Oracle Field Service Cloud User Types. Release 15.8

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1 Oracle Field Service Cloud User Types Release 15.8

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3 Table of Content 1 Document Purpose and Scope Glossary Introduction User Types at a Glance Fewer Screens, Fewer Settings, Fewer Errors Where Did Everything Go? Security Profiles and Permissions Display Profiles API Profiles User Types Management Access to User Types Management User Type Creation User Type Deletion User Type Settings General Screen Configuration API Access Restrictions and Filters Filter Configuration for User Types Own User Type Management User Types Export and Import User Types Export User Types Import User Management GUI Changes 'Display' Screen Change 'Profiles' Screen Removal 'Permissions' Screen Removal 'API Configuration' Screen Removal 'User' Screen Redesign 'Users' Screen Change 'Filters' Screen and Window Change 'Login Policies' Screen Change Message Blocking Conditions Reports Dashboard Changes 'User Options' Context in Mobility Migration from Previous Versions How to Prepare for Migration...58

4 User Types Document Purpose and Scope 1 Document Purpose and Scope This document is intended as a description of User Types a new feature of Oracle Field Service Cloud to be used by administrators managing the system users. It is assumed that the reader is familiar with the Oracle Field Service Cloud functionalities and operating principles. 2 Glossary The glossary below contains the basic terms used in this document. Term Activity API Bucket Company Context Field GUI Inventory Manage Mobility Property Resource Resource Tree Route User Explanation Any time-consuming work performed by a resource Application Programming Interface a particular set of rules and specifications that software programs follow to communicate and interact with each other Entity appearing on the resource tree which can contain resources of a defined type and be assigned activities 1) Legal entity, using Oracle Field Service Cloud 2) Entity that represents a Client in Oracle Field Service Cloud; company is created by TOA Technologies during the process of implementation OFSC or API screen showing all available properties and action links Property present in the system by default Graphical User Interface, allows to use software by manipulating images rather than by issuing text commands Equipment that can be installed or deinstalled during an activity Oracle Field Service Core Manage Cloud Service (former Manage Application). Serves as the command center for field operations and the central hub for viewing real-time information about resources and their activities across the entire field organization Oracle Field Service Mobility Cloud Service (former Mobility Application). A webbased application for mobile resources to execute and manage work-related activities and ongoing communications Field and field value assigned to an entity in Oracle Field Service Cloud (to user, resource, activity or inventory). There are fields and custom properties Element in the resource tree representing a defined company asset Hierarchy of company resources, showing parent-child relationships List of activities assigned to a resource for a specific date, or a list of non-scheduled activities assigned to a resource 1) Person using Oracle Field Service Cloud 2) Entity used for authentication and authorization, allowing people or external software to access Oracle Field Service Cloud Page 4 of 59 Confidential Oracle

5 Introduction User Types 3 Introduction ETAdirect has had a user management system ensuring, on one hand, consistent security and, on the other hand, flexibility of access corresponding to different functions performed by different users. Each user was assigned one or several security profiles controlling the actions available to the user and a display profile controlling the areas visible to the user and the level of such visibility. This system has proved to be solid and reliable, however, its configuration required great care and attention, as it was important to set up security profiles and display profiles so that they did not contradict each other. Now, Oracle Field Service Cloud has introduced the User Types functionality which is based on a totally new approach to user management. Generally, user types represent the business roles adopted in the company. The concept of User Types is intuitively clear as it suggests that each user in the company falls under a certain user type. Each user is assigned exactly one user type corresponding to the user's functions and defining the user's access to the system. Users of the same type have the same level of access, the same permissions and restrictions and the same set of screens and/or fields visible to them. User types combine the display profile and security profile settings, thus, making the user configuration easier and reducing the risk of errors. User types also include certain settings previously configured on the 'User' screen. In other words, the 'User Types' functionality has most of the user settings in one place giving the administrator a complete picture of how the user type corresponding to a particular business role should be configured. Thus, the concepts of display profile, security profile and API profile have become obsolete as their purpose is now achieved by user types. At the same time, the basic principles of user configuration remain unchanged the method of the user's login to Oracle Field Service Cloud is defined by the login policy, the user's ability to use certain functions is controlled by permissions, the user's access to screens and properties is set in screen configuration. User configuration has become more logical, streamlined and intuitive while keeping to the high standards of security inherent to Oracle Field Service Cloud. 4 User Types at a Glance Fewer Screens, Fewer Settings, Fewer Errors User types have become a quantum leap in user management by gathering all user configuration in one place. Previously, user configuration consisted of the following steps: configuration of security profiles (creation of a set of profiles corresponding to the business roles in the company) configuration of permissions for each security profile (setting the levels of access to various parts of the system) configuration of display profiles (creation of another set of profiles defining how the system is visible to certain groups of users according to their business roles) configuration of API profiles (creation of yet another set of profiles defining access to various APIs used in the system) user creation (including assignment of one or more security profiles, a display profile, an API Confidential Oracle Page 5 of 59

