Setting Up Profiles
Setting up profiles can make it easier to manage the security system. You can assign a profile to users, enter them at the same time in several groups, and define the system roles. By changing a profile, you can modify group memberships and system roles for all users who have the same profile.
It is also possible to create saved searches, SQL queries, and links to external applications for all users with the same profile.
Profiles contain the following settings:
- All settings that users can select in the settings dialog in enaio® client:
- Settings for hit lists, i.e., configuration of the columns and hierarchical folder hit lists as well as hit list layout
- Ribbon settings
- Inbox configuration
- Language
- Saved searches
- SQL queries
- Links to external applications, limited to the first 15
- Settings for the object search
- Settings for the navigation
- Positions of windows and bars
(for screen resolutions smaller and bigger/equal to 1024 × 768 px)
- System roles
- Group membership
- Modules for annotation stamps
- Settings in enaio® webclient
The scanner settings of enaio® client and enaio® capture can also be allocated via the profile administration dialog.
When assigning a profile to a user, the user's settings and rights will be overwritten. You can specify whether group memberships and system roles are overwritten or added when allocating a profile.
Group memberships and system roles of users with the 'DMS: Supervisor' system role will not be changed.
If a user is assigned the 'Client: Save personal settings' system role, he or she can customize the profile settings assigned to him or her in enaio® client.
A profile is created like a new user, though the new user is flagged as a profile template. The profile gets a user name and a password. It can be used to log in to enaio® client, for example, in order to create saved searches and links to external programs, to configure the workspace and the search bar, and to enter the default settings.
Group memberships and system roles of the profile and its assignment to users are set up in enaio® administrator in the same way you would with regular users.
If you change the settings of this profile, you will need to explicitly allocate it in order to update the settings of users with the profile.
In addition to the described individual profiles, it is possible to create group profiles.
Group profiles contain:
- Saved searches
- SQL queries
- Links to external applications, limited to the first 15.
This profile is assigned to a group and will be applied to all current and future members of the group. Individual settings of group members will not be overwritten.
Creating Profiles
You can create profiles on the User administration tab in the security system. You create it in the same way you would add a new user. It receives a user name and a password. This user name is used in enaio® client to configure the default settings for saved searches, links to external programs, the search bar, and the default settings.
An already created user can also be used as a profile template.
Follow these steps to create a profile:
- Open the Security system window.
- Click on the User administration tab.
- Select an individual user and click the Properties button.
- Select the User is a profile template option on the Profile setting tab.
- Choose whether to use the desktop and/or scanner settings of enaio® client and enaio® capture.
- Click the Apply button.
The user will be shown with the profile logo in the user list on the User administration tab.
You can assign the profile to users (see 'Assigning a Profile to Users').
If you modify the settings of a profile, you will need to reassign the profile in order to update the settings of the assigned users (see 'Allocating Profiles').
Profiles, which are not assigned to individual users but are used to assign saved searches, SQL queries, and links to external applications to groups, must be members of one group only.
Assigning a Profile to Users
You can assign exactly one profile to a user. The user's settings will be then replaced by those specified in the profile. Whether group memberships and system roles are overwritten or added is specified when allocating a profile (see 'Allocating Profiles').
If you assign a profile to a supervisor, his or her system roles will not be changed.
Follow these steps to assign a profile to users:
- Open the Security system window.
- Click on the User administration tab.
- Select one or more users.
- Click the Profile button.
- The User configuration window with the Profile setting tab will now open.
- Select a profile.
- Click the Assign button.
The profile will be assigned to the selected users. The user's settings will be then replaced by those specified in the profile. According to profile allocation settings group memberships and system roles are extended or overwritten.
You can remove the assignment of a profile to a user by clicking the Delete button on the Profile setting tab.
Allocating Profiles
If you change the settings of a profile in enaio® client or in the security system, these changes will only be applied to assigned users after the profile has been allocated.
Follow these steps to allocate a profile:
- Open the Security system window.
- Click on the User administration tab.
- Select a
profile and click the Properties button.
- Open the Profile settings tab in the User configuration window.
- Select the Distribute profile option.
This option is available only if the profile settings differ from the settings of the previously allocated profile.
- Click the Apply button.
The Distribute profile dialog will now open.
- Select the settings you want to allocate.
- If you choose to allocate settings such as Window settings or Folder structure under the desktop, the user's settings will always be overwritten by these settings.
You can decide whether the users' settings will be overwritten for the selected non-exclusive settings.
- If you select Overwrite user-own settings, not only the selected settings but also other user settings are overwritten with the profile settings. As a result, advanced settings as well as settings which the user has configured on the settings dialogs of enaio® client are replaced.
For groups and system roles you can choose to only add new groups and system roles or to completely overwrite them with the groups and system roles of the profile.
System roles are never overwritten when the user has the 'DMS: Supervisor' system role.
- Confirm by pressing OK.
Changes to the profile will apply to all assigned users.
To allocate the profile to logged-in users, you will first need to inform them. Select this option if you cannot prohibit users from being logged in.
You can enter a period in minutes after which the logged-in clients will be closed automatically. After restart, the changed settings will be available.
If you do not enter a time and instead leave the setting at '0', the modified settings will be available after enaio® client has been closed and restarted by the user.
Assigning Profiles to Groups
If you assign a profile to a group, you are providing all current and future members of this group with the saved searches, the SQL queries, and the links to external applications assigned to this profile. Other settings will not be modified. Saved searches and links created by the user will not be replaced.
A profile to be assigned to a group is created in the same way as you would create a profile that will be assigned to individual users (see 'Setting Up Profiles'). However, the profile may only be a member of the group that you want to assign it to and may only use desktop settings.
If you change the saved searches, SQL queries, and the links to external applications assigned to this profile, these changes are only applied to the group if you allocate the profile (see 'Allocating Profiles').
Follow these steps to assign a profile to a group:
- Open the Security system window.
- Click on the Group administration tab.
- Select a group.
- Click the Profile button.
The Profile window will now open.
- Select a profile from the list of available profiles.
Only the profiles that can be assigned to the selected group will be listed.
- Click the Apply button.
The saved searches, SQL queries, and links to external applications are assigned to the group.
If you want to delete the assignment of a profile to a group, select (No Profile) in the Profile window and click Apply.