Working with users

You can use the Users editor to customize users in your Longview system.

For more information on preconfigured users, see Understanding preconfigured users and user groups.

Tasks that involve users include:

• Adding users
• Modifying user properties
• Copying user properties
• Deleting users
• Deactivate and Activate Users
• Resetting user passwords

Note: To access the Users editor, you must have User Administration or Reset Passwords authorization to the AllUsers user group at the user or user group level. This authorization can be granted using the Users editor, the User Groups editor. When this authorization is granted at the user group level (using the User Groups editor, authorization to the AllUsers user group is granted automatically.
For more information, see Configuring users and user groups authorization for users, or Configuring users and user groups authorization for user groups.

Adding users

Note: This section does not apply to systems that are on the ISW platform. Users can be added using Synchronize Users in Longview Application Administrator.

You can provide each user of your system with a unique login ID and unique permissions. Though your system contains some preconfigured users, you can also use the Users editor to add users and permissions that are specific to your company.

For more information on preconfigured users, see Understanding preconfigured users and user groups.

To add a user:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. Click User. A new row appears at the bottom of the users list.
3. Complete the following fields:

   Field	Notes
   User Name	Type a user name based on the guidelines for your authentication method. The user name can have a maximum of 63 characters. For more information, see Understanding authentication methods. The first or last character of a user name cannot be a space.
   First Name	Type the user’s given name. The first name can have a maximum of 50 characters.
   Last Name	Type the user’s surname. The last name can have a maximum of 50 characters.
   Description	Type a description based on the user’s role in the system. The description can have a maximum of 100 characters.
   Authentication Method	Select an authentication method for the user. For more information, see Understanding authentication methods.
   Password	This field is available only if you selected Longview for Authentication Method. Type the password for the user. Passwords cannot contain any of the following characters: double quotation marks ( " ), pipes ( | ), or spaces (  ). If your company enforces password complexity, passwords must meet all password complexity restrictions, including (but not limited to) the following: The password must contain at least one uppercase alphabetical character (A-Z), one lowercase alphabetical character (a-z), one base 10 digit (0-9), and one non-alphanumeric character. The password must be a minimum number of characters in length. The password cannot contain the whole User Name, First Name, or Last Name of the user, in either uppercase or lowercase. For more information on password complexity, see the Longview Server Manager Guide.
   Confirm Password	This field is available only if you selected Longview for Authentication Method. Type the password again.

   Caution: Ensure your settings are correct. If you click Save in the next step, you cannot change the User Name or Authentication Method.

4. Click Save. The user appears in the users list. In addition, the properties area opens in the bottom half of the workspace, displaying the user’s properties with all sections expanded.
5. To set other properties for the user, proceed to Modifying user properties. 

   Note: You must assign a user to a user group to allow the user to sign on to Longview. For more information, see Assigning a user to user groups.

Modifying user properties

The Users editor properties area is divided into several sections. Each section allows you to modify a different aspect of the selected user’s properties.

Tasks that involve modifying user properties include:

• Modifying user information
• Assigning a user to user groups
• Configuring Account Type for users
• Configuring symbol access for users
• Configuring user attributes
• Configuring user application access
• Configuring user data access
• Configuring user maintenance access
• Configuring users and user groups authorization for users

Note: If you are modifying user properties for a user that you have added, you must complete all tasks that involve modifying user properties. In most cases, it is more efficient to copy properties from an existing user and modify them as necessary. For more information, see Copying user properties.

Modifying user information

Note: This section does not apply to systems that are on the ISW platform.

You can use the Users editor to modify the basic information for an existing user.

To modify a user’s information:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user to modify. The properties area opens in the bottom half of the workspace, displaying the selected user’s properties with all sections expanded.
3. In the User Information section, modify the following fields as necessary:

   Field	Notes
   First Name	Type a new given name for the user. The first name can have a maximum of 50 characters.
   Last Name	Type a new surname for the user. The last name can have a maximum of 50 characters.
   Description	Type a new description based on the user’s role in the system. The description can have a maximum of 100 characters.
   Email	Type a new email address for the user. This field is optional.
   Home Phone	Type a new home phone number for the user. This field is optional.
   Office Phone	Type a new office phone number for the user. This field is optional.