6 User Types User Types at a Glance Fewer Screens, Fewer Settings, Fewer Errors profile, if needed, and a login policy) Figure 1: User configuration flow in previous versions Five screens, five sets of settings the probability of an error was rather high, especially when different settings were made by different administrators. The 'Permissions' and 'Display' settings could refer to the same elements of the system and, when misconfigured, could contradict each other. At the same time, the user configuration implemented in the previous versions created a reliable and comprehensive structure addressing all aspects of the user's interaction with Oracle Field Service Cloud. When configured properly, it became a secure and understandable environment for users Page 6 of 59 Confidential Oracle

7 User Types at a Glance Fewer Screens, Fewer Settings, Fewer Errors User Types working with the system on the everyday basis. The 'User Types' functionality is another huge step forward, as it minimizes the probability of errors while preserving the outstanding security and usability of OFSC. With user types, the user configuration is down to two steps only: configuration of user types (including most of the settings previously made in security profiles, permissions, display profiles and API profiles and done on the same screen by the same administrator) user creation (assigning one user type to each user) Figure 2: User configuration flow in OFSC version 15.8 Now most of the settings are gathered on the 'User Types' screen and the number of settings has been reduced. When a user is created, all settings of profiles, permissions and login policy are replaced with exactly one setting User Type. Confidential Oracle Page 7 of 59

8 User Types Where Did Everything Go? 4.1 Where Did Everything Go? If the previous user management system can be seen as a wallet full of ID cards from which the user had to select the right one to open a door they were standing in front of, a user type is rather a universal card opening all doors. However, the system is still there, but it is now managed from a single center point, the user type. Most of the usual settings can be found within the scope of user types configuration if you know where to look Security Profiles and Permissions The concept of permissions as it existed in ETAdirect has been greatly modified. Now the approach towards the users' access to various screens, actions and functions of the system is much more straightforward and intuitively understandable. Previously, users' access to screens, actions and functions of ETAdirect was controlled by permissions. In other words, the administrator setting a certain permission could make a particular screen visible to a user and hide it from another user. On the other hand, setting another permission made certain action links visible to a user, therefore, such user could perform the related actions. Finally, the permissions also controlled certain ETAdirect functions which were not otherwise represented as GUI elements. For example, the user's ability to use the Parts Catalog functionality was also controlled by a special permission. Parts Catalog allows the user to search for particular spare parts in the catalog using the standard OFSC search function. With the introduction of user types, the permissions controlling screen access have been implemented as access to menu items. The idea behind is that when a user has access to a certain screen or window, they also have access to fields and actions on that screen or window. For example, if a user has access to the 'Routing' screen, they will be able to use the actions on the 'Routing' screen, make settings and view data. A separate 'Routing' permission is no longer needed. The permissions controlling the users' ability to perform certain actions and view certain data have been implemented as visibilities of the corresponding tabs or action links. For example, to allow a user type to set required inventory for an activity, the administrator has to set the visibility of the 'Required Inventory' tab to Read-write. If the visibility is set to Read-only, the 'Required Inventory' tab is visible to users of the current type, but no changes can be made. If no visibility is set, the tab is hidden altogether. Some elements used to be controlled by two-level permissions (Show Hidden) which are now implemented as visibilities with only one option, Read-only or Read-write. If an element has to be hidden for a certain user type, no visibility is to be set. When the visibility is set, the element is available together with its content. Other elements were controlled by three-level permissions (Read-write Read-only Hidden). Now such access is defined by visibilities with two options, Read-write and Read-only. If an element has to be hidden for a certain user type, no visibility is to be set. Note: some screens with complex system of settings have visibilities both for the entire screen and for individual properties and actions. This way, the screen can have the Read-write visibility with some properties shown as Read-only. Page 8 of 59 Confidential Oracle

