Defining Personify Users

From the User Maintenance (PSM001) screen, once you create a user, you can add the user to organization units, security groups, and personas.

Security groups must be defined before you begin.

When users log in to Personify, the default password is the same as the User ID.

Permission changes can be made while the user is in the application, but the changes will not take effect until the user logs out and logs back in to Personify.

From the User Maintenance screen, you can perform the following using the task bar:

· Reset password

· Import permissions to other users

· Review assigned applications and access points

· Show login history

To define users:

1. From the Security Central screen, click Define User.

2. Click Create New Standard User.
The User Maintenance screen displays, as shown below.

3. Enter the User ID.

The User ID field does not accept any special characters. Any special characters entered in this field will be automatically changed to an underscore "_".

4. Enter the User Name.

5. Select the Language from the drop-down.
Values are populated based on the options defined on the Language Maintenance screen.

6. Enter the user’s information as needed. The options include:

· Broadcast User ID

· Broadcast Password

· Email

· Reply to Email

· Fax

· Name on Fax

7. If necessary, select the Account Expiration Date.

8. If necessary, click the Customer link and search for the individual to link to a user.

9. If necessary, click the Primary Search Group link and search for a Primary Search Group to link to a user.

10. In the User Options section, check the appropriate checkboxes:

· Is User Active?

· Require Password Change?

· Is Network Account

· Is Super User?

· Is User Locked?

· Is Administrator?

· Allow Email Alert?

11. The Assigned Organizations tab displays a list of the organizations and organization units to which you can assign the users. Click the + next to the appropriate organization to expand it. Double-click the organization unit to which you want to add the user.
The red X changes to a green checkmark.

If you have multiple organizations, you can make one the default. To do this, highlight the organization unit you want to make the default for this user, double-click it so a green checkmark displays next to it, and click the Make Default link. The default organization unit displays in bold.

12. In the Assigned Security Groups tab, you will see a list of security groups for the organization units selected in step 9. Click the + next to the appropriate security group to expand it. Double-click the security group you want to set for the user.
The red X changes to a green checkmark.

13. In the Assigned Personas tab, you will see a list of personas. Click the + next to the appropriate persona to expand it. Double-click the persona you want to set for the user.
The red X changes to a green checkmark. Users can only use one persona at a time, but they can change the persona within the application without logging out.

14. Click Save.
The Generate Password screen displays where you can set the first login password.

Screen Element	Description
Network ID	Read-only text box. As of the 7.2.3 release, the NETWORK_ID column was added to the PSM_USER table and this screen. This field only displays for network users, i.e., when the “Is Network Account?” checkbox is checked. When you save the network user, the NETWORK_ID column is set as the same value as the USER_ID column in the PSM_USER table. You cannot change the Network ID field, but you can change the User ID field, which will in turn change the Network ID.
User ID	Text box. A unique ID for the user. This ID is used when signing into Personify. As of the 7.2.3 release, this field defaults based on the first character of the user’s first name and up to 19 characters of the user’s last name.
User Name	Text box. The long name or description of the User ID.
Language	Drop-down. The language used for this User ID inside the application. The screen captions and messages will display in this language.
Broadcast User ID	Text box. The ID of the broadcast user. This is the username needed to log in to Xpedite.
Broadcast Password	Text box. The password of the broadcast user. This is the password needed to log in to Xpedite.
Account Expiration Date	Drop-down. You can set a user account expiration date so users cannot access their account after a specific date. This functionality exists for cases where organizations hire temps that should only need access for a given amount of time. The user can no longer log in after this date.
Email	Text box. The email address of the user. It is used in the Contact Tracking module to send an email to this user.
Reply To Email	Text box. The email address to which the user wants reply emails to be sent.
Fax	Text box. The fax number of the user. It is used in the Contact Tracking module to send an email to this user.
Name on Fax	Text box. The name that appears on the fax when it is sent from the fax number.
Account Expiration Date	Drop-down. The date on which the user’s account expires (if any). The user cannot log in to this account after the expiration date. Accounts with expiration dates are typically created when an association hires a temp or conducts training.
Customer	Link. When clicked, the Customer Chooser displays where you can select an individual customer to link to a user so that the application recognizes the user as a fundraising solicitor or sales person.
Primary Search Group	Link. When clicked, the Primary Search Group Chooser displays where you can select the primary search group (subgroup that is typically a chapter) to be used in searches for the user. To delete the Primary Search Group selected here, right-click the group name and select Clear.
User Options
Is User Active?	Checkbox. When checked, indicates the user is active.
Require Password Change?	Checkbox. When checked, indicates the user must change the password upon logging in to Personify. The password is no longer set to the same as the User ID. Instead, it is generated as an encrypted password that complies with RegEx standards. See Resetting a User’s Password for more information.
Is Network Account?	Read-only checkbox. When checked, indicates the user account is the network account, and the Active Directory is enabled. See Enabling Active Directory for more information. If the user's network password CANNOT contain a pipe ( \| ) character. The system will display a message that the network credentials are incorrect if so.
Is Super User?	Checkbox. When checked, indicates that the user is a super user. A super user can view all screens in all personas, regardless of other security groups. However, if organization unit segmentation is defined, those segmentation rules still apply to the super user. Typically, this checkbox is unchecked because it allows the user to bypass screen and menu security. Only super users can create other super users on this screen.
Is User Locked?	Checkbox. When checked, indicates the user is locked out of his or her workstation. Personify limits repeated access attempts by locking out the user ID after six attempts. If this occurs, the user can try to log in again in 30 minutes, or the administrator can access this screen and uncheck this checkbox.
Is Administrator?	Read-only checkbox. When checked, indicates the user performs administrator tasks and should have administrator rights. The properties of an administrator include being a super user, has access to Application Designer and Database Designer, can publish screens, can use debug tools, and has permission to admin screens and access points.
Allow Email Alert?	Checkbox. When checked, indicates the user is allowed to receive email alerts from the Personify system through Contact Tracking alerts.