Path: Admin > User Management > Records / Preferences Tab
Use this Tab to give the user general permissions similar to the Admin > Client Info / Preferences Tab. A few of the user-related fields are similar to the client preferences, but most are unique to an individual. Note that the Privileges Tab is used for more restrictive actions.
Click Edit on the WebTMA toolbar and select your choice of the visible options. The following list defines all fields available for User/Admin roles. If the selected role is Technician, Requestor, or Contractor, fewer options are visible.
Mobile Access Note: Preferences that appear on both the Mobile Access – Auxiliary Subtab and the Preferences Tab reference the same setting on the User account or Group. The presence of a setting on the Mobile Access Tab merely indicates that the setting affects the mobile applications; the settings on the Preferences Tab affect the related functionality of WebTMA. These identical settings appear on both Tabs for your convenience in configuring mobile and web users. To ensure that user Preferences are applied consistently, be sure to apply the same setting values to both the mobile and web Tabs.
Time Zone. Select the user's time zone. In the database, all date-time fields on records created by users are stored as GMT (Greenwich Mean Time).
The application checks three hierarchy levels: User, Client Info, and default (U.S. Central Time zone). A time zone set for a User record has priority over the Client Info time zone.
If your organization spans different time zones, setting a User Time Zone assures an accurate reflection of local time. For example, if User A is set for GMT-06:00 and User B is set for GMT-05:00, each user will see his or her own time zone reflected in date/time fields.
Date Format. Select the user's preferred date format from the options available: MM/dd/yyyy; dd/MM/yyyy; dd.MM.yyyy; or yyyy/MM/dd.
RI-Allow Close Area. If True, the Close check box on the RI Inspection Area Edit popup window (found from Organization > Areas > RI Inspection) is enabled. This allows an inspection area to be closed regardless of whether any points were inspected. This has the same value as the RI-Allow Forced Closure setting on the Mobile Access Tab. See Mobile Access Note above.
Batch Close Work Order. This preference allows the user to close several work orders using the WO Browse function.
Create Private Queries Only. For users who can create queries, this limits the query to their personal use.
Default Private Queries Only. This sets the default to limit queries to private when created by this user. This is similar to the Admin > Client Info / Preference option to Default New Queries to Private.
Enable Fixed / Floating PM Buttons. With this option set to True, the user has permission to set PMs to either fixed or floating.
Generate PM. This option controls the Check PM link on the Work Order window Action Menu. If the True, the Action Menu link is enabled.
Display Key Bitting. For users of the Keys module, this option allows the user to see the bitting code for a key. This is sensitive information and should be restricted to trusted employees.
Allow to Populate Work Order Finish Date. Unless this preference is True, the user cannot enter a date in the Finish Date field from the Work Order / Identity Tab. See Mobile Access Note above.
Allow to Populate Work Order Close Date. Unless this preference is True, the user cannot enter a date in the Completion Date field on the Work Order / Identity Tab. See Mobile Access Note above.
Delete or Modify All Documents. When given this preference, the user can edit or remove any files from the Linked Documents popup (opened from the Action Menu).
Remove or Modify Exchange Rates. Applies to a feature available in a future release.
Allow to Modify Master Task. Grants the user permission to make changes to Organization > Task > Records marked as Master Task on the Identity Tab.
Allow Drag & Drop Functionality on Total View. When True, you can drag and drop Total View items within the same view to different sites. For example, in the location view, you can drag and drop an item such as a vehicle from one facility to a different facility.
Clear Info on Login. When True, the Work Request window opens in Add mode with information from the previous request removed.
Disable CAFM Prerequisite Page. CAFM has a one-time, stand-alone installation of the application. However, if you use Firefox, the browser attempts to install CAFM each time you open the module. This preference prevents the browser from trying to install CAFM again. Note that Internet Explorer respects the install and does not require this preference.
Do Not Prompt For Remote Print. Mark this preference as True to eliminate the popup asking for remote or local print. This is included for users who only print locally.
Allow Invoice Matching. When this preference is True, the Invoicing feature can be used on a PO-by-PO basis.
Default Report Format. Select the usual format for this user's reports such as .pdf, .html, and Excel.
Default Print Size. Select the default size paper in your printer such as A4 or 8-1/2 x 11. This is the default that shows on the Report Writer Properties Tab when this user creates a new report.
Invoice Override. Mark as True if the user who can match invoices is also allowed to approve the invoice even if the numbers do not match.
Allow View of Technician HR Tab. Mark as True to give the user permission to view the HR Tab on the Technician window (Organization > Repair Center > Technician / HR).