9 Security Profiles and Permissions User Types As the result, most permissions are included in the display settings as main menu items and visibilities and only the permissions to functions remain. Duplicating permissions of Manage and Mobility, for example, Collaboration, have been merged. The following permissions have been fully removed. The functionality controlled by them has been made available to all user types by default: Manage: Enable/Disable multi-day mode. Multi-day mode on the 'Activities' screen is available to all user types Visual form editor. The Visual Form Editor functionality is available to all user types Inventory Types. The inventory types configuration functionality, as well as the corresponding screen, is available to all user types Reoptimization. The Reoptimization configuration functionality, as well as the corresponding section of the 'Routing Profiles' screen, is available to all user types Logout. The Logout function, as well as the corresponding menu item, is available to all user types GPS. The resource tracking functionality is available to all user types SmartLocation. The SmartLocation data analysis and representation functionality is available to all user types when enabled for the company Center point home zone support. The 'Center point home zone support' option in the 'Assignment parameters' section of the 'Routing Profiles' is available to all user types My Display. The 'My Display' screen, as well as the corresponding menu item, is available to all user types Self assignment. The 'Self assignment' option on the 'User' screen is available to all user types Mobility: Booking Activity. The Activity Booking functionality is available to all user types Nearby Activities. The Nearby Activities functionality is available to all user types Activity Actions. The permission controlling access to different actions in Mobility has been removed, as such actions now have independent control Directions. The Driving Directions functionality is available to all user types Such simplification has allowed to remove the concept of security profiles as such and to greatly reduce the number of permissions which can now be found in the user type configuration Display Profiles The way users see various screens, forms and windows of OFSC is still controlled by the context layouts functionality. However, the particular context layouts are now associated with user types rather than display profiles. Context layout editing is implemented as part of the user type configuration, Confidential Oracle Page 9 of 59

10 User Types Display Profiles therefore, display profiles have become obsolete API Profiles The API access settings defining the users' ability to use APIs have become part of the user type configuration, therefore, there is no need in API profiles any longer. 5 User Types Management The administrator managing users in the company can create user types according to the existing business roles, modify the configuration of certain user types whenever the situation requires such modifications, delete user types which are no longer needed. Note: changes made to a user type affect all users to which such user type is assigned. 5.1 Access to User Types Management The 'User Types' functionality has been implemented as a dedicated screen accessible through a special 'User Types' menu item. To access the 'User Types' screen and manage user types, the user has to have the 'User Types' menu item available. This is done through the 'Screen configuration' tab of the corresponding user type. Initially, the system administrator creating user types and assigning them to users can allow certain user types to manage user types as well. Figure 3: 'User Types' screen The 'User Types' screen consists of the user types list and the user type settings corresponding to a Page 10 of 59 Confidential Oracle

11 Access to User Types Management User Types certain user type. The list contains all user types existing in the system. The list is sorted alphabetically by user type name, with inactive user types placed at the bottom of the list, also in the alphabetical order. The settings are shown for the user type currently selected in the list. The number to the right of the user type name in the list corresponds to the number of users to which the selected user type has been assigned. A user type not yet assigned to any users will have '0' as the number of users. For the detailed description of settings and options which can be found on the 'User Types' screen please refer to the sections below. 5.2 User Type Creation To create a new user type, the administrator has to click the '+' icon at the top of the user types list. Figure 4: Creating new user types Clicking the '+' icon opens the 'Add User Type' window. Figure 5: 'Add User Type' window The 'Add User Type' window requires defining the user type label (a unique string identifier of the user type) and the user type name (a human-friendly name describing the user type in the context of the specific company). These two fields are mandatory, and if the window is submitted without filling-in a name or a label, it is rejected with the 'Mandatory field is empty' error message. Confidential Oracle Page 11 of 59