4. When you are finished, click Save.

Assigning a user to user groups

You can use the Users editor to assign an existing user to user groups.

To assign a user to user groups:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user you want to assign to user groups. The properties area opens in the bottom half of the workspace, displaying the selected user’s properties with all sections expanded.
3. In the User Group Assignment section, click the Edit button in the Assigned Groups field. The User Group Assignment dialog opens.
4. Select Assign beside each user group that you want to assign the user to.
5. Click OK. The assigned user groups appear in the Assigned User Groups field.
6. Click Save.

Configuring Account Type for users

Account types can only be set by a user that is a User Administrator.

To configure account type:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user you want to configure account type for. The properties area opens in the bottom half of the workspace, displaying the selected user’s properties with all sections expanded.
3. In the Account Type section, modify the following fields as necessary:

Note: If your system is on the ISW platform, the account types that can be set are dependent on the license(s) the user has.

Configuring symbol access for users

You can use the Users editor to give a user access to symbols in each of the dimensions in your Longview system.

Longview recommends that you set symbol access for the ENTITIES and CURRENCIES dimensions at the user level, and that you set symbol access for all other dimensions at the user group level.

For more information, see Configuring symbol access for user groups.

Note: If symbol access is set for a user group that the user is a member of, it does not need to be set at the user level.

To configure user symbol access:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user you want to configure symbol access for. The properties area opens in the bottom half of the workspace, displaying the selected user’s properties with all sections expanded.
3. In the Symbol Access section, click the Edit button to the right of the dimension you want to configure symbol access for. The Symbol Access dialog opens.
4. For Access, choose one of the following options:

   Field	Notes
   Symbol List	Select this option to specify a list of symbols to give the user access to. Proceed to step 5.
   Inherit Role Access	Select this option to give the user all symbol access assigned to the V3_Compatible_Access role for the selected dimension. Proceed to step 9. Note: For more information on symbol access roles, see the Longview Application Administrator Guide.

5. For Symbol, select a symbol to give the user access to. You can type the symbol name, use the drop-down list, or use the symbol selector to select the symbol.
6. Click the add button. The selected symbol appears in the symbol list.
7. Modify the following fields as necessary:

   Field	Notes
   Access	Select R (read-only access) or W (write access) from the drop-down list.
   Level	Enter a number between 0 and 99 designating how many levels of child symbols below the selected symbol the user has access to.
   Priority	Enter a number greater than zero designating the precedence for the access type, where 1 is the highest priority. For example, if a user has read-only access to a leaf symbol with a priority of 1, but write access to that symbol’s parent with a priority of 50, the user will have write access to all symbols under the parent with the exception of that read-only leaf symbol. Assigning a priority of 0 gives precedence to any other non-zero value.

8. Repeat step 5 to step 7 for each symbol you want to add to the symbol list. 

   Note: Click the remove button to remove a selected symbol from the symbol list.

9. When you are finished adding symbols to the symbol list, click OK. The selected symbols appear in the dimension field.
10. Repeat step 3 to step 9 for each dimension that you want to configure symbol access for.
11. When you are finished, click Save.

Configuring user attributes

You can use the Users editor to set values for various user attributes. For example, you can set the following user attributes:

• the user’s schedule access

To configure user attributes:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user you want to configure user attributes for. The properties area opens in the bottom half of the workspace, displaying the selected user’s properties with all sections expanded.
3. In the User Attributes section, modify the following user attributes as necessary:

   Field	Notes
   UAccSchedules - User Accessible Schedules	Enter a list of schedules the user can access. Note: Enter ALL to grant the user access to all schedules. You can also modify the default value for this attribute via Application Administrator

4. If you want to modify other user attributes, click More. All fields display in the User Attributes section.
5. Modify any other user attribute as necessary.

   For more information on user attributes, see the Longview Application Administrator Guide.

6. When you are finished, click Save.

Configuring user application access

You can use the Users editor to give a user access to Longview applications and functionality.