ECRI User Name. Enter the User Name assigned by ECRI as part of the credentials needed to access ECRI web services.
ECRI Password. Enter the Password assigned by ECRI as part of the credentials needed to access ECRI web services.
ECRI Organization ID. Enter the Organization ID assigned by ECRI as part of the credentials needed to access ECRI web services.
Allow Unreceiving for Purchase Orders. Mark as True if the user has permission to use the Unreceive link on the Action Menu of the Receivings window.
Load Single Task WO on Double Click. This is the same option found in Client Info / Preferences Tab. If marked on either window, the Single Task Work Order window opens when work order links are clicked from windows such as Equipment or when using the Create Work Order link on the Action Menu. This does not apply to menu selections. If the option is True on the user Preferences Tab, the Single Task Work Order window opens even if the Client Info / Preferences option is not checked.
Default Currency. Select the currency most frequently applied by this user.
Scheduler Type. Select the type of display you want to use for the Scheduler window. 'Modern' displays the schedule using Kendo HTML5 Gantt. Using 'Modern' gives you a graphic display that avoids using Silverlight, which has been deprecated by Microsoft. Note that a setting selected in this field takes priority over the same selection in Client Info / Preferences.
Automatically Open Print Dialog for Reports. This applies to HTML format. When True, the Print Dialog popup always opens so the user can select the desired printer for a hard copy.
Update user groups on LDAP login. This preference ensures that the LDAP user's groups remain synchronized with their Active Directory groups. When a user signs in and this setting is True in their User record, the group list is retrieved from the LDAP server and compared with the linked groups in WebTMA. Any new groups are activated and any outdated groups are deactivated. For users with this setting marked True, do not manually configure their group within WebTMA, because any changes that do not correspond to their LDAP settings are overridden when they next sign in.
If you use the optional UFI module, the option is automatically set to True for users imported from Banner so their LDAP group access determines their WebTMA group data access.
Update Due Date from Work Order Browse. Mark this as True to grant the user permission to make changes to the work order due date from the WO Browse window.
Prevent Automatic Session Timeout. Select True to allow the user’s session to remain active until logout or until the user closes his or her browser. This setting takes precedence over the one found in Admin > Client Info / Preferences.
Send Manual Customer Survey. Mark this as True to allow the user to send a manual customer survey from the Work Order Action Menu.
Hide Labor Cost. When this is True, the User cannot see any labor costs on the Work Order / Costs Tab, Quick Post Cost window, Quick Post Time & Labor window, or in any reports that normally show labor costs. Either the columns related to labor costs are hidden or the fields are blank.
Create Linked WO. Mark this as True if the user has permission to create linked work orders. Linked work orders are used when more than one repair center is responsible for work. Since a work order can have only one repair center, a user can create a linked work order when the initial repair center has performed its portion of the work and it is time to turn over the job to a different repair center.
Allow to Modify Master Program. The User with this preference as True can edit and change existing Custodial Master Programs created in Organization > Lookups > Custodial Programs. The preference is restricted to high level managers when your organization uses the optional Custodial for Service Providers module.
View Training Survey Result. Mark this as True to enable the View Survey Result link on the Transactions > Training > Class window for Users who are allowed to see training survey results.
MyPage Type. Select the type of MyPage display that meets your organization's need. The Classic option uses HTML 4.01, and the Modern option uses HTML 5. This is a duplicate of a setting in Client Info / Preferences; however, once you select this option, the user setting is always used. The hierarchy only applies if a value has never been set for this user preference. The hierarchy starts with the User record and then looks to Client Info if this User setting has never been made. You can change the MyPage Type setting on Technician records as well.
Prevent Modification to Posted Transactions. When this is True, the User cannot make changes to posted transactions. See Mobile Access Note above.
Project Gantt Type. Select the type of display you want for Project Gantt charts. The Classic option uses HTML 4.01, and the Modern option uses HTML 5. With Modern selected, users with the appropriate permissions can Edit the chart. The Silverlight application is no longer actively supported by Microsoft and does not include the Edit feature. These selections are also available for Client Info / Preferences. The User settings take precedence over the Client Info settings.
Update Area Sq Footage. Mark this as True if the User is allowed to use the DataBase Tools Update Areas Square Footage command in the optional CAFM module. This privilege gives a user access to update the Actual Sq. Ft for an area from CAFM. If users do not have this preference, they do not have access to Database Tools > Update Areas Square Footage (the menu option does not display). In the Drawing Manager window, the check box for Update sq footage/meter is disabled in the Parameters for Database Linking popup.
Square Footage Query. A True in this box grants the User permission to see the DataBaseTools Square Footage Query command in the optional CAFM module. If the preference is marked as False, the command is hidden.