12 User Types User Type Creation A new user type can be created empty, that is, with most of the options disabled. In this case, all user type settings have to be defined manually. Another option is copying the user type settings from another user type. In this case the new user type will have all settings of the original user type, and the adjustments will be less extensive. To copy the user type settings from another user type the administrator has to select one of the existing user types from the 'As copy of' drop-down list. As soon as a user type is selected, the 'Share screen configuration' option becomes active. Figure 6: Creating user type as copy of another user type When the administrator chooses to create a new user type by copying one of the existing user types, the system warns them that copying may be a lengthy process. When a user type to be copied is selected, the 'User Type screen configuration will be copied. This may take some time' message is displayed. If the 'Share screen configuration' option is selected, the newly-created user type will use the screen configuration of the original one. No new screen configuration will be created. If the shared screen configuration is modified, the modifications will apply to both user types. If the 'Share screen configuration' option is not selected, the screen configuration for the new user type will be copied from the original one. In this case, two independent screen configurations are created. Any modifications of either screen configuration affect only the user type to which it relates. Please see the Screen Configuration section for more details. 5.3 User Type Deletion A user type which has not yet been assigned to any users or unassigned from all users can be deleted by clicking the ' ' icon at the top of the user types list. The user type to be deleted has to be selected from the list. Page 12 of 59 Confidential Oracle

13 User Type Deletion User Types Figure 7: Deleting user types The administrator has to confirm the user type deletion in the 'Confirm' window stating '1 user type will be deleted. Are you sure?' By clicking 'OK' the administrator confirms the user type deletion, by clicking 'Cancel' the administrator aborts the user type deletion. Figure 8: User type deletion confirmation If the selected user type has been assigned to any users, either active or inactive (the number of users is other than '0'), the system responds with the 'The selected user type has assigned users and cannot be deleted' notification. Figure 9: User type deletion notification Confidential Oracle Page 13 of 59

14 User Types User Type Settings 5.4 User Type Settings A new user type has to be configured according to its business role. Similarly, alterations of a business role may require modifications of the corresponding user type settings. Changes to a user type assigned to Manage users apply shortly after they are saved on the 'User Types' screen. Changes to a user type assigned to Mobility users apply after the next synchronization. The user type settings fall under 4 categories 'General', 'Screen configuration', 'API Access', 'Restrictions & Filters' implemented as 4 tabs with the same names. Please refer to the sections below for the detailed description of each category General The 'General' section contains the basic user type settings. The 'General' settings define the user type options in respect of resource types and other users as well as the user type access to the system and to its functions. Figure 10: General user type settings Page 14 of 59 Confidential Oracle

15 General User Types The 'General' tab includes the following settings: User type info (the basic user type data identifying the user type in the system): Label (a unique string identifier of the user type). The label is defined during the user type creation but can be modified as part of the 'General' settings Name (a human-friendly name describing the user type in the context of the specific company). The name is defined during the user type creation but can be modified as part of the 'General' settings Active (the checkbox defining the user type status). Active user types can be assigned to new or existing users while inactive cannot. All other functions, such as logging in, are available to both active and inactive user types. All new user types are created as active by default Login policy (the login policy assigned to the current user type). The login policy defines the method of the users' authentication to Oracle Field Service Cloud. The login policy is selected from the list of all login policies existing in the system. If a certain login policy is assigned to a user type, all users of such type will use this policy to login Assigned resource types (the resource types with which users of the current type can be associated). When a new user is created, the mandatory 'Resources' field will allow only the resources of types specified as the 'Assigned resource types' for the corresponding user type to be selected. The assigned resource types are selected from the list opening in the 'Apply resource types' window on clicking the 'Edit' button. The search field at the top of the window allows filtering the list by typing the search string. Figure 11: 'Apply resource types' window Confidential Oracle Page 15 of 59

16 User Types General Note: when any users are associated with a resource of a type selected as one of the 'Assigned resource types', such resource type cannot be unassigned from the user type. To unassign a resource type, the user has to be associated with a resource of a different type. Can create users of the following user types (the ability of user of the current type to create other users). Only the user types selected in this section will appear in the 'User Type' list on the 'User' screen. Inactive user types are shown in gray font and do not appear in the 'User Type' list on the 'User' screen Note: the 'User Type' parameter is mandatory in the user creation. Therefore, if no user type has been selected in this section, the users of the current type will be unable to create other users, even if other options affecting user creation have been enabled Can be created by users of the following user types (the user types allowed to create users of the current type). Inactive user types are shown in gray font Both settings are made by selecting the appropriate user types from the list opening in the 'Select user types' window on clicking the 'Edit' button. The search field at the top of the window allows filtering the list by typing the search string. Figure 12: 'Select user types' window All user types selected from the 'Can create users of the following user types' list will automatically have the current user type in their 'Can be created by users of the following user types' list, and vice versa. For example, if user type 'Manager' can create users of user type 'Dispatcher', user type 'Dispatcher' will have 'Manager' in its 'Can be created by users of the following types' list. Page 16 of 59 Confidential Oracle

