Users and authorisations - instructions

LoMag enables you to set up individual accounts for each employee and to define their relevant authorisations. It is recommended to use the logging system for users if many people use one computer, e.g., the administrator, the warehouse keeper(s), the accountant, etc. Thanks to this function, LoMag enables you to quickly determine and distribute appropriate authorisations to given groups of users.

LoMag offers you the possibility to limit access in the following ways:

• Access only to chosen warehouses
• Access to some of the functionalities (e.g. the user has no possibility of viewing the reports)
• Access only to selected operations (e.g., the user may add documents, but they cannot edit or change them)

1. The administrator and the login module.

The default setting of LoMag inventory management upon launching is the administrative mode, without logging (does not require a login or a password when launched). The administrator is a user with full access to all the tools of the program. It's worth securing the administrator's account with a login and password, which will restrict access to the software and the warehouse data to unauthorised persons.

Securing the administrator's account

To secure the administrator's account you need to protect it with an appropriate login and password. Go to the top menu . The interface of the module will be launched, in which you will find only one user ("The Administrator").

To define the login and password, select the administrator from the list of users, and click the button, which is located on the tool bar of the interface .

After executing the actions above the window will open. Go to the part in which you need to enter your login in the field, e.g., "admin" and type in the password to your account twice (, ). To save the changes and close the window click .

• It is recommended to write down the access data to the administrator's account. In case you lose the login data, the only solution to recover access to the program is sending the program database to the manufacturer of LoMag.

From now on your basic administrator's account is protected with a login and a password. It is recommended to log out and log in again.

Logging in

You have just secured your administrator's account with a login and a password. To check the login system, you have to log out of the program - select from the menu and then click

Before the system logs you out, you will be informed about closing all windows of the program.

If you are sure that all operating windows (e.g., documents) have been closed and you may allow the application to automatically close the remaining windows, click . The login interface will be displayed.

Type in the administrator's login and password in the window. Once you have entered the correct data, the system will log you in.

2. Adding a new user.

If the computer on which LoMag is installed is used by several people and you want to secure access to the program, simply add a new user and grant them appropriate access authorisations.

To launch the module for adding new users, select from the top menu. The window will come up.

You can find several fields for setting up a new user account in the dialogue window. This window will be used for entering information regarding user preferences - name, login, language version, password and user role (e.g., granting them total (Administrator) or partial access).

Let's create a new user, who will not be the administrator and who will be granted only partial authorisation. Use the and fields to enter name the user and the name they will use when logging in, i.e., the login. For instance, it can be the surname and the job title of a given employee, for whom the account is created, e.g. "KowalskiWarehouseKeeper".

• The name of the user and the login do not have to match, they can differ from each other - for example the actual name and surname of the employee for whom the account is being set up may serve as the name of the user.
• Please note the form of the created login (e.g., capital letters, special characters). The future user will have to enter their login in the very same from when logging in.

Next, select the role for your user in the field. As mentioned before, the user will have limited authorisations, therefore they will not be an Administrator; scroll down the list in the field, to see the available role options.

Apart from the administrator, LoMag also has a default role of the "Warehouse keeper" - let's select it for your example user.

• LoMag also offers you the possibility of creating your own roles, e.g., a role of the deputy warehouse keeper and granting them appropriate access rights. Find out how to add new individual user roles below in these instructions.

Additionally, you may define the language version of LoMag preferred by the user in the field.

At the end enter the user password using the  and fields. To save the user in the program, click .

• Passwords have to be identical in both fields, otherwise the account will not be set up and an error message will be displayed.
• Please note the form of the created login (e.g., capital letters, special characters). The future user will have to enter their login in the very same from when logging in.

You have set up a new user account. Now you can proceed to the role management module and set appropriate access authorisations for the new user.

3. Role management

The idea behind the roles is such that once a role is created, it may be used for many employees, e.g., LoMag may be used by many warehouse keepers, several accountants and an Administrator. Warehouse keeper authorisations are defined only once and then the role of the warehouse keeper may be ascribed to many users.

To launch the roles (authorisations) management module, select from the top menu, and then . The window will come up.

The interface for user roles and authorisations management has been loaded. In the top part you will find the and buttons - they are used as follows to add a new role and to delete an already existing role. You will find a list of already existing roles in the left part of the interface (the column). On the other side, on the right you will find a window with user authorisations.

• If a given role has already been ascribed to one of the users, there is no possibility of deleting it from the LoMag database.

You will find a tree with all functions of the software in the window. Each function has sub-functions, which may be displayed by clicking (cross-hair). Some sub-functions may be further divided.

You cannot manage the authorisations of the administrator. The administrator has full access to all functions. Let's go to the warehouse keeper role and verify, how does to the field differ.

As you can see, you can set authorisations to all functions for the "Warehouseman”. The field, which is located by a given function means that the users have full access to a given function or sub-function. The field means that the users with the warehouse keeper role are not authorised to access this particular function.

Let's create a new role and ascribe authorisations to it, for example, the deputy warehouse keeper. Click , which will add a new role to the list (see below).

Go to and enter a name for the new role, for example you can call it "Deputy Warehouse Keeper". Next, go to the field and set authorisations to the individual functions of the program.

When a new role is created, the program grants authorisations to all functions by default. You can access additional options by clicking and by using and you can mark and unmark functions to which a given role is authorised.

For example, let's unmark the authorisation to remove accounts in the role. Go to and unmark - this way you have taken away the authorisation to remove accounts from that role. Do the same with the remaining authorisations you wish to restrict from a given role.

After setting all the authorisations accept all the changes with , and close the module window.

Please note that the creation of accounts and granting them appropriate authorisations is very important. A regular user of the inventory management program, such as a warehouse keeper, should not be entitled to remove information about documents, accounts, warehouses, etc. Once the information is removed by the employees, in cannot be reversed. The removed data may only be retrieved basing on a previously prepared backup version of the database (the whole content of the warehouse shall be put back to the moment of the execution of the copy). It is advisable to properly configure your employees’ accounts and create copies of databases regularly.

An example of how user limited access may be employed.

If a user has limited access to given functionalities, their LoMag interface is also limited for this data.

For instance, you blocked a user from deleting GRN documents. You can see the difference as regards the interface, between the administrator (see: SCREENSHOT#1) and a user role (see: SCREENSHOT #2), for whom the possibility of removing () the document has been blocked.

4. List of users

To go to the module, in which it is possible to add and edit users and employ several other tools, select from the top menu.

You will find the following options in the window: adding (), editing () and deleting () a user. There is also a option of making a printout () and exporting () the user list.

You already know how to add a new user (). Now you will learn how to edit a user. To edit a user, first you need to select a user from the list, and then click . For example, let's select the user you have just added and press the key.

The window is displayed, which is very similar to the module. You may change the name of the user and the role ascribed to them, as well as their authorisations to individual warehouses. There is also a possibility of turning a user off and changing their login and password.

To prevent the user from further activity on their account and to block their future logins to the program, unmark the field - from now on the user account is disabled.

In order to change the login or to set a new password, mark the option, which will unblock all the fields necessary to change the data of the user.

To save your modifications click .

Active users.

There is one module regarding logins remaining - - which informs you about the users currently connected to the system. To launch the module from the program's main menu, please select , and then select from the drop-down list. The module window will be launched.

The interface displays all users currently connected to the program. If you have equipped the warehouse with several complementary computers on which LoMag is installed and you are using the network function, then the module will display all users connected to that network. You can also print () the list of the users connected at the moment or export it to a file() You can also manage the table layout () - the visibility of columns, their names, sizes, etc. (see below).