Replace Global Redline File. Grant this permission if the User is allowed to delete the CAFM global redline file and copy his or her personal redline file in its place. Without this permission, users have access to their redline files, but the Replace Global Redline File option is disabled on the Manage Redline Files popup (opened from Redlining > Manage Redline Files).
Cancel Receiving Batch. This preference is available for licensed users of mobileTMA for Android/iOS or WebTMA GO. It grants the user permission to cancel a receiving batch from the Receiving Staging window.
Update Backlog from Work Order Scheduler. If this is marked True, the User has permission to reschedule lines from the Backlog popup and add the line to a technician's current schedule on the Scheduler window.
Remove Tutorials. When True, the Tutorials pane is removed from the Action Menu. The same preference is available for Client Info / Preferences. If Remove Tutorials is selected as a User Preference, the option takes precedence over the Client Info Preference.
RI-Suppress WO Creation. For those that have the optional Room Inspection module, mark this as True if you do not want to generate an automatic work order after marking the inspection. See Mobile Access Note above.
Cancel Any Inspection Check. Grants the user permission to cancel any Inspection check items if marked as True.
Allow to Close Project. This preference applies when your organization uses the Project module in WebTMA. When True, the user can close Project records.
Update CP Base. For organizations that use the Capital Planning module, mark this Preference as True to allow the user the privilege to update the base.
Default Map. Used with the map-based optional modules, select the map appropriate to this user.
ArcGIS Online Username. If your organization subscribes to this service, enter the user name.
ArcGIS Online Password. If your organization subscribes to this service, enter the password.
Prevent WO Finish Without Labor. If True, this Preference prevents the user from entering a date in the Finish Date field for a work order when no labor line has been entered. Contractor costs also meet this requirement. This applies to the following windows: Work Order, Single Task Work Order, Quick Work Order, WO Browse, QP Materials, QP Other Charges, QP Contractor Cost, and QP Cost. These rules apply to a Work Order Task Finish Date as well. The Work Order Redirect function is exempt from the rules. See Mobile Access Note above.
Prevent WO Close Without Labor. If True, this Preference prevents the user from entering a date in the Completion Date field for a work order when no labor line has been entered. Contractor costs also meet this requirement. This applies to the following windows: Work Order, Single Task Work Order, Quick Work Order, WO Browse, QP Materials, QP Other Charges, QP Contractor Cost, and QP Cost. These rules apply to a Work Order Task Completion Date as well. The Work Order Redirect function is exempt from the rules. See Mobile Access Note above.
Prevent Modify Make Model from Biomed. When this Preference is True, the User cannot alter the Make/Model record from the Biomed Equipment record. See Mobile Access Note above.
Prevent Modify Make Model from Equipment. When this Preference is True, the User cannot alter the Make/Model record from the Equipment record. See Mobile Access Note above.
Show Complete History. Mark this Preference as True to allow a user to see the history of all work orders regardless of the user's data access. The history is visible from the common Work Orders Tab found on many windows. Users can click the Work Order number to see the Work Order Quick View popup window, and review all work done for a particular item.
RS Means User Name. If your organization subscribes to RSMeans cost data from Gordian, RSMeans provides you a User Name to allow connection to RSMeans data. See the next definition, RS Means Password.
RS Means Password. This relates to the RS Means User Name above. RSMeans provides the User Name and the Password. Both are required for a valid connection to use RSMeans data for Estimates in WebTMA.
Allow to Cancel Work Order. The Cancel WO link on the Work Order window Action Menu can be used when this Preference is set as True. For mobileTMA GO and WebTMA GO users, the same line is available on the Mobile Access Tab–Auxiliary Subtab.
ADDITIONAL REQUESTOR PREFERENCES
Disable Cookie. When the option is enabled for requestors (the default), the following fields are stored in a Cookie and pre-populated with previously stored values when the next request is submitted: Requestor Name, Requestor Email, Requestor Phone, Department, Repair Center, Request Type, Account, and Copy To.
Disabled Browse. When checked, the Browse Tab is disabled for the requestor.
Filter Task By Repair Center. This applies to work order requests from requestors. If for Request Log A, the default (OFF) show only tasks that are marked Available for request Form on the Task / Identity Tab. If ON, the default filters apply and, in addition, the task must link to an RC that matches the RC selected by the user on the WO Request window.
For Request Log B, if the preference is OFF, the Task and Task Type load records to which the user has access. When ON, the Task and Task Type must link to an RC that matches the RC selected by the user on the WO Request window.
Open MyPage at Login. When checked, MyPage is the first window that opens for the Requestor.