17 General User Types Figure 13: 'User management' settings correlation Access settings (the ability of the user of the current type to access OFSC via different interfaces). The section contains three options: Allow access via Manage (with this option enabled, users of the current type will be able to use the OFSC functionality via Manage) 'Manage' permission in the previous versions Allow access via API (with this option enabled, users of the current type will be able to use the OFSC functionality via APIs) 'API' permission in the previous versions. Note: this option influences the 'API access' tab. When access via API is allowed, the 'API access' tab is active. When access via API is not allowed, the 'API access' tab is inactive Allow access via Mobility (with this option enabled, users of the current type will be able to use the OFSC functionality via Mobility) 'Mobility' permission in the previous versions Note: access via Manage and Mobility requires screen configuration settings, therefore, these options influence the 'Screen configuration' tab. One or both options need to be enabled for the 'Screen configuration' tab to be active. When neither of them is enabled, the 'Screen configuration' tab is inactive Permissions (the ability of the user of the current type to access different functions of OFCS). Permissions may be individual (controlling access to a single function) or group (controlling access to a functionality with several individual functions), such as 'Collaboration'. Group permissions are organized as a tree with the main permission at the top and child permissions Confidential Oracle Page 17 of 59

18 User Types General at lower levels. If a group permission is checked or unchecked, its child permissions are automatically checked or unchecked, too. If a child permission is checked, the related group permission is automatically checked, too. However, if a child permission is unchecked, its group permission remains checked. The 'Permission' section contains the following options: Allow access to required inventory (with this option enabled, the Mobility user is able to access the 'Required inventory' functionality and perform all related actions) 'Required Inventory' permission for the Mobility Application in the previous versions. Note: the 'Required Inventory' permission for Manage is implemented as visibility for the 'Required Inventory' tab in the 'Add activity/activity details' context Collaboration (with this option enabled, the user is able to access OFSC Collaboration and perform the related actions) 'SmartCollaboration' permission for the Manage Application and 'SmartCollaboration for Mobile App' permission for the Mobility Application in the previous versions. The 'Collaboration' option has three sub-options: Allow inventory move via chat (this option allows the user, in addition to chat functions, to transfer inventory via chat) 'Move inventory via chat' permission in the previous versions, both for the Manage and Mobility Applications Allow image sharing via chat (this option allows the user, in addition to chat functions, to share images via chat) 'Share images via chat' permission for the Mobility Application in the previous versions Allow activity move via chat (this option allows the user, in addition to chat functions, to transfer activities via chat) 'Move activity via chat' permission in the previous versions, both for the Manage and Mobility Applications Enable Smart Location alerts in Mobility (with this option enabled, the user can receive alerts on their mobile device whenever any compliance issues have occurred and have been identified by the SmartLocation module) 'SmartLocation alerts' permission for the Mobility Application in the previous versions Parts Catalog (with this option enabled, the user can search for particular spare parts in the catalog using the standard OFSC search function) 'Parts Catalog' permission in the previous versions, both for the Manage and Mobility Applications Maps (with this option enabled, the user can access the Map View on the 'Activities', 'Quota' and 'Resource Work Zones' screens) 'Map' permission, 'Quota' 'Map' permission, 'Resource Work Zones Map' permission for the Manage Application in the previous versions. The 'Maps' permission combines three permissions in the previous versions and controls access to all maps in the system Enable GPS Telemetry in Mobility (with this option enabled, the user's geopositioning information can be collected directly from the user's device) 'GPS Page 18 of 59 Confidential Oracle