Note: If application access is set for a user group that the user is a member of, it does not need to be set at the user level.
For more information, see Configuring user group application access

To configure user application access:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user you want to configure application access for. The properties area opens in the bottom half of the workspace, displaying the selected user’s properties with all sections expanded.
3. In the Application Access Authorization section, modify the following fields as necessary:

   Note: If your system is on the ISW platform, the application access that can be set are dependent on the license(s) the user has.

   Field	Notes	Platform License
   Longview Add-In for Office	Select this option to give the user access to the Longview Add-In for Office. If you specify this authorization, links to Excel workbooks in the navigation pane will open using Longview Add-In for Office. Note: You must also select the Connect to Application Framework option in the Data Access Authorization section to allow users to access the Longview Add-In for Office	Designer Power User Viewer
   Longview Add-In for Office - Submit Data	This option is available only if Longview Add-In for Office is selected.Select this option to allow the user to submit data in the Longview Add-In for Office.	Designer Power User
   Longview Application Administrator	Select this option to give the user access to Longview Application Administrator.	Admin Designer Service
   Longview Analysis & Reporting	Select this option to give the user access to Longview Analysis and Reporting and select one of the following Reporting roles to assign to the user: Publisher—Users assigned a Report Publisher role can create, format, and publish report templates. Author—Users assigned a Report Author role can create their own report views for analysis purposes and run reports. User—Users assigned a Report User role can use the report templates created by a Report Publisher to analyze data. Note: If you do not select a role, no authorization is assigned to the user. For more information, see the Longview Analysis and Reporting Guide.	Designer Service Power user Viewer
   Longview Dashboard Designer	Select this option to give the user access to Longview Dashboard Designer.	Designer
   Longview Designer	Select this option to give the user access to Longview Designer. Note: You must also select the Connect to Application Framework option in the Data Access Authorization section to allow users to access Longview Designer.	Designer
   Data Import Apps - Create	This option is available only if Longview Designer is selected. Select this option to give the user access to create data import apps in Longview Designer.	Designer
   Data Import Apps - Modify	This option is available only if Longview Designer is selected. Select this option to give the user access to edit data import apps in Longview Designer.	Designer
   Data Import Apps - Delete	This option is available only if Longview Designer is selected. Select this option to give the user access to delete data import apps in Longview Designer.	Designer
   Data Import Apps - Publish	This option is available only if Longview Designer is selected. Select this option to give the user access to publish data import apps in Longview Designer.	Designer
   Longview Apps - Publish	This option is available only if Longview Designer is selected. Select this option to give the user access to publish Longview Apps in Longview Designer.	Designer
   Longview Server Manager	Select this option to give the user access to Longview Server Manager.	Admin Service
   Start/Stop Servers, Turn On/Off Dynamic Calculations	Select this option to allow the user to start and stop the servers, and turn Dynamic Calculations on and off.	Admin Service
   Longview Workflow Designer	Select this option to give the user access to Longview Workflow Designer.	Designer

4. In the Editors and Tools Access Authorization section, modify the following fields as necessary:

   Note: If your system is on the ISW platform, the tools access authorizations that can be set are dependent on the license(s) the user has.

   Field	Notes	Platform License
   Mappings Editor	Select this option to give the user access to the Mappings editor. Note: You must also select the Connect to Application Framework option in the Data Access Authorization section to allow users to access the Mappings editor.	Designer Power User Service
   Mappings Editor - Manage Maps	This option is available only if Mappings Editor is selected. Select this option to give the user access to create, modify, and delete maps.	Designer Power User Service
   Mappings Editor - Manage Mappings	This option is available only if Mappings Editor is selected. Select this option to give the user access to create, modify, and delete mappings.	Designer Power User Service

5. When you are finished, click Save.

Configuring user data access

You can use the Users editor to give a user authorization related to data access.

Note: If data access is set for a user group that the user is a member of, it does not need to be set at the user level.
For more information, see Configuring user group data access.

To configure user data access:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user you want to configure data access for. The properties area opens in the bottom half of the workspace, displaying the selected user’s properties with all sections expanded.
3. In the Data Access Authorization section, modify the following fields as necessary:

   Note: If your system is on the ISW platform, the user data access that can be set are dependent on the license(s) the user has.

