Users

Security – Users

Within Users, an administrator creates CAIRS database users. An administrator can add a user manually or by connecting to your sites Active Directory. After adding a user, you must assign them a profile, granting them access to certain portions of the software based on their job description. To learn more about profiles, see Profiles.

There are three different types of users: mixed; windows authenticated or certificate authentication.  Your System Administrator determines which authentication type you are using from the Security Type system setting.

With Windows authentication, CAIRS will use your windows credentials as your username and password when logging in.

With Certificate Authentication, there are couple of behind the scenes settings that need to be configured for this to work properly.  Before selecting this option, please contact our technical support staff to configure it properly.  With certificates, CAIRS will authenticate a user based on their CAC.  A user will login with their CAC, they will then need to be assigned a profile to access the software.

Finally, the Mixed type, this allows authentication for both Windows and Certificates.  This security type allows for both users with CAC authentication and Windows authentication.  CAIRS will first look for a certificate and use those credentials, however if a certificate as never used then CAIRS will use the window authentication.

Users – Windows

These types of users will us their Windows credentials to log into CAIRS each time.  There are two ways to add a user, you can add them manually with your domain name\user name, the password associate to their account will be used to login.  Alternatively, you can connect to your Active Directory, find and select their name.  CAIRS populates the fields based on their active directory account.

Adding a User – Windows

This allows you to add a user manually without connecting to your Active Directory.

1. Click the System Admin
2. In the Navigation pane, click on Security then on Users – Windows
3. There are two ways to add a user:

• • Within the tool bar directly above the Navigation pane, click the dropdown arrow next to New. From the list select.
  • Within the Actions pane, click the Add New Users

4. With either option, the General – User window opens. Enter the following user information (required fields are designated with an asterisk (*):

• • Supervisor Name – click the dropdown arrow to access a list and from the list, select the supervisor name.
  • User Name* – type-in the login name for the user.
  • First Name – type-in the first name.
  • Last Name – type-in the last name.
  • Email Address – type-in the email address.
  • Phone Number – type-in the telephone number.
  • Alt Phone Number – type-in an alternate phone number.
  • Fax Phone Number – type-in the fax number.
  • TCO – click the dropdown arrow to access a list and from the list, select the TCO (Telephone Control Officer).
  • Resource Manager – click the dropdown arrow to access a list and from the list select the resource manager name.
  • Last Login Date – displays the date the user last logged into CAIRS.
  • Last Login Location – displays the computer IP address last used to log into CAIRS.
  • Last Password Change Date – displays the date the user changed their password.
  • Disabled – a checkmark in the box indicates that the username has been disabled.
  • New Authorized User – this field applies to users who access CAIRS via their CAC
  • Operator Number – type-in the operator number for the user.
  • User Job Title – type-in the job description for the user.
  • Is System Administrator – click the box to insert a checkmark to indicate that this user is a System Administrator. This selection overrides any other and allows the user complete system access.
  • Limit by Site – click the box to insert a checkmark limiting this user to only see the sites selected within the Sites window.
  • Window Service Account – click the box to insert a checkmark enabling single sign-on. Meaning, when you login to Windows you also login to CAIRS, eliminating the need for a separate username and password

! In order for single sign to work properly, the Windows login and the Active Directory login must be the same.

• • UCE Notifications – click the dropdown arrow to access a list and from the list, select one of the following options to determine if the user receives information when there is an event or error in UCE:
    • None – Don’t notify of any events
    • Debug – Notify all events (This is only recommended when you are troubleshooting UCE from CAIRS UCE Monitor)
    • Errors – Notify error and critical events from UCE
    • Only – Only notify when UCE us down or not collecting calls

! Once you have added the user, you now need to associate the user to a profile. You can associate more than one profile to a user, but beware that CAIRS will use the highest level of permission.  For example, if one profile has permission to a switch and the other does not, CAIRS allows the user to access the switch based on the higher profile.

5. To assign a profile to a user, highlight the profile within the Available Profiles and click the right arrow button. The profile name moves from the Available Profiles pane to the Assigned Profiles pane.
6. To remove an assigned profile, highlight the profile within the Assigned Profiles and