19 General User Types Telemetry' permission for the Mobility Application in the previous versions Activity Management (the ability of the user of the current type to perform certain activity actions). This section contains the permissions for activity-related functions. The following options are available: Allow activity move between resources in Manage (with this option enabled, the user can move an activity from one resource to another) 'Allow move between resources' permission for the Manage Application in the previous versions Allow activity reschedule / move to non-scheduled pool in Manage (with this option enabled, the user can move an activity to a different date or make it nonscheduled) 'Allow reschedule / move to non-scheduled pool' permission for the Manage Application in the previous versions Allow access to non-scheduled pool in Manage (with this option enabled, the user can access the pool of non-scheduled activities and perform actions to them) 'Nonscheduled support' permission for the Manage Application in the previous versions Ignore work zones / work skills mismatch on activity move (with this option enabled, the user can move activities to resources with work zones and/or work skills not matching those of the activity) 'Ignore workzones / workskills mismatch on move' permission for the Manage Application and 'Ignore rules mismatch on Move activity' permission for the Mobility Application in the previous versions Allow repeating / mass activity creation in Manage (with this option enabled, the user can create mass and repeating activities) 'Repeating / Mass activity' permission for the Manage Application in the previous versions Allow activity deletion in Manage (with this option enabled, the user can delete an activity together with canceling it. Otherwise, a canceled activity remains in the system) 'Delete activity' permission for the Manage Application in the previous versions Allow action time adjustment in Manage (with this option enabled, the user can manually adjust the time of activity actions in Manage. Otherwise, the action time is logged as the current time) 'Set action time' permission for the Manage Application in the previous versions Allow activity reorder inside the route in Manage (with this option enabled, the user can change the position of an activity in the route) 'Allow reorder inside the route' permission for the Manage Application in the previous versions Allow next activity selection on Complete in Mobility (with this option enabled, the user completing an activity in Mobility can select the next activity to start. Otherwise, only the next activity in the route can be started) 'Switch Next Activity on Complete' permission for the Mobility Application in the previous versions Allow activity move from non-scheduled pool to scheduled one in Manage (with this option enabled, the user can make a non-scheduled activity scheduled) Confidential Oracle Page 19 of 59

20 User Types General 'Allow move from non-scheduled pool to scheduled one' permission for the Manage Application in the previous versions Resource Management (the ability of the user of the current type to perform certain resource actions). This section contains the permissions for resource-related functions. The following options are available: Allow resource tree rearrangement in Manage (with this option enabled, the user can change the position of resources in the Resource Tree) 'Resource hierarchy position' permission for the Manage Application in the previous versions Allow working calendar changes in Mobility (with this option enabled, the user can modify the working calendar of the resource) 'Calendar' permission for the Mobility Application in the previous versions When all user type settings have been made, the 'Save' button must be clicked. If the administrator proceeds to a different tab without saving the current settings, the following warning is displayed: 'You have unsaved changes for the current tab. Do you want to save them?' Figure 14: Warning about unsaved changes On clicking 'Cancel', the screen remains open on the current tab. On clicking 'Discard changes' the screen switches to the next tab without saving the changes. On clicking 'Save' the screen switches to the next tab and the changes are saved. Note: 'Save' must be clicked on each tab for all changes made to the user type configuration to be saved. Changes made to the 'User type info', 'Assigned resource types', 'Can create users of the following user types' and 'Can be created by users of the following user types' apply immediately after the 'Save' button is clicked. Changes made to the 'Access settings', 'Permissions', 'Activity Management' and 'resource Management' sections apply after the user logs in again or refreshes the browser window. The user is prompted to refresh the browser window by the following message shown after the settings are saved: 'Permissions were successfully updated. After you finish working with permissions, refresh the browser window for all changes to apply'. Page 20 of 59 Confidential Oracle

21 General User Types Figure 15: Window refresh message Screen Configuration Screen configuration has taken over the functions previously performed by the display profiles. It defines the screens, windows, popups and other elements visible to a certain user type and supports the context layout editor where the content, arrangement and visibilities of each context are set. The 'Screen configuration' tab contains the list of all contexts available in OFSC. All contexts are split into 3 sections corresponding to their location in the system: Manage (the contexts used in Manage) Mobility (the contexts used in Mobility) Collaboration and Identifiers (the contexts used in Collaboration and the entity identifier contexts) The list is organized hierarchically and shows relations between different contexts. All context names are links leading to the context layout editor screen. Confidential Oracle Page 21 of 59

22 User Types Screen Configuration Figure 16: Screen configuration The 'Screen configuration' tab is active when the 'Allow access via Manage' and/or 'Allow access via Mobility' options are enabled for the user type. The same settings also influence the availability of the screen configuration sections. If the 'Allow access via Manage' option is disabled for the user type, the 'Manage' section will be collapsed and inactive. The same is true for the 'Allow access via Mobility' option. Figure 17: Access via Manage enabled and access via Mobility disabled Page 22 of 59 Confidential Oracle

