User Accounts

Each user who is to access DataTrak will need his or her own username and password. The username will identify the permissions for the user account. These permissions include the documents that the user can view as well as the company databases and profit centers for which the user can view documents.  The password ensures that only authorized users access DataTrak. Passwords should be confidential and known only to the user and the DataTrak administrator.

Things to Keep in Mind

The user account also identifies a user's supervisor (parent user). For this reason, it is necessary to create user accounts from the top of the organizational chart downward, starting with the president and/or CEO, upper level managers, district managers, regional managers, store managers, etc, respectively. This is necessary to ensure that a parent user ID is available for selection when creating child user IDs. Consider the following example:

Bill Smith is a store manager. John Jones is a district manager and Bill's supervisor. If you create Bill's user account before you create John's user account, then you will not be able to specify John as Bill's "Parent User". If you create John's account first, then his username will be available for selection as Bill's "Parent User".

Adding a User

Use the following procedure to create a user account:

  1. Login to DataTrak as "admin".

  2. Click the Maintenance button on the menu. The system will display the maintenance screen.

  3. Click the User Account Maintenance Folder in the Maintenance Library tree (located in the left browser pane.)

  4. The right browser pane displays the User Group Maintenance form. Fields on this form include the following:

Username: Specify the username. Usernames can be up to eight alphanumeric characters in length and must be unique. One common method for creating user names is first initial last name. For example, "jsmith".

Password: Specify the password for the username. The password can be between 8 and 20 alphanumeric characters in length. When you type the password, the screen form masks each character with an "*".

Retype Password: Reenter the password to verify that you made no typographical errors.

First Name: Enter the user's first name, up to 30 alphanumeric characters.

Last Name: Enter the user's last name, up to 30 alphanumeric characters.

Email: Enter the user's e-mail address, up to 100 alphanumeric characters.

Parent User: Select the user ID for this account's supervisor/manager. (Note, when creating a user account for the highest level on the organization chart, select "-----" as the parent user name.

User Group: Select the user group for this user account.

 

  1. Click the Company/Profit Center Maintenance button, and the system displays the next User Account Maintenance form.

  2. This form lets you specify the company databases to which a user has access. The top part of the form displays currently assigned company databases. To add a new company, select the company name from the dropdown list and then click the Select button. Note: Each user can be granted access to multiple databases.

  3. After you select a database, you will then need to specify the user's profit center assignment for that database. Select the profit center from the dropdown list and then click the select button. The profit center assignment establishes a user's base profit center in the profit center consolidation path. The username will be able to view report information for only this profit center and profit centers that are located below it in the profit center path.

  4. After you assign the profit center, the system returns you to the database assignment form and lets you assign another database/profit center to the account.

Editing an Existing User

  1. Login to DataTrak as "admin".

  2. Click the Maintenance button on the menu. The system will display the maintenance screen.

  3. Click the User Account Maintenance folder in the Maintenance Library tree (located in the left browser pane) To expand it and display a list of existing user accounts.

  4. In the maintenance tree, click the name of the user account that you need to modify.

  5. The right browser pane displays the record in the maintenance form. Make any changes to the record and click the Submit button to save the changes. (You can click the "Clear" button to reset the form to it's original state, provided you have not yet clicked the Submit button.)