This Manual describes how to work in the Adonis Control Centre

Table of Contents

Introduction

The Adonis Control Centre program controls users' access to various Adonis functionalities. With the help of Adonis Control Centre you can define up to 99 different user profiles, in terms of their access rights to various aspects of the Adonis systems. Once you have defined these profiles you can simply add new users to an existing profile, modify access rights for an existing profile (and thereby for its users), or delete users from a profile.

Basic Principles

Levels

Open

Areas for setting of access levels

There are 5 areas where the access levels are set. These are: Routines, Reports, Organisation, Fields and General Codes

Principles

• Each user is normally connected to only one security

• For all security levels except level 99 no access rights are given initially, but has to be set by the Administrator. Users on level 99 will always have full access to all modules and fields (super-users)

• The settings on the organisation level is an independent unit which has no impact on the settings g. of fields and routines. In other words, it is not possible to have variable access rights to organisation units other than the seven listed above.

• The settings on Organisation are inherited by the sub-units. If you are able to e.g. Open Client on one company, you will be able to open client on all sub-units, if such protections has not been set on the sub-units

• If you are not given access to Open Client on a sub-level, the persons connected to this sub-level and downwards will be excluded from the list of persons you will get when you open a level above where you have the "Can Open Client"

Getting Started

Accessing the Adonis Control Centre (ACC)

1. Click on the shortcut link provided for the APM in your PC

2. Log in by typing in your assigned username and password from the Adonis CMS Administrator

3. Select ‘Control Center’ to enter the Adonis Control Center

Open

General

Normally you should always be making changes from the MainSite, however it is possible to make changes to the Control Centre also from the other sites, 

On the Menu > Language you can choose from one of the 3 supported languages: English, Norwegian and Portuguese and Spanish.

Creating User Access Levels

In creating or defining a specific User Level,

• Highlight an empty space

• Click on Edit

• Encode the level description in the “New description” space

• Click OK

Copying an existing User Access Levels

All the settings from an existing User Access Level can be copied to a new level by: 

• Right-click on the existing User Access Level

• Click Copy

• Right-click on the new User Access Level

• Click Paste

• Select to either copy over all settings, of filter out the tabs and information you would like to copy over. 

Defining User Profiles

Each of the 99 security levels available on each site can be freely defined by the System Administrator.

This is with the only exception of Level 99 (see highlighted item) on each site which is designated as the Supervisor or Administrator level by default, thus people placed on security level 99 at each site automatically have full access to all the system's facilities at that site.

The principle behind that of user profiles is that the System Administrator defines for each of the 99 levels (in terms of access to routines, reports, parts of the organisation and fields in the system) what access users on this level will have to different parts of the system.

Once these criteria have been defined for each user profile, all that remains is to create the required users and place them into their respective security levels. They will thus automatically be given the access rights defined for that security level.

This approach to maintaining access rights greatly simplifies system administrator's job, as access rights are maintained centrally at a user profile level, rather than at the individual user level. In this way all that is required when adding a new user is to place him\her on the appropriate security level, rather than having to waste time in defining their individual rights.

Adding a New User Profile

If you select Insert to add a new user to this user profile, an new user called New User will appear in the User section. You should now edit the attributes of this New User in the right hand Selected User section:

MAIN Tab

• User ID: The field is read only and filled in

• Login Name: Username of selected user. It must contain at least four characters, can be alphanumeric in format and it is not case sensitive. It is used when logging in the

• Name: Field for a user's full name. Purely descriptive text used to identify this

• Password: must meet the requirements for MS Windows strong passwords that are:

  • be a mix of characters and numbers,

  • have at least one character in uppercase,

  • have minimum length of 8

  • Passwords cannot be re-used.

• Confirm Password: It is needed to input password in both Password and Confirm Password fields when a new password is being defined. Corresponding message is shown if passwords in these two fields do not

• Security options: You can specify if the password is to expire or can disable the account. If an account is set up in the way the password expires, then 3 days before expiry the user gets a warning. If the password expires - the user cannot login to APM.

o  Disabled accounts do not have possibility to login to APM. Such accounts are shown using gray font.

 
MORE Tab

This tab is defined to add information that can later be used for sending email & using mail merge for documents.

This tab provides the specific details about the User. On the space provided, type in the User's name (First and Last), Phone number (indicate country and area code), office (location), position (free text input) and mail address.

You can as well add a scan of user's signature in *.jpg or

*.bmp format so it will also appear in mail merge documents.

