Managing System Security with Security Manager (System Administrators & TPOCS Only)
The most common scenarios for using the Security Manager are those that relate to needing to unlock licenses or Documents.
WARNING!!!
Please use the options described below as the processes cannot be undone.
TIP
To get to the Security Managerscreen: from the main header, go to Administration uSYSTEM u Security Manager.
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Security Manager Screen Elements
| Column Name | Use it to... |
|---|---|
| (System Information) | see information about the latest version of DocuPhase and the Database that's in use, as well as the count of current licenses and concurrent Users (other than yourself).
TIPYou'll need to provide this information to DocuPhase if/when you contact Technical Support. |
| Full Name | identify first and last name of the User associated with the User Name. In addition, this can also be a descriptive name or title/role associated with the User (e.g., AP Supervisor, HR Clerk, Receptionist, etc.). A full name isn't necessarily a unique identifier (there could be multiple Jack Smiths or Susan Wrights), thus the need for the User Name (as described below). |
| User Name | see the unique identifier used mainly for the purposes of logging in and being tracked within the system. This ID represents the person within the system. |
| Application | view the Application information relating to a license in use by the associated User.
EXAMPLEA User may be using aDocuPhase license, as well as one for Progression; or you may have 4 Users all using the only 4 Progression/Workflow licenses, etc. In this way, if you need to free up a specific license, you know exactly which User is using what license. |
| IP Address | see the private IP Address of the local machine used to launch a browser session for DocuPhase. |
| Login Time | identify date and time the User most recently logged into the system. |
| Log Out | automatically log out any User in the system.
NOTE
|
|
log out selected users. |
 Select All Users
|
select, then simultaneously log out all current Users. |
|
display any currently locked Documents; the information appears under the Security Manager fields. |
| LOCKED USERS (USER ACCOUNTS) | |
|
Locked |
select the User account(s) you want to unlock. |
| Select All Users
|
select, then simultaneously unlock all locked User Accounts in the list. |
|
unlock selected User Accounts. |
| (Application) | see the name of the Application (e.g., Account Payable, Client Documentation, etc.) in which the corresponding Document resides. |
| Object ID | vie the unique, system-generated number used to track the Document within the system. |
| File Name | see system-generated information for Documents entered into the Repository. Each combination of characters is unique to a specific Document: providing information about where the Document is located within the Repository. |
| Locked By | obtain the User Name of the person currently using a license that corresponds to the Application noted. |
| Modified Date | see date and time the Document was last changed. |
| Unlock | unlock any Document in the list. Unlocking a Document places it back in the Repository: making it available to other Users. |
| Unlock All | simultaneously unlock all Documents in the list. |
Unlocking User Accounts
Depending upon your organization's security policies, and upon specific Administrative settings made within DocuPhase, there may be a limit to the number of unsuccessful login attempts a user is allowed to make. In other words, if a user tries to log in, and (for whatever reason - such as entering the wrong user name and/or password) the login is unsuccessful, the user may be limited to the number of tries they make to try to login. Once this limit has been reached, the user’s account is locked. This prevents a user from wasting time continuing to try to unsuccessfully login.
When a user is locked out of their account, a prompt appears to let them know that the number of unsuccessful attempts has been reached: that your account is locked.
Once this occurs, the prompt advises the user of how to unlock their account; this could mean waiting a specific length of time (e.g., 15 mins) before trying to login again, or that only the System Administrator can unlock it: which option appears depends upon the way the DocuPhase system is configured.
If the prompt states that the user needs a System Administrator to intervene, or if they are still unsuccessful at logging in after the specified time, they should try resetting their password, or contact the System Admin or TPOC for assistance to have them reset the password. Tell me more...
Unlocking Licenses (Logging Out Users)
Your organization has a limited number of licenses that control the number of Users that can use simultaneously log into the system. These licenses are generally shared among Users. Therefore, if a User logs into the system, then doesn't log out, the associated license remains locked, preventing other Users from being able to use it to access the system. Therefore, you may need to unlock a license (log out a User) in order to free it up for another User. Tell me more...
EXAMPLE
Let's say Jack Smith is trying to log onto the system, but can't because all of the available licenses are in use. However, when you look at the Security Manager, you can see that Susan Wright is logged into the system - but you know she's left for the day (obviously without logging out). You can then use the Log Out option next to Susan's name in the Security Manager - thus freeing up the license she was using; now, Jack can log in.
View and Unlock Locked Records (ScanDox)
Unlike unlocking licenses (as described above), individual Documents (aka records) can also be locked. A Document may be locked for a variety of reasons (e.g., it is being Indexed or tagged, or has been sent to ScanDox). If a locked Document is not submitted back to DocuPhase, you'll need to unlock it if it's needed by another User. Tell me more...
Tell me how to...
Unlock a User Account
How does TPOC know when user account is locked... sent system email or does user need to report lockout, etc.?
When a User has been locked out from too many unsuccessful log in attempts, you can unlock their account using the information below:
On the Security Manager screen:
1) Select (
) the User account(s) you want to unlock.
or
Use () the Select All Users option without having to select individual User accounts.
2) Click to unlock selected/all Users. then what? does TPOC notify user or is system email sent? how does user get notified it's ok to log in again.
Reset User Passwords
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Log Out One or More Users
On the Security Manager screen:
1) Select ( ) the User(s) you want to log out (to free up the license they are using).
or
Use () the Select All Users option without having to select Users individually.
2) Click to log out selected/all Users.
Unlock One or More Documents
On the Security Manager screen:
1) Locate and click at the bottom of the window (you may need to scroll down to see it) to display a list of locked Documents.
2) Click for each individual Document you want to unlock.
or
Click 
to simultaneously unlock all of the Documents in the list.
- Those Documents disappear from the list, and are now available for viewing/editing/annotating by other Users.
