Description of the Menu Users

In order for users to be able to access the Metis Smart Suite applications, the persons who will use them will need to be defined within Metis Smart Modeling. This done in this part of the applications. In addition to users (employees), they can be sorted into offices, sales groups and user groups.  

Under the mane employees, it should be clear that the concept is not only to define and list all users of the application but also to insert the persons who may have a relation to the business process handled by Metis Smart Suite. For example, Project leaders who will be in charge on setting up the offer systems could be included in this list and thus also selected within Metis Smart Quotes when creating the offer. The administrator can manage the employees (users and end-users) of his/her version and his/her children versions as shown in the following example:

The left hand part of the screen allows the administrator to filter the users per version.

 

The version drop-down menu is populated with the current version as well as the children versions. To see the list of users of a specific version, select a version from a drop-down list then click on the ''Filter'' button. The table on the right shows the list of existing users for the desired version.

* the first column contains a '''padlock icon''' or not. If a padlock icon appears, this means that the user cannot be deleted and its properties cannot be edited. This also means that the user has been created by the parent version or imported from Master Data. Therefore, in the case where the user has been created by the parent version, only an administrator of the parent version can edit the properties of this user or delete that user.  

| The "Code", Last Name" and "First Name" columns are searchable. Their contents can be sorted by alphabetic order.

| When the administrator creates a version, he/she must define at least one user for the child version otherwise no users are able to login, administer and use the child version.

To add an employee, the administrator must first pay attention to the Version selected in the filter area. If the administrator has selected a version other than his/her version, the user is created in that specific version.

A click on the "Add" button [[File:MetisSmartModelingAddButton.PNG|link=]] displays the following window:

The user data consists of the following properties:

** '''Employee Cod'''e: this code is an ID for the user. It must be unique. This field is mandatory to save the user. Enter a code then press on enter to save the entry. This field is limited to 20 characters.

** '''Last Name''': this is the user's last name. This field is mandatory to save the user. Enter a last name then press on enter to save the entry. This field is limited to 40 characters.

** '''Language''': this is the user's application default language. This parameter sets the language in which Metis's graphic user interface and its contents are displayed by default to the user. A pop-up window contains the authorized languages defined for the version. Select a language then press enter to save the entry.

** '''Type''': this setting defines which type of user is being created. The drop-down list allows to select between : online, offline and offline connected mode.

** '''Sales Group''': this is the sales group to which the user belongs to. A pop-up window contains the authorized sales groups defined for the version (see the [[#Sales Groups| Sales Groups]] section below). Select a language then press enter to save the entry.

** '''User Role''': this is user's role in the organization in which Metis is deployed. A pop-up window contains the created and authorized user roles defined for the version. Select a user role then press enter to save the entry.

** '''Nomad User''': this setting determines if the user is authorized to log into the Metis Smart Quote children versions. Tick the check-box then press on enter to enable this right. Leave the check-box unticked to disable this right.

** '''Profile Group''': this is user's group of profiles. This determines the user's rights. A pop-up window contains the authorized profiles groups defined for the version (see below | link to the Profiles page). Select a profile group then press enter to save the entry.

** '''Office''': this is the user's office or sales outlet. A pop-up window contains the authorized offices defined for the version (see the [[#Offices| Offices]] section below). Select an office then press enter to save the entry.

** '''Company''': this is the user's company name

** '''Department''': this is the user's department within the above company

** '''Email''': this is the user's email address

** '''Fax''': this is the user's fax number

** '''Mobile''': this is the user's cellular phone number

** '''Tel''': this is the user's landline phone number

| In order to define to which application of the Metis Smart Suite the user has access he/she needs to be linked to the appropriate functionality profile.This will provide rights to either Metis Smart Modeling, Metis Smart Quote or Metis Smart Monitoring; or a combination of those applications.

| As it is only possible to log into Metis Smart Modeling once a user has been defined for the version, the creation of the first user of a version is done within the parent version. This means that the credentials used to log into the application cannot be edited.

| When creating a user and/or an end-user, the password is automatically set from the version.

The administrator can delete a user by selecting it first, then clicking on the "Delete" button [[File:MetisSmartModelingDeleteButton.PNG|link=]]. A confirmation window appears as shown in the following example:

To delete the user, validate the warning window.

Remember that users with a padlock icon cannot be deleted. If the administrator tries to do so, the following message appears:

| Once a user is deleted by the administrator in an online environment, he/she immediately looses the ability to log into the application. In an offline environment, an update is required.

Selecting a user and clicking on the "Edit" button [[File:MetisSmartModelingEditButton.PNG|link=]] displays the properties of the user that the administrator can modify, as shown in the following example:

For details about the various properties describing an employee, please refer to the section "adding an employee".

[Screenshot of the no permission pop up window]

Selecting a user and clicking on the "Preview" button [[File:MetisSmartModelingPreviewButton.PNG|link=]] displays the properties of the user, as shown in the following example:

For details about the various properties describing an employee, please refer to the section "adding an employee".  

