User Passwords

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 listed in the tree:

Click New to add a user or select a user from the tree and click Edit.

The following prompts are entered:

User Name Enter a unique user name (duplicates are not allowed)
Password Enter a password up to 30 characters/numbers long. Spaces should NOT be used at the start and end of the password.
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.
Display name The display name is the name that appears on activities performed by the user.
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.
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.

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 button to save the current user. If you click Cancel the data you have entered is ignored and the user is not saved.

You can delete a user by double clicking and selecting the user from the tree. Select the Delete button. DMS will ask you to confirm the delete. Click Yes to delete the user, or click No to cancel the delete.