Help:User Security

From Navigates Help

This help page will guide you through the process of creating contacts and systems users. The process consists of two required steps: creating a user in Navigates™ and assigning proper BA and Asset associations, and specifying the security roles in the Admin App.

1 Step 1: Contacts
2 Step 2: Security Roles

Step 1: Contacts

Follow the step-by-step instructions below to create a new contact, add BA & Asset BA association and enter additional information.

(Fig. 1.1: General Information)

(Fig. 1.2: BA Association)

(Fig. 1.3: BA Asset Association)

(Fig. 1.4: Address)

(Fig. 1.5: Profile Information)

(Fig. 1.6: Comment)

General Info

The General Info screen allows you to enter basic information about the contact, as well as specify the BA and Asset associations. Information on the screen is required.

Select Customer Activities -> Data Administration -> Contact.
Click .
Fill out the following required fields:
- Last name
- First Name
- Login ID (this field is required for system users).
- Internal Contact (please use care when specifying this field as you may grant higher security access than the user should have).
- Effective Begin Date
- Effective End Date
Template:Submit. (Fig. 1.1)

BA Association

BA Association specifies the shippers with which the contact is associated.
Most internal users do not need a BA Association unless you wish to restrict their access.
All external users must have a BA and Asset BA Association in order to have access to the system.

Click at the top of the BA Association matrix.
Select the BA in the BA Name field.
Specify if the contact will have a role of an agent.
Enter job title, if necessary.
Specify if this is contact's primary BA.
Enter effective end date.
Repeat these steps if you wish to add another BA or click to save your changes. (Fig. 1.2)

Asset BA Association

The Asset BA Association allows you to set contact's access to specific assets for the selected BA.

Select the BA you wish to edit in the BA Association table.
Click at the top of the Asset BA Association matrix.
Select the BA from the list.
Indicate if the contact is primary.
Enter Effective Begin and End Dates.
Repeat these steps if you wish to add association with another asset or if you wish to edit another BA.
Click to save your changes.
You cannot delete Asset BA or Asset Association. If you wish to remove Asset BA or Asset association, you must date the corresponding associations off by changing the Effective End Dates. (Fig. 1.3)

Address

Use the Address tab if you wish to associate a user with an address. This screen is optional.

Click .
Select the address type.
Select the Address from the Address Lookup window. Note, that you may only add existing addresses via this screen. If the address is not in the list, you may create it on the Data Administration -> Address screen. Please refer to the Business Associate help page for guidance.
Edit Effective Begin and End dates, if necessary.
Template:Submit. (Fig. 1.4)

Profile

The profile screen allows you to enter additional contact information for the contact. Profile information is required for some users.

Click at the top of the Profile Information matrix.
Select the profile type.
Enter value.
Update Effective Begin and End dates.
Template:Submit.

You have an option of specifying the particular usage of profile information (for example, one email address might be used only for Billing-1 mailings and the other email address - only for Agent notifications). Complete the following steps to specify Associated Notification Type:

Click at the top of the Associated Notification Type matrix.
Select the Notification Type.
Select the Profile Type you want to be used for the selected notification.
Template:Submit. (Fig. 1.5)

Comments

The comment screen allows you to enter contact comments; this information is optional.

Click .
Enter your comment.
Template:Submit. (Fig. 1.6)

NOTE: The process of editing an existing user is similar to that of adding a new contact.

Step 2: Security Roles

(Fig. 2.1: All Asset BA associations available to the user are retrived)

(Fig. 2.2: Multiple roles selected on the Role Lookup screen)

(Fig. 2.3: Example of various roles given to user for a particular BA and Asset)

(Fig. 2.4: Example of various roles given to user for a particular BA and Asset)

If you wish to grant the user access to the application, you need to specify their security level. The following steps should be performed in the Admin App:

Select Adminstration -> Security -> User Security.
Enter user's Last Name or User ID in the search fields at the top of the screen. Click .
Since the user's security access might vary by BA and Asset, you will see a separate entry for each unique association specified in the previous steps. Select the row you wish to update. (Fig. 2.1)
Click at the top of the Security Roles matrix.
Select the role you wish to grant by bringing up the Role Lookup window (click on the ellipsis to do so).
Click the [Retrieve] button.
Select the role from the list. To make multiple selections, hold down the [Ctrl] button on your keyboard (Fig. 2.2). Click the [OK] button when done.
Update Effective From/Through dates, if necessary.
Click to save your changes.
To restrict security access, select the role you wish to remove and click at the top of the Security Roles matrix. Click to save your changes (Fig. 2.3 & 2.4).