23 Screen Configuration User Types Figure 18: Active 'Manage' section and inactive 'Mobility' section Note: any screen configuration settings made in the 'Manage' or 'Mobility' section will be kept if the 'Allow access via Manage' or 'Allow access via Mobility' option is afterwards disabled for the user type. If access is allowed again, the same screen configuration settings apply again for the user type. Links to new (not edited) or empty contexts are shown in red, while links to edited contexts are shown in blue. If all elements have been removed from a context, its link changes color from blue to red to indicate that the context is now empty. If the user type has been created without copying the settings of another user type, all contexts will be shown in red. Confidential Oracle Page 23 of 59

24 User Types Screen Configuration Figure 19: User type with empty contexts The hierarchy of contexts starts from the 'Main menu items' context defining the main menu items available or unavailable for the current user type. The configuration of the 'Main menu items' context defines the menu bar elements visible or hidden for a particular user type. Each menu bar element opens a certain screen and, therefore, provides access to its functionality. If a certain screen has been made available for a user type, all users of such type will have access to the entire functionality implemented on that screen. Similarly, if a screen has been made unavailable for a user type, all users of such type will not be able to use the functionality implemented on that screen. IMPORTANT! With the introduction of user types, the Main Menu configuration has largely absorbed the 'Permissions' functionality as it existed in ETAdirect. Now, instead of granting a number of separate permissions for various elements and actions on a screen, the administrator can grant or deny access to the entire screen, including all elements of such screen. Note: most of the main menu items previously included in the 'Company Settings' have been gathered on a special screen, 'Company Configuration', which has a separate context layout and is also one of the Main Menu items. Visibilities can be set to grant or deny access to the entire 'Company Configuration' screen (as visibility of the corresponding Main Menu item) or to each individual item (as visibilities on the 'Company Configuration' context layout). The 'Main menu items' context layout now includes visibility settings for each item. A Main Menu item added to the context does not become immediately visible. It has to be defined as Read-only or Readwrite to appear in the Main Menu. When a Main Menu item is defined as Read-only for a user type, users of such type can open the corresponding screen and view its content but cannot modify any Page 24 of 59 Confidential Oracle

25 Screen Configuration User Types settings. When an item has been defined as Read-write, changes are possible. Configuration requires no separate settings for each action or modification on the screen. For example, the configuration of the 'Message Scenarios' in the previous versions consisted of the following steps: adding the 'Message Scenarios' item to the 'Main menu items' context layout defining the permission for the 'Message Scenarios' functionality on the 'Permissions' screen. This permission allowed the user to open the 'Message Scenarios' screen defining the 'Scenarios Steps' permission. This permission allowed the user to view the scenario steps defining the permissions to add, edit and/or delete message scenarios defining the permissions to add, edit and/or delete scenario steps Figure 20: Message Scenarios permissions in previous versions Now the same configuration consists of only two steps: adding the 'Message Scenarios' item to the 'Main menu items' context layout defining the Read-write or Read-only visibility for the 'Message Scenarios' item With the Read-write visibility the user is able to view and edit all elements of a message scenario. With the Read-only visibility they can only view them. Confidential Oracle Page 25 of 59

26 User Types Screen Configuration Figure 21: 'Message Scenarios' screen in Read-only mode To allow the user to create message scenarios, add, modify and delete their steps the administrator only needs to change the visibility of the 'Message Scenarios' menu item to Read-write. The links to contexts are connected with arrows showing the relation between the contexts. Hovering the mouse over an arrow highlights it in red for better visibility. Figure 22: Highlighted arrow showing relation between contexts Page 26 of 59 Confidential Oracle

27 Screen Configuration User Types The example in the figure above shows that the 'Suspend activity' context is accessible from the 'Visible hint columns for activities'. Also, the arrow shows the sequence of context layouts configuration for the correct performance. The activity hint contains the 'Suspend' link leading to the 'Suspend activity' window. Therefore, the 'Visible hint columns for activities' context layout must be configured before 'Suspend activity'. If only the 'Suspend activity' context layout has been configured while the 'Visible hint columns for activities' context has been left empty, the user will not be able to access the 'Suspend activity' window and use its functionality. Clicking any link opens the 'Context layout structure' screen where the fields and actions of the context as well as their visibilities can be defined for the user type. Figure 23: 'Context layout structure' screen For Mobility contexts of the 'form' type the link leads to the Visual Form Editor screen allowing to edit context layouts in an easier and more transparent manner. Confidential Oracle Page 27 of 59

