Set up New Users - DBIUSR and User profile authorization – DOKA-SaaS Help & Support

New User

To access Doka SAAS, you need a user profile, and to create the new users you need to have admin User authority.

The following transactions can be started from on launching Transaction ID "DBxUSR" here by clicking the icons in the below for adding a New User Profile.

Adding a User Profile

DOKA SAAS has the following category to Set Up New User.

Transaction Panels

User Profile-A user profile is a structured representation of an individual user's characteristics and task preferences with respect to the organizational reporting structure where you'll assign them their features and settings, such as their permissions and timesheet templates.
The user profiles reflect the scope of the activities and functions a user is permitted to perform. A user therefore will not have access to functions that do not form part of the user's field of activity.
User Authorization- authorization is the process of verifying what they have access to.
User Working-To define their working hours. This is used for SLA calculations and reporting.
Assigned Entity Access-In a multi-entity system, users need to be granted access to each entity individually. They can even have different authorities in each one.

Obscure Password-

User Status	Definition
Normal	Valid user with valid password (not displayed)
Expired	Valid user but the password (not displayed) has expired. At the next login using a valid password, the user will be asked to change his/her password.
Blocked	The user has been blocked. This function is used if a user leaves the bank or the department and is no longer to have access to the application. If a wrong password has been entered into the system (3 attempts), the system automatically sets the status of the user to Blocked. The system administrator either can Reset the user (with new password set by the system administrator) or set the status to Expired or to New Password
Reset	The user has been blocked (either manually or automatically). The system administrator may Reset and has to enter the new password (displayed as **). After clicking the user profile automatically changes to 'Normal'. The password last used is now enabled again.
New Password	The user has been blocked or has forgotten his/her current password. The system administrator may set the status to 'New Password' and enters the new password (displayed with **) for the first login. After clicking the user profile automatically changes to 'Expired', so that the user has to enter again a new password on the first login.

The 'Reset' option should only be used in special situations, since the system administrator knows the current password of respective user. Using the option 'New Password' is in most cases the best option since only the password for the first login is entered by the system administrator and the respective user must change his/her password on the first login.

Preventing a User from Logging in

There are two ways to prevent a user from logging in to the system:

1. The user is blocked

Within the TradeDesign Login System a Blocked Flag is set, so that a future login is not possible when using the TradeDesign Login System. This function is enabled via the “Status” combobox and the 'Blocked' option.

This function is used to lock a user temporarily e.g. in case a password has been found out.

2. The Login Profile is disabled

The entry for this user ID within the TradeDesign Login System is deleted. In doing so, all information about the last used passwords, last login etc. are removed and a new login is also not possible anymore. The profile cannot be enabled easily, but the user has to be set up again in the TradeDesign Login System by enabling the login profile.

This function is used to refuse a user's login permanently without removing him/her technically from the system, so that his/her name and other data will not be lost. As a result, a user ID can still be used. This function should be used if a user has left a department, for example, and thus may not have any access to the system. Via the function “Replacement of Responsible User", those contracts in which this user was entered as a responsible person can be transferred to another user.

The other data of the user profile will not be changed by the actions mentioned above.

3. Login is blocked for all users

To avoid the possibility of this User ID being used for foreground processing, the ID should not be stored in user static data. The configuration of this User ID is described in the “Background Processing of Transactions” section in the developer documentation.

Users in Multi-Entity Systems

When adding users to a multi-entity system, the login status is only set to 'New Password' when the user is first defined. Please ensure that the name of user groups is unique throughout the system.

The processing of the data elements is only possible in the default entity of the user. When processing user entries in the other entities, these data elements are only displayed and cannot be modified.

Assigned Entity Access

The Assigned Entity panel displays the list of entities the user is assigned to and the user's home entity. It also specifies if the user has access granted to those entities or not, with reason for the same.

System administrator

If a user is marked as system administrator, he has some additional rights compared to a standard user. In addition, he is launched to system administration (SYSADM) in case there is a technical problem during his login. If a dump occurred system administrators have the chance to continue processing after the dump file was created. He also gets some additional debug information in case of problems.

System administrators are allowed to

edit codetable entries
run BIC update for more than the configured number of entries at once
create and edit user
edit TradeDesign configuration via DBITDR
handle transactions from all entities in DBWTRN
delete all types of pending entries/ Incoming message.
edit print configuration in rerouting of incoming messages
cleanup message archives with SYSCLN
convert character set of a file during copy in SYSIXU, if user is also designer
shut down the whole system from SYSMGR
edit incoming SMC entries in SMCTSK and update their status manually

Document Editor

If a user is tagged with this flag he is allowed to change XML literals with the document editor module within business transactions. Full document editor functionality including change of rule text is only available for Designers.

SaaS User

If a user is allowed to change user data he can only handle other SaaS users if he is tagged as SaaS user. A user with empty SaaS user flag can edit all users including the SaaS user.

On creating New User in the Saas Environment, SaaS User flag is be kept enabled as shown below.

Basically for SaaS users there is no access to change the security status levels on any users. This option is only available for On premises customers.

Application profile

The field application profile defines which type of queue entries are assigned to a user. If no application profile is defined, any types of queue entries are assigned to a user.

If no user profile is selected for a user, he or she can have all types of queue entries assigned.

Profile :

Clerk

A clerk carries out transactions and has permission to generate reporting.

Access to all business sectors including the appropriate transactions for the Information System
Access to incoming processing
Access to open or pending transactions
Access to all statistics
Access to such general standards as displaying files, changing password, changing the entity, staff replacement, sending messages

Officer

In addition to the functions accessible to a clerk, the officer also has access to typical verifier functions:

Access to all business sectors including the appropriate transactions for the Information System
Access to verification and release of transactions
Access to incoming processing
Access to open or pending transactions
Access to all statistics
Access to all transactions related to Static Data Maintenance
Access to such general standards as displaying files, changing password, changing the entity, staff replacement, sending messages

Administrator

The administrator has access to the typical range of functions of a system administrator:

Access to incoming processing
Access to the Workflow Manager
Access to all system transactions
Access to the assignment of user rights and profile maintenance
Access to transactions handling patches
Access to all transactions related to Static Data Maintenance
Access to such general standards as displaying files, changing password, changing the entity, staff replacement, sending messages

Using the application profile field, it is determined what queue entries (e.g. incoming , open, to be corrected, release, deadline) can be assigned to the user.

Clerk - may be assigned to all queue entries apart from releases,
Officer - can be assigned to all entries,
Release - may be assigned only to releases ,
Manager - no queue entries are assigned,
Admin - no queue entries are assigned.

UI Color Scheme

Users can customize their experience by selecting a preferred color scheme from the UI color scheme dropdown. This feature offers a range of color options, allowing users to personalize the interface to match their preferences.

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Set up New Users - DBIUSR and User profile authorization