item.

The Groups and Permissions Administration page appears in the work area.

2. Click the name of the desired Group to select it, and then click the Edit button.

The Add/Edit Groups page appears in the work area.

Follow the instructions for configuring a Group, found in steps c-n in the previous section.

3. When you have finished modifying the Group, click the Save button to save the Group’s new settings.

If you do not wish to save the changes to the Group’s settings, click the Cancel button.

To search for a Group, enter a wild card search in the Find Group box, and click the Find Group button.

To clear your search click the Reset button.

  1. In the menu tree, click the Groups and Permissions menu item.

    Result: The Groups and Permissions Administration page appears in the work area.

  2. Click the name of a Group to select it, and then click the Delete button.

  3. You are prompted to confirm that you wish to delete the Group.

    • To delete the Group, click OK.

    • If you do not wish to delete the Group, click Cancel.

 

You can create, modify, and delete company users.

 

To add a Company User and assign the Company User to a Group:

  1. In the menu tree, click the Company Users menu item.

    A list of Company Users is displayed in the work area.

  1. To create a new Company User, click the Add button.

    The Company User settings page appears in the work area.

  1. By default, all new Company Users are enabled, and the Enabled check box at the top-right corner of the page is selected.

    If you do not wish for this new Company User to be enabled, clear the Enabled check box.

    The user can be re-enabled in the future.

  2. In the Login ID/Email Address box, type a unique Company User name.

    If your organization uses e-mail addresses as its user ID convention, type the Company User’s email address.

    This will be the Company User’s login name.

  3. (Optional) In the First Name box, type the Company User’s first name.

  4. (Optional) In the Last Name box, type the Company User’s last name.

  5. (Optional) In the Email box, type the Company User’s email address.

  6. Select the Groups to which you wish to add this Company User.

    To do this, click a desired Group listed in the Available Groups list box, and then click the right-arrow button to move the Group to the Selected Groups list box.

    To select multiple Groups, hold the [Ctrl] key while clicking the desired Groups.

    To remove this Company User from a Group, click the appropriate Group in the Selected Groups list box, and then click the left-arrow button to return the Group to the Available Groups list box.

  7. In the Password box, type an initial password for this Company User, and then re-type the password in the Confirm Password box.

    If the Company User desires, he or she can change this password later.

    Note: Passwords must be between 8 and 50 characters in length.

    It is good practice, but not required, to include both alphabetic and numeric characters in passwords.

  8. When you have finished configuring the Company User, click the Save button to save the Company User’s settings.

    If you do not wish to save the Company User’s settings, click the Cancel button.

  9. Once the Company User’s settings have been saved, the list of created Company Users is displayed in the work area.

    Note that if the Company User that was just created was not enabled (you cleared the Enabled check box while creating the Company User), the new Company User will not be displayed in the list unless the Include Disabled Users check box, located at the top of the page, is selected.

To edit a Company User’s settings:

  1. In the menu tree, click the Company Users menu item.

  1. A list of Company Users is displayed in the work area.

    Click the name of the desired Company User to select it, and then click the Edit button.

    Note: If the Company User that you wish to edit is not listed, select the Include Disabled Users check box at the top of the page.

    If the Company User is not currently enabled, it will not be displayed in the list unless this check box is selected.

  2. The Company User settings page appears in the work area.

    Follow the instructions for configuring a Company User, found in steps b through j in the previous section.

  3. When you have finished modifying the Company User, click the Save button to save the User’s new settings.

    If you do not wish to save the changes to the Company User’s settings, click the Cancel button.

  4. The new user is added to your list.

    To search for a Company User, enter a wild card search in the Find User box, and click the Find User button.

    To clear your search click the Reset button.

  1. In the menu tree, click the Company Users menu item.

  2. In the Company Users list, click a company user.

  3. To view all users (enabled or not enabled), select the Include Disabled Users check box at the top of the page.

  4. Click the Delete button.

  5. In the confirmation message box, click OK.

    Result: The page refreshes and the deleted company user no longer appears in the list.