User Management Identity Tab Definitions WebTMA 7

The User Management > Records / Identity Tab includes a number of Sections and Sub-sections. While many of the fields in these Sections are self-evident, others are not. Definitions for fields that may not be obvious are included in the following Section descriptions.

General Information Section

While the majority of fields in this standard WebTMA window Section are name and address fields, the following definitions may prove useful.

Default From Email Mark this check box if you want this User's name to appear by default in the From field of automatic email messages sent within WebTMA for records generated when this User is logged in. See Hierarchy to Determine "From" Email Address below for full information.

URL Login You have the option to generate a URL and send it to users. They can save or bookmark the link to bypass login. Caution: Be sure to remind Users to lock their computer whenever they step away from their desks. Other people can also click the link to create requests or cause general mischief from an unlocked computer.

Locked Out This applies when your organization locks out Users after they enter an incorrect password the maximum number of times. A check mark in this box can be cleared by another User with appropriate permission to allow the User to try to log in once more.

Organization Unit An alpha-numeric field used exclusively for a client's reference. Text entered in the field is not included in standard reports.

Preferred Language Your WebTMA Administrator determines the default language used in the application; however, individual users’ preferred settings can be made in this field. The field is also available from File > Personal Info. If you change the personal or User record settings, log out of the system. When you log in again, you can see the language change. Note that words entered by your users in text fields are not translated (Comment field, Name field, Request, etc.).

Access Section

Look to the Access Section to define the Role for the named User and make default settings or set mobile options.

Anonymous Access Only This is used with the Service Request Portal module to set up an anonymous user login. It is used to provide access to anonymous forms for that module. With the check box marked, the Anonymous User cannot log in to the application.

CellularTMA Mark this check box to allow the user to log in to the cellularTMA application.

Contractor When the Role selected is Contractor, select the name of the Contractor. These are records created from Organization > Vendors. Check Set as Global Default to automatically populate the Contractor field with this Contractor's name when creating new records.

License Group

Mobile Access Only  Mark this check box if the User can log in from mobile applications but not from WebTMA.

Mobile General Inspections  If you use the General Inspections module, the User can be designated as eligible to make General Inspections using a mobile device.

mobileTMA  Mark this check box if the user is authorized to log in using mobileTMA.

Requestor  When the Role selected is Requestor, select the name of the Requestor. These are records created from User Management / Requestors. Check Set as Global Default to automatically populate the Requestor field with this Requestor's name when creating new records.

Role  Select the type of User record being entered. The selections are: Admin, Contractor, Requestor, Technician, and User.

Technician When the Role selected is Technician, select the name of the Technician, which originates from Organization > Repair Center > Technician. Check Set as Global Default to automatically populate the Technician field with this Technician's name when creating new records.

WebTMA GO  Mark this check box if the user is authorized to log in using WebTMA GO

NOTE About Global Defaults: You have the option to establish a Global Default for Requestor, Technician, and/or Contractor on the Identity Tab. The Global settings apply to all windows in WebTMA. When a Global Default is set, the designated Technician, Requestor, or Contractor name displays throughout the application in fields with that label. The name in the field can be overwritten on any window if needed.

Electronic Authorization Section

Use the Sub-sections of this Section to grant authorization permission, dollar limits, and approval levels for Projects, Purchases, Estimates, and Other items.

Each Electronic Authorization Sub-section displays check boxes for windows related to the function, for example, you can give permissions for Purchase Requisition and Material Requests but disallow Purchase Orders and PO Change Orders. You can mark the check box and add dollar amounts to any of the Sub-sections.

If this User will also authorize Work Orders and Estimates, be sure to add a number in the Approval Level field of the Other Sub-section. This is not a dollar value, simply a ranking. Higher numbers indicate more authority. It is also used on the Task window where Approval Requirements include a Minimum Level entry.

NOTE: Electronic Authorization settings apply if Approval Routing System in Client Info / Preferences is denied.

Image Section

The Image Section is found on many windows. If you want to add or delete a photo or drawing, use the + and - buttons in Add or Edit mode to upload or delete an image.

To add an image in Add or Edit mode:

1. Select the plus button in the Image Section.
2. Choose the Upload button.
3. Select the desired file.
4. Choose the Set Image button.

Hierarchy to Determine "From" Email Address

Automatic email messages sent within WebTMA (for records generated when a User is logged in) follow certain rules to determine a “From” email address. Note this is determined based on the Default From Email check box in the User Management / Identity Tab–General Information Section.

 If the Default From Email check box is marked, the hierarchy is:

1. Logged-in user email
2. Repair Center Mailbox Name
3. Dispatcher email
4. Client email
5. webtma@tmasystems.com

 If the Default From Email check box is not marked, the hierarchy is:

1. Repair Center Mailbox Name
2. Dispatcher email
3. User email
4. Client email
5. webtma@tmasystems.com