The reason for registering the users who will have access to each database
Once a database has been created, it is important to define the users who will have access to it.
The reason users must be defined is due to security, control, and tracking issues.
- Security to allow access to the database only to authorized persons or users. To access the database, the program will ask you for a username and password that you define, allowing to authenticate the identity of the users who access the database. This prevents unauthorized people from making changes to your information.
- Control since you define the actions or operation permissions that the authorized users will have once they access the database. For example:
- Users with full access
- Technical users
- Query-only users
- Users with custom permissions
- Tracking of actions. When you access the database in a shared way on a network, all the actions that the different users or authorized persons carry out on the database are recorded in the transaction log, thus allowing the actions to be tracked with date and time. executed by each user.
The number of usernames or authorized persons that you register to access each database is unlimited. Therefore, the user registry is independent and has nothing to do with the licensing scheme that you have acquired since several different users could access the MP by sharing the same computer without the need to acquire an additional license for each one of them.
In addition to full access users who do require licensing to use the programs, unlimited users with a technical profile and consultation only will be able to access the MP. The latter do not require licensing, but you will need to grant them access authorization, registering them as users in the database.
As the user registration is by database, a user can be registered in several databases and in each one have a different user profile.
What happens if I don't register users?
You will be able to enter any of the programs of the MP suite and access the database without having registered users, as a generic user, but this can have some drawbacks.
For example, if you do not register your database users, any unauthorized person could run the program and add, view, or modify records in your database without authorization. Or, if you have computers with MP installed on your network and they access the same database with the generic user, the first person to run the program will lock the database preventing other people from operating the program and accessing the database on a shared basis. Hence the importance of registering users, so that several users can work with the database at the same time and from different computers.
Then then, it is necessary to register users to allow access to a database at the same time.
When accessing any of the programs in the MP suite, at the bottom the MP indicates the username with which you entered.
Database administrator user
In order to create users, it is necessary to designate a person as an administrator user. This administrator user will have the authority to register the other users and define the permissions or access profiles of each one of them.
Register users and access levels
The creation and administration of users for the MP databases is carried out with the application "Database and User Administrator”Located in the Windows start menu.
You can also run the application "Database and User Administrator”From the application selector located in the programs of the MP suite.
If the list of databases appears empty when running the application "Database and User Administrator”, It is probably due to the fact that you have not established the connection with the database (s) and therefore the program does not recognize the databases created in your network.
Add, Edit or Delete users
Once the admin user computer connection With databases, select the database to which you want to register users or user permissions, press "Open database" in the toolbar and in the tab "Users and administrators" you can Add, Edit or Delete users for the selected base.
When adding users, the administrator user can optionally grant other users administrator privileges, but there must always be at least one administrator user in each database.
As long as you have not registered users, the MP will be open so that anyone can enter the MP as an unregistered user. In the bottom bar of the PM you will be able to appreciate the legend that tells you when you still do not have a registered user in the database.
Once you register the first administrator user, no person who is not registered in the database by the administrator user will be able to access the database. To do this, the MP will ask you each time you access, to indicate your username and password.
User profiles or access levels.
The access level refers to the operating permissions that the authorized users will have once they access the database. With them, you define if a user will have full access or if they will be limited to certain modules and certain functions that they can execute.
- Users with full access (default)
- Technical users (default)
- Query-only users (default)
- Users with custom permissions
The first three levels are predefined at the factory and there is a fourth access level that is configurable by the administrator user.
User Full Access
The type of user with full access is suitable for Maintenance Administrators or for those in charge of the spare parts or tools warehouse.
This type of user is necessary to upload all the information required for the implementation of the MP.
Edit catalogs of equipment, locations, maintenance plans, warehouses and spare parts, etc.
Plan maintenance activities
Manage and operate the inventory of spare parts, entry and exit movements, supply calculation, etc.
Generate and manage work orders
Generate reports and graphs with the information analysis tools
Register new users and grant permissions to existing users
And many more
User Only Query
Free and Unlimited
This type of user is suitable for people who enter the MP only to make inquiries.
Consult all the information regarding equipment and locations
Consult maintenance plans
Check maintenance schedules
Check consumptions and spare parts assigned to each team
Consult providers and services
Check availability of tools
Check upcoming maintenance plans
Check spare parts stock
Free and Unlimited
The technical user is suitable for the technicians who execute and feed back maintenance work.
This type of user is also suitable for technicians taking readings and measurements of equipment.
Perform all user functions only query.
Mark the activities of the OT'S
Record equipment readings (eg, mileage, hours of use, etc.).
Record measurements (eg, temperature, amperage, wear, etc.).
Generate warehouse vouchers
Record consumption of used spare parts
Add observations in OT'S
Flag equipment that is out of service
Record time dedicated to the execution of each OT
Add pictures of how the team was doing before and after jobs
|Requirements to register a user|
|User||Name of the person or job position, example: Juan Pérez, Workshop manager, Auditor, Department manager, etc.||50 Characters|
|Access Level||Full access, technical, read-only, Custom.||Predefined|
|Password||Combination of letters and numbers||10 Characters|
|Database administrator||Attribute that will be granted to make exclusive use of the Database and User Administrator||Does not apply|
The image shows that the user Juan Perez with Full Access Level was added to the list of users of the database. In addition, there is a highlighted figure of a user that indicates that Juan is an Administrator. With other users who are not administrators, the image will not be highlighted.
Create custom access levels.
MP allows you to create custom access levels, defining permissions and functions in a personalized way.
To do this, click on the Access Levels tab, type a name or description to identify the custom access level that you are about to create and enable or disable the boxes, thereby defining the permissions and functions in a personalized way.
It is worth mentioning that you will only be able to assign personalized access levels to personnel or users who have the MP installed with an Acquired License, therefore, the Technical User Levels and only Consultation that are free and unlimited cannot be modified. If you try to modify the permissions of a technical user or just Consult, the program will modify the access level to Custom and said user will need to operate the MP from a computer or device that has an activated user license on your computer or device.
The transaction log is a function that allows you to consult the activities carried out by users so that you can consult the log of operations carried out by date and time. So you can know when and who performed an operation with the program. To access this option, you must select the database, open the database and click on the "Transaction log" tab.
The date and time in which a transaction was carried out, the name of the user, the function or option executed, the process carried out, the reference indicating for example the document folio, the name of the equipment and the network address of the computer from where the transaction was made.
You will be able to sort, filter and group the information according to a specific search that you want to carry out
Why does a user get blocked and how do I unblock him?
When a user enters the database, he is registered in the database as an active user. When the user exits the application and stops using the database, the user is marked in the database as an inactive user.
If, due to some abnormal situation, the user exits the application and disconnects from the network without closing the application correctly, the user remains active in the database and the next time he tries to run the program again, he will be denied the access since it remained as an active user, appearing the following message:
Example of cases in which a user can be blocked from re-entering the application:
- Disconnect from the network due to a power outage.
- Turn off or disconnect the plug from the computer
- Close the application with the Windows Task Manager
- Unexpected restart of the computer caused by some Windows update
To unblock the user, it is necessary to enter the Database and User Administrator application and unblock it.
- Open Database you want to unlock.
- Click on the Users and administrators option.
- Select the user that remained active.
- Click on the upper icon "Unblock user"
Unlocking is per user, so other users can continue working without any interruption.
A greater reference is to enter the option of Active locksTo be able to identify and select the User that is currently Active, click on Remove blocks from the selected user and equipment, thereby allowing the blocked user to enter again.
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