NOTE: For the above data to be fetched into the mail merge document it's necessary to add the following predefined bookmarks to the Word template: bkFirstname, bkLastname, bkUserPhone, bkUserEMail (fetches user's e-mail defined on Main tab), bkUserSignature, bkUserOffice, bkUserPosition.

You can also load the Photo of the specific user by clicking on the drop down arrow at the space provided under the Picture space. Same with the Signature, you have the option to Load the user photo from file or Paste from clipboard.

Once all information are encoded and confirmed, go to the Home tab and click on SAVE  .

You can MODIFY existing users' settings by editing these fields at any time. To save the changes, click on the SAVE icon  .

If you have made any changes and then switch to another tab or user level - the system will offer you to save or cancel changes.

Finally in order to DELETE A USER from the system just select the user and press the Delete button in the bottom of the screen. This will remove all access for this user to the Adonis systems

Adding, Deleting and Modifying Users

Once you have defined various access rights for each of your user profiles, you should add the users of the system to corresponding user profile.

Tag the necessary profile from the Security Levels section of the main window. Then click on the Add button to add users on the selected Access Level.

Setting Access Rights per Level

Each defined level can be configured to have common access rights for users assigned under each set level. Access rights can be defined up to the field level as based on the set access groupings:

To collapse or show the specific sub-topics per groupings, click on   icon.

Setting Routines Access

Access to the various functions or routines available in the system can be restricted using the Routines tab.

1. First, select the corresponding Security Level.

2. Switch to Routines tab and select the access this user profile should have (for each of the available menu options displayed) by tagging the Read / Write / None Access rights can be defined by Yes or No for some routines, where only two logical access rights types can be available.

E.g. routine 911 Create Person offers access rights as Yes / No, defining if a user is allowed to create persons or not. But for the routine 210 Person Details, it is possible to set access rights to Read / Write / None.

NOTE: It may be not enough to set access rights to the Personal details datagroup, you may also need to define access rights to Travel documents datagroup and its fields if you want a user to be able to see travel documents records in the Personal details datagoup

 
 Set-up option

Apply access rights to routines below - when set, it is possible to quickly and easily set the same access rights for all the routines in a specific main menu. E.g. setting Write access for Datagroups, the Write access will be set for all the sub-options that are under Datagroups menu.

NOTE: If access rights to a datagroup/ module etc. is set to NONE, it will not be visible in the main menu. Correspondingly if all subitems are disabled, the whole menu group will be invisible. The menu buttons which are disabled due to lack of access rights, are hidden too.

Setting Access to Reports in Reports Menu

Access to various reports available in the Reports menu can be set using the Reports tab.

First, select the user level that you are to define reports access to. All reports are grouped to report groups, offering to set any state of existing access rights. The options to set are self-explanatory:

• Print / Export

• None

• Print / XLS

• Print / PDF

• Print / RTF

• Only Print

You can define access rights for the each report of the selected group one by one - you should just set the radiobox to corresponding option. Or you can right-click on the group name & set the required option - all  reports belonging to a group will be switched to the same access level.

NOTE: Authority to Print, Save or Export shall depend on the set/agreed information security guidelines of the department on the access of crew information.

Setting Access to the Organization Structure

Together with the Routines tab, access to various parts of your organisation that have been defined in the

Organisation window of the Adonis Personnel Manager system can be restricted via the Organisation tab.

Select the user level that you wish to define Organisation structure access for, by selecting the required security level in the Security Levels section of the main window.

Switch to Organisation tab. You will find all the different organization units that have currently been defined in the Adonis Personnel Manager. You can access the access controls in 2 ways:

• By right-clicking on any of the units in the organisation window, you can restrict access to a specific part of the organisation

• You can also set a checkbox in corresponding
  
  

          

Access Definitions

You can define access restrictions for a given unit in terms of the following options:

Setting Access to Individual Fields

Any field on Person Level can be restricted via the Fields tab, with Write, Read or No Access (None) or Yes / No.

All fields in a group or on one tab may be given the same access using a right-click on a group & defining the certain access level. A message will inform you that the previous settings will be overwritten. If individual fields within a specific group must have different access levels - set the correct radiobox one by one and define precise field access for each of the different user profiles.

 Please see a table below to check which result you will get assigning access rights to the routine and a field.

Setting Access On The General Codes Level

The main principle of setting access rights on any page is: you should previously enter the APM, go into Home -> Maintenance -> General Codes, find a corresponding table and set the Security Code other than 0. Zero means that the code's security is standard and it is always accessible in APM.

When some items have the same value of security codes then access rights in the Control Centre are defined simultaneously for all such items.

Any of sub-pages with non-zero Security Code are displayed on the General Codes tab in Adonis Control Centre & are available for setting the access level.