Within a version functionality profile, a default password for this version can be defined. On the other hand, user specific passwords can be defined either from the user menu in Metis Smart Modeling or directly by the user from Metis Smart Quotes. For any reasons, it may be required to reset a user's password. To do this, simply select the user and click on the "Reset Password" button. It will bring up a window to confirm resting the password for the selected user.

The administrator can define the various offices or sales outlets of his/her version and his/her children versions as shown in the example above. Those offices are used in Metis to group the employees and provide structured statistics. In this sub-menu offices are added, edited and deleted. Offices are important when calculating regional statistics. Once an office has been created, it can then be linked to a user through the employees sub-menu by editing the user and selecting the corresponding office under the section titled '''Address'''.

The left hand part of the screen allows the administrator to filter the offices per version. The version drop-down menu is populated with the current version as well as the children versions. To see the list of offices of a specific version, select a version from a drop-down. The table on the right shows the list of offices for the selected version.

The table displays the name of the various offices and sales outlets. The contents can be sorted by alphabetic order.

To add an office, the administrator must first pay attention to the Version selected in the filter area. If the administrator has selected a version other than his/her version, the office is created in that specific version.

A click on the "Add" button [[File:MetisSmartModelingAddButton.PNG|link=]] displays the following window:

The office data consists of the following properties:

** '''Office Name''': this is the designation of the office or of the sales outlet. This field is mandatory to save the office. Enter a designation then press on enter to save the entry. This field is limited to 30 characters.

** '''Main Language''': this is the main language which will be applied to all employees listed in the office.

** '''Company Name 1-4''': this is the Office's company name, which can spread over 4 fields if required.

** '''Street''': this is the Office's street address

** '''Zip Code''': this is the Office's  zip code

** '''City''': this is the Office's location information

** '''Building''': this is the Office's building designation

** '''Main Tel''': this is the Office's main phone number

** '''Main Fax''': this is the Office's main fax number

Once all desired information related to the office are typed in, validate the window in order for the newly defined office to be created.

=== Deleting an Office ===

| An office created by an administrator of the parent version can be deleted by an administrator of the child version.

=== Editing an Office ===

Selecting an office and clicking on the "Preview" button [[File:MetisSmartModelingPreviewButton.PNG|link=]] displays the properties of the office, as shown in the following example:

For details about the properties describing an office please refer to the "adding an office" section.

| None of these fields are editable.

The administrator can define the various sales groups to which the users and end-users can belong to, as shown in the example below. Sales groups are important when calculating regional statistics. Once a sales group has been created, it can then be linked to a user through the employees sub-menu by editing the user and selecting the corresponding sales group under the section titled '''Main'''.

[Screenshot of the Users / Offices screen]

The table displays the name of the various sales groups. The contents can be sorted by alphabetic order.

| The sales groups are visible to all versions.

Information defined in this menu is then made available in the Employee submenu in order to link a user user to a sales group.

| As Sales Groups are common to all versions, it is recommended to create only Sales groups which an be used within the whole Metis environment.

To create a sales group, the administrator has to click on the "Add" button [[File:MetisSmartModelingAddButton.PNG|link=]]. The '''Sales Group''' window is displayed and allows to enter the name of the new sales group:

=== Deleting a Sales Group ===

| Multiple sales groups may be selected and deleted together.

[Screenshot of the office properties]

The administrator can modify the designation of the sales group by validating the window.

The administrator can define the various User Roles to which the users and end-users can be linked to, as shown in the example below. User Roles are important for sorting employees into task based groups. Thos roles are then used in Metis Smart Quotes to list the different employees in appropriate drop-down lists or simple lists. Once a user role has been created, it can then be linked to an employee through the employees sub-menu by editing it and selecting the corresponding user role under the section titled '''Main'''.

[Screenshot of the User roles screen]

The table displays the name of the various User Roles. The contents can be sorted by alphabetic order and searched through using the left-hand side search functionality.

| The User Roles are visible to all versions.

To create a User Role, the administrator has to click on the "Add" button [[File:MetisSmartModelingAddButton.PNG|link=]].  

* '''Code''' : the User Roles Code is an abbreviation or ID which will be used to identifies the users by the their User role to be listed in specific lists.

* '''Sales''' : this check-box defines whether the User Role is related to Sales.

The administrator can delete a User Role by selecting it first, then clicking on the "Delete" button  

[[File:MetisSmartModelingDeleteButton.PNG|link=]]. A confirmation window appears as shown in the following example:

[[File:MSM_Users_Sales_Groups_Delete.png|center]]

To delete the User Role, validate the warning window.

=== Editing User Roles ===

[Screenshot of the User roles properties]

Selecting a User Role and clicking on the "Preview" button [[File:MetisSmartModelingPreviewButton.PNG|link=]] displays the User Role property window, as shown in the following example:

In this view the User Roles properties cannot be edited.