Before a user can login and begin using ProblemTracker, the user must be given access to the workgroup(s) using the steps listed below and must be added to the workgroup's User Administration section.

There are two ways to grant a user access to a workgroup:

• Select a user and modify the list of workgroups he or she can access
  Details on using this option to grant a user access to a workgroup are included in this Help section.

  OR

• Select a workgroup and modify the list of users that have access
  To use this option, go to the Editing a Workgroup's List of Users section.

To select a user and edit the list of workgroups that this user can access:

1. Login to the Workgroup Management System.
2. Click on the Users icon in the top button bar.
3. Select the radio button to the left of the option called Edit Workgroup Access, then click on the Continue button.
4. In the pulldown menu, select the user account whose workgroup access you wish to edit, then click on the Edit button.
   

5. The left column called Has Access to Workgroups displays any workgroups that the user is allowed to access. It also includes a count of the number of workgroups displayed in the column. The right column called Available Workgroups displays workgroups that the user is not yet allowed to access. It also includes a count of the number of workgroups displayed in the column. To allow a user to access a workgroup that is listed in the Available Workgroups column, click on the workgroup, then click on the Add Access button to move the workgroup to the Has Access to Workgroups column. To select multiple workgroups, hold down the CTRL button on your keyboard as you click on the workgroups you wish to select, then click on the Add Access button.

   Note: Users with access rights to a workgroup may still not be able to login to the workgroup if the workgroup administrator has never added the user to the workgroup. A user must both have access rights to the workgroup and be a part of the workgroup (the workgroup administrator must use the Add User operation from within the workgroup). This two step process is typically used if the WMS administrator and the workgroup administrator are not the same person (that way both people must agree that the user is allowed to access the workgroup before the user can log in). If you would like to both give a user access rights and add them to the workgroup at the same time, you can do so by clicking on the Add Users + Access button instead of the Add Access button after you've selected the workgroup(s). Even if you have used the Add Users + Access operation, you may still wish to login to each workgroup as Admin and configure the User Groups for the user (by default they will only be made a member of the Users or RestrictedUsers User Group).

   If the user you selected has characters in their user information (name, address, etc.) that can not be displayed in an ISO-8859-1 or Windows-1252 workgroup, then the list of workgroups displayed in the Available Workgroups column may not include all workgroups for which the user does not have access rights. Any workgroup which can not display the full user information will not be listed. If you have selected a user with such characters, a note will be displayed at the bottom of the Available Workgroups column warning you that not all workgroups may be listed here.

   Some basic guidelines related to user / workgroup character set compatibility:

   • As mentioned above, if a user account contains only ASCII characters (supported by ISO-8859-1 character set), this user account can be given access to any workgroup because all character sets support ASCII characters.
   • If a user account contains non-ASCII characters supported by the Windows-1252 character set, this user account can be given access to any workgroup that is configured with the Windows-1252 or UTF-8 character set.
   • If a user account contains non-ASCII characters only supported by the UTF-8 character set, this user account can only be given access to a workgroup configured with the UTF-8 character set.

   For information on checking a workgroup's character set, review the Viewing a Workgroup section. To check a user's character set, use the Edit a User operation. To see a list of characters supported by each character set, review the information in the Adding a Workgroup section.

6. The last step to be performed before a user is allowed to login and begin using a ProblemTracker workgroup is to add the user to the User Administration section of the workgroup(s) which the user is allowed to access.

Removing a User's Access to a Workgroup

To remove a user's access to a workgroup:

1. Login to the Workgroup Management System.
2. Click on the Users icon in the top button bar.
3. Select the radio button to the left of the option called Edit Workgroup Access, then click on the Continue button.
4. In the pulldown menu, select the user account whose workgroup access you wish to edit, then click on the Edit button.
5. Click on the workgroup in the Has Access to Workgroups column, then click on Remove Access button to move the workgroup back to the Available Workgroups column. To select multiple workgroups, hold down the CTRL button on your keyboard as you click on the workgroups you wish to select, then click on the Remove Access button.