   Field	Notes	Platform License
   Connect to Application Framework	Select this option to allow the user to connect to Longview Application Framework. Note: You must select this option to allow users to access Longview Apps, Longview Designer, Longview tools and editors, the Longview Add-In for Office, and Longview Client.	Admin Designer Power User Viewer Service
   View Data	Select this option to allow the user to view data.	Designer Power User Viewer Service
   Modify Data	Select this option to allow the user to modify data.	Designer Power User Viewer Service
   Delete Comments	Select this option to allow the user to delete any existing comments in the Data Server. Users without Delete Comments authorization can delete only their own comments before they are submitted to the database. Note: Delete existing comments functionality is available in Data Grids only.	Designer

4. When you are finished, click Save.

Configuring user maintenance access

You can use the Users editor to give a user authorization related to maintenance access.

Note: If maintenance access is set for a user group that the user is a member of, it does not need to be set at the user level.
For more information, see Configuring user group maintenance access.

To configure user maintenance access:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user you want to configure maintenance access for. The properties area opens in the bottom half of the workspace, displaying the selected user’s properties with all sections expanded.
3. In the Maintenance Access Authorization section, modify the following fields as necessary:

   Note: If your system is on the ISW platform, the maintenance access that can be set are dependent on the license(s) the user has.

   Field	Notes	Platform License
   Batches and Events	Select this option to give the user Batches and Events authorization. Users with Batches and Events authorization can: view and delete batches and events in Longview Application Administrator view and delete batches and events using the User Submissions Tool or Longview Client Users without Batches and Events authorization can: view batches and events using the User Submissions Tool or Longview Client.	Admin Designer
   Locks	Select this option to give the user Locks authorization. Users with Locks authorization can delete any lock in the system with the Data Locks tool, while users without Locks authorization can delete their own locks only.	Designer Service
   Rules	Select this option to allow the user to maintain server rules.	Designer Service
   Schedules	Select this option to allow the user to maintain Schedules.	Designer Service
   System Attributes - Create	Select this option to allow the user to create system attributes.	Designer Service
   System Attributes - Modify	Select this option to allow the user to modify system attributes.	Designer Service
   System Attributes - Delete	Select this option to allow the user to delete system attributes.	Designer Service
   Symbol Attributes - Create	Select this option to allow the user to create symbol attributes.	Designer Service
   Symbol Attributes - Modify	Select this option to allow the user to modify symbol attributes.	Designer Service
   Symbol Attributes - Delete	Select this option to allow the user to delete symbol attributes.	Designer Service
   User Attributes - Create	Select this option to allow the user to create user attributes.	Designer Service
   User Attributes - Modify	Select this option to allow the user to modify user attributes.	Designer Service
   User Attributes - Delete	Select this option to allow the user to delete user attributes.	Designer Service
   Symbols - Create	Select this option to allow the user to create symbols.	Designer Service
   Symbols - Modify	Select this option to allow the user to modify symbols.	Designer Service
   Symbols - Delete	Select this option to allow the user to delete symbols.	Designer Service

4. When you are finished, click Save.

Configuring users and user groups authorization for users

You can use the Users editor to give a user authorization related to other users and user groups.

Users and user groups authorizations include the following:

Note: If your system is configured to be on the ISW platform, then the following authorizations do not apply.

To configure users and user groups authorization:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user you want to configure users and user groups authorization for. The properties area opens in the bottom half of the workspace, displaying the selected user’s properties with all sections expanded.
3. In the Users & User Groups Authorization section, click the Edit button in the User Administration field. The User Administration dialog opens.
4. Select Assign beside each user group that you want to assign the user. User Administration authorization for.

   Note: Only the user groups that the user is assigned to are available.
   For more information, see Assigning a user to user groups.

5. Optionally, select the AllUsers user group to assign the user User Administration authorization for all users in the system.

   Note: AllUsers is a system user group that does not display in the User Group Assignment dialog or the User Groups editor.
   For more information on AllUsers, see the Longview Application Administrator Guide.