28 User Types Screen Configuration Figure 24: 'Visual Form Editor' screen A context layout can be copied to another user type if such other user type is to use the same or slightly modified layout of the same screen or window. For this purpose the 'Context layout structure' screen has the 'Copy to' button which opens the list of all user types in the system. Figure 25: Context layout copying for other user types If the screen configuration of the current user type is shared with one or more other user types, such user types will be preselected in the 'Copy to' list. If the user type selected in the list shares its screen configuration with other user types, such user types will be automatically selected as well. Page 28 of 59 Confidential Oracle

29 Screen Configuration User Types The current context layout will be applied to the selected user types. In this case it replaces the previous context layout settings, if any. When a context layout is copied for another user type, only the current context is copied while the rest of the screen configuration remains unchanged. When a context layout is copied, two separate identical context layouts are created. Each layout can be edited independently causing no changes in the other one. However, if the destination screen configuration is shared with other user types, the current context layout will be copied to all user types sharing the same screen configuration. Context layout copying is confirmed with the 'Layout has been successfully copied' message. Note: for any changes to the context layout structure to be applied, the 'Recalculate structure' button has to be clicked, otherwise previous context layouts remain. Closing the 'Context layout structure' screen returns the user to the 'User types' screen. The 'Mobility' section shows the contexts used in Mobility and their relations. Figure 26: Mobility contexts The 'Collaboration and Identifiers' section contains the contexts falling under two groups: 'Identifiers' including the identifier contexts for activity, inventory and service request, and 'Collaboration' including all contexts related to the Collaboration module. Figure 27: Collaboration and Identifiers Confidential Oracle Page 29 of 59

30 User Types Screen Configuration If the user type has been created as a copy of another user type with the screen configuration shared, the 'Screen configuration' tab shows the following message: 'Screen configuration shared with: {User type}'. Figure 28: User type copied from another user type with screen configuration shared Figure 29: Shared screen configuration When the screen configuration is shared with another user type, the same set of settings is used for both user types, and both user types refer to them simultaneously. A shared screen configuration means that all context layouts and their visibilities are similar for all user types sharing them. If the screen configuration is modified for one of the user types, the same changes will immediately apply to all other user types sharing it. The 'Change' action link allows selecting a different source of the screen configuration for the current user type. In this case the current user type is dissociated from the shared screen configuration. Page 30 of 59 Confidential Oracle

31 Screen Configuration User Types Three options are available: Use Screen configuration of {User Type} the screen configuration is shared with one or more user types. Only one set of configuration settings exists, and any changes of the screen configuration of one of the user types causes similar changes of the screen configuration of other user types. In this case sharing is inherited, that is, if the user type selected for sharing already shares its screen configuration with other user types, the same screen configuration will be used for all of them. The note underneath advises the user about the user types sharing the same screen configuration Figure 30: Sharing screen configuration Create Screen configuration as copy of {User Type} the screen configuration is copied from another user type. In this case two independent sets of settings are created, and any changes apply only to the user type for which they are made. The note underneath advises the user about the user type whose screen configuration will be copied Figure 31: Copying screen configuration Create empty Screen configuration the current screen configuration is cleared. Only the settings of the current user type are cleared. If the screen configuration had been shared with or copied from another user type previously, it is disconnected and a new independent screen configuration is created. The note underneath advises the user that only the screen Confidential Oracle Page 31 of 59

32 User Types Screen Configuration configuration of the current user type will be cleared Figure 32: Creating empty screen configuration If a user type has an independent screen configuration, it can be replaced with another by sharing or copying the screen configuration of another user type. All user types with screen configurations not related to those of other user types have the 'Copy/share screen configuration' link. Figure 33: 'Copy/share configuration' link This link leads to the same screen configuration options as are offered for changing the current screen configuration (see above). However, as the current screen configuration is not used elsewhere in the system, selecting any option will remove it permanently. The note warns the administrator that the current configuration will be lost. Page 32 of 59 Confidential Oracle