User Passwords is where you define each user's password and what user group the password is associated with.  To gain access to User Passwords, select Security | User Passwords from the General Menu. 

When you add a new user, the user is assigned to a User Group.  If the user group has a corresponding set of user settings created by User Settings Management, these user settings are copied to the newly added user's settings.  If the user group does not have any user settings, a warning message is displayed and the newly created user starts off with the defaults DMS user settings.

You will be presented with the following screen listing all the current users:

Click on File | New or the new icon to add a user.  The following screen appears:

The following prompts are entered:

1. User Name Enter a unique user name (duplicates are not allowed)
2. Password Enter a password up to 30 characters/numbers long.  Spaces should NOT be used at the start and end of the password.
3. Date password changed  The date password changed is the date the user last changed their password.  If using password rotation (see Set Password Rotation) this is the date that is compared to the current date to see if the user needs to change their password.  If this date is blank and password rotation is set, the user will be forced to change their password when they first log into DMS.
4. Display name The display name is the name that appears on activities performed by the user. 
5. Employee Name If you are using the employee table you can optionally attach the employee information to this user.  You can lookup an employee by name or by employee number by clicking on the "Select by name" button.  The "Select by name" button will toggle to say "Select by #" when pressed and vise versa.
6. User Group Enter the user group for this user.  The user group must already exist and defines what areas of the system the user password has access to.
7. Broadcast names You can optionally enter one or more Broadcast names which are used for communicating calendar activities among users.  A broadcast name must exist before you can associate it with a password.

Note:  If you want the user to have access to User Passwords and Set Password Rotation, check "Security Access".  If the user is not to have access, make sure that the "Security Access" is unchecked.

CAUTION!  You must make sure that at least one user has a user password where "Security Access" is checked per each dataset.  The checked security access enables the user to add, edit and delete passwords.  If you do not have at least one user with security access, you will not be able to add, edit and delete passwords.

When you are finished you can click on the Save & New button to save the current user and start adding another new user, or you can click Save & Exit to save the user and return to User list screen.  If you click Cancel & Exit, the data you have entered is ignored and the user is not saved.

Click on File | Edit or the edit icon to edit the existing highlighted user.  The following screen appears (in the example below the user DavidWCox was selected):

The current user's settings are displayed.  You can modify the user as required and then click Save & Exit to save the changes and exit to the User list screen.  If you click Cancel & Exit the changes you have made are not saved and the user remains as it was before the edit.

From within the User list you can click on File | Delete of the delete icon to delete the existing highlighted user.  For example, to delete David you would highlight the user group and select delete as in:

DMS will ask you to confirm the delete.  Click OK to delete the user, or click cancel to cancel the delete.  The example below shows the delete confirmation:

See also:

User Groups

User Settings Management