6. Click OK. The assigned user groups appear in the User Administration field.
7. Click the Edit button in the Reset Passwords field. The Reset Passwords dialog opens.
8. Select Assign beside each user group that you want to assign the user Reset Passwords authorization for.

   Note: If a user group is selected for User Administration in step 4, that user group is automatically selected for Reset Passwords and cannot be cleared. Only the user groups that the user is assigned to are available. For more information, see Assigning a user to user groups.

9. Optionally, select the AllUsers user group to assign the user Reset Passwords authorization for all users in the system. AllUsers is a system user group that is not displayed in the User Group Assignment dialog or the User Groups editor.

   For more information on AllUsers, see the Longview Application Administrator Guide.

10. Click OK. The assigned user groups appear in the Reset Passwords field.
11. Modify the following fields as necessary:

    Field	Notes
    User Symbol Access	This option is available only if at least one user group is selected for User Administration in step 4. Select this option to allow the user to configure symbol access for users.
    User Group Administration	Select this option to allow the user to add and modify user groups.
    User Group Symbol Access	This option is available only if User Group Administration is selected. Select this option to allow the user to configure symbol access for user groups.
    Role Symbol Access	Select this option to allow the user to configure symbol access for symbol access roles in Longview Application Administrator.

12. When you are finished, click Save.

Copying user properties

You can use the Users editor to copy user properties from one user to another. This functionality is useful when you have added a user and want to save time by using the properties of an existing user instead of entering them manually.

When you copy user properties, all values in each section in the properties area are copied, except for the following:

• User Name
• First Name
• Last Name
• Description
• Email
• Home Phone
• Office Phone
• Authentication Method

To copy the properties of an existing user:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user whose properties you want to replace. The properties area opens in the bottom half of the workspace, displaying the selected user’s properties with all sections expanded.
3. Click Copy User Properties in the properties toolbar. The Copy User Properties dialog opens.
4. Select the user whose properties you want to copy and click Copy. The copied properties appear in the properties area.
5. Click Save.

Deleting users

Note: This section does not apply to systems that are on the ISW platform.

You can use the Users editor to delete a user.

To delete a user:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user that you want to delete, and click Delete. A confirmation dialog opens. 

   Note: You cannot undo the deletion of a user; you must re-add any deleted users.

3. Click Delete. The user is removed from the system and from any user groups to which it was assigned.

Deactivate and Activate Users

Users can be deactivated in the Longview system. Deactivated users will not be able to sign on to Longview, however the user’s information and settings remain in the database. When the user is Activated, the user can sign on to Longview again.

To deactivate a user, follow these steps:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user you want to deactivate and right click.
3. Select Deactivate.
4. Click Yes to deactivate the user.
5. The user will now show as Deactivated in the Status column of the Contents window.

To activate a user, follow these steps:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user you want to activate and right click.
3. Select Activate
4. Click Yes to activate the user.
5. The user will no longer show as Deactivated in the Status column.

Resetting user passwords

Note: This section does not apply to systems that are on the ISW platform.

You can use the Users editor to reset a user’s password. For example, if a user forgets their password, you can use the following procedure to provide them with a new one.

To reset a user’s password:

1. In the navigation pane, click Administration, expand Security, and then click Users. The Users editor opens in the workspace.
2. In the users list, select the user whose password you want to reset, and click Reset Password. The Reset Password dialog opens.

   Note: Reset Password is unavailable for Windows or Third-party web authenticated users.

3. Complete the following fields:

   Field	Notes
   New Password	Type the new password for the user. Passwords cannot contain any of the following characters: double quotation marks ( " ), pipes ( | ), or spaces (  ). If your company enforces password complexity, passwords must meet all password complexity restrictions, including (but not limited to) the following: The password must contain at least one uppercase alphabetical character (A-Z), one lowercase alphabetical character (a-z), one base 10 digit (0-9), and one non-alphanumeric character. The password must be a minimum number of characters in length. The password cannot contain the whole User Name, First Name, or Last Name of the user, in either uppercase or lowercase. For more information on password complexity, see the Longview Server Manager Guide.
   Confirm Password	Type the new password again.

4. Click Reset. A confirmation dialog appears.
5. Click OK. The user’s password is reset.