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View Managing Privileges for Groups of Users

Category:File Layouts
Category:New Users - Start Here!

Managing Privileges for Groups of Users

The suite of Hudson applications provides an extensive list of user privileges that may be enabled, per user, to control and maintain system and data security.  An article outlining the list of privileges a brief description and use of those privileges may be found HERE.

It may be time consuming to add multiple users to the Hudson suite, and then go line by line, for each user, determining which of the over 150 system privileges should be enabled for each.

The Hudson Group has come up with two ways of quickly assigning the most likely or common privileges to a new user, based upon their position or function within the company. Both methods work equally well. You can review the process and select the method that best suits your needs. Both methods require that you have already entered or created the new user id’s and passwords.

  • User Templates
  • User Groups

Creating User Templates

You create a User Template in the same manner as a user, except that this user will never be enabled or used.  You will then assign the standard or typical privileges to this user based on their job function. Once saved, you can then copy the privileges from this User Template onto your newly enter staff member user account.

As an example you should begin a new user and set the following values:
  • Type=  User
  • UserId=  dispatch
  • Password=  1DisPatch+  (note: your password requirements will determine acceptable passwords)
  • First name =  Dispatch
  • Last name =  Template
  • Enabled = NO (unchecked)
Once the user id and and name information is created, select the Privileges button and proceed to setting the default, standard, or most commonly assigned privileges that you wish an experienced Dispatcher to have.  Once the priviliges have been identified, save the new User Template profile.

To assign or copy the privileges from this User Template onto other / new system users,  select the Copy button from the main, Configure Users, window.

Locate, and then highlight the "Dispatch Template" user name in the left, source user, window.  Locate and highlight from one to several new users, all of them to be assigned the same Dispatch privileges.  If the Dispatch Template also has System Privileges, has a password set to expire, etc, then you can place check marks in the appropriate boxes in the area labeled: User information to copy.  Once the desired fields are selected, click the COPY button at the bottom of the window.  All priviliges and settings assigned to your Dispatch Template user, are instantly written to the new dispatch user accounts you had created. 

Have your new staff members try their new login.

In this manner, you can create multiple user template profiles, based on a staff members position within the company.  As you have new staff that are hired for various departments or as they migrate from one department to another,  it is a simple matter to copy those template privileges onto their login accounts.  Examples of the Templates you could create:
  • New Reservations Template (probationary / trainees)
  • Reservations Template
  • SeniorReservations Template
  • ResSupervisor Template
  • New Dispatcher Template (trainee)
  • Dispatcher Template
  • Dispatch Supervisor Template
  • Bookkeeping Template
  • Accounting Template
  • Senior Accounting Template

Creating User Groups

A solution, similar to the User Templates above, is the creation of User Groups.  They function in much the same way in that you will create a User Group, assign specific privileges to that group, but the group id itself will never be used or enabled.  You will then take your new staff members and make them a member of that group. All priviliges of the Group will automatically pass (without copying) to the members.

As an example from the Configure Users window, select Add.
  • Type=  Group
  • User ID=  dispatch
  • Password=  1DisPatch+  (note: your password requirements will determine acceptable passwords)
  • First name=  Dispatch
  • Last name=  Group

Then select the Privileges button to the right of the pane.  From the list of privileges, select the ones that members of this group should have assigned to their profiles.  If privileges from other tabs (Notes, Exadigm, System) should be assigned, be sure to select these as well.  Once all privileges have been identified and selected, click OK, and then OK a second time to save and close the Configure User window. 

Now that you are back at the Configure Users window, select the user you want to add as a member of the new group.
With the user highlighted,  click EDIT button
From the Configure User window, select GROUPS button
From the list of group(s) displayed, place a check mark next to the group(s) that this user should belong to.
Click OK at the bottom of the Group window to close.
Click OK in the Configure User windows to close.
Click EXIT in the Configure Users window to close.

NOTE:  If you were to open your new user and then select the Privileges button, you can scan down the list of privileges and none will be selected. This is because the privileges are being loaded from the Group(s) and are not actually stored as part of the individual login account.  This makes it very simple to add and remove privilege for an entire group of people, by simply adjusting the enabled privileges for the Group that you created.

If you have a member of a group, who needs to have additional privileges enabled, on an exception basis, you can open the individual user profile, select the privileges button, and then select additional, individual privileges to be assigned.  In this case, only the additional privileges will display in this users privilege list.  All other privileges are still loaded from the Group that the person is a member of.

In this fashion, you can create multiple groups, i.e.  Reservations, Dispatch, Accounting, etc, and when you have a staff member who needs to have the privileges associated with multiple groups, you can simply make the user a member of from one to many groups.