TOOLBOX FUNCTION: Export Database Users List

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Jacob Greene
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1 TOOLBOX FUNCTION: Modules Affected: Versions Affected: System Administration COINS Ti (9.7c2.34TI, revised for 9.7c2.35TI) The discussion of this new function is divided into the sections shown below. Background... 1 Using the Toolbox Function... 1 Opening the List in Excel... 3 Background The Toolbox program lets export COINS User IDs and Group IDs so you easily review a list of the users who have access to your existing COINS databases. The list also identifies IDs that were removed from User F/M or Group F/M but that still exist in Database Security. Using the Toolbox Function To access the Toolbox program: 1. Sign on to COINS Ti. 2. Select User-defined Program from the tree menu. 3. Enter sxtb07.xml when prompted for the program name and click OK. Figure 1: Enter Program Name 07/16/2008, revised 11/4/2008, 6/28/ Copyright 2008, 2010 Construction Industry Solutions (Shaker) Corp.

2 4. Enter the license code for the Toolbox on the selection screen, as shown in Figure 2. This is a 5-character code or keyword supplied by COINS USA. Figure 2: Enter License Code 5. Complete the selection screen as desired and click Next. Figure 3: Fill in Selection Screen 6. Select File and enter the desired file name on the output options screen. Figure 4: Choose Output Options 07/16/2008, revised 11/4/2008, 6/28/2010 2

3 Note The list is an export file designed specifically for the File option and is intended for review offline in a spreadsheet program (see Opening the List in Excel below). Although the system lets you select the other options, the output may be hard to decipher. 7. Click Finish to generate the list. 8. The program creates the file using the specified file name and places it in your Retained Reports Directory (set in User ID F/M > Print Options). Opening the List in Excel Since the may be run for ALL databases on your system, the resulting data can be extremely wide. The list is easier to work with if opened in Microsoft Excel or another spreadsheet program. When you generate the list using the File option (as recommended above), the system creates an ASCII file that uses as the delimiter. To open the file in Microsoft Excel 1 : 1. Use FTP to copy the file from the coins server to your PC or a shared Windows network drive. 2. Start Microsoft Excel. 3. Select File > Open In the Open dialog, select Text files in the Files of type box, as shown in Figure Select the file you want to open and click Open. 1 The sample screens are based on Microsoft Office Excel The screens in other version may vary. 07/16/2008, revised 11/4/2008, 6/28/2010 3

4 Figure 5: Excel File>Open Dialog 6. Use the 3-step Text Import Wizard to bring the file into Microsoft Excel, with the following key settings. File is Delimited Delimiter is Other enter the pipe symbol in the box Figure 6: Text Import Wizard - Step 1 of 3 07/16/2008, revised 11/4/2008, 6/28/2010 4

5 Figure 7: Text Import Wizard - Step 2 of 3 Figure 8: Text Import Wizard - Step 3 of 3 7. Resize the columns in Excel as desired, as shown in Figure 9 and Figure 10. The asterisk after a user name indicates that the User IDs has access to more than one database. 07/16/2008, revised 11/4/2008, 6/28/2010 5

6 The list shown in Figure 9 includes all User IDs that have access to each database. The Orphaned Users section of the list (see Figure 10) displays User IDs from Database F/M > Security that do not exist in User ID F/M. If you check the box on the selection screen for Include Only Users Deleted in User F/M / Group FM, only the Orphaned Users list will appear in the. User IDs and Group IDs mingled together in the list. For example, POS (a User ID) might be followed by QA (a Group ID). The group QA is followed by all users in that group. Then the list picks back up with the next User or Group in alphabetical order. Figure 9: User List in Excel 07/16/2008, revised 11/4/2008, 6/28/2010 6

7 Figure 10: Orphaned Users 07/16/2008, revised 11/4/2008, 6/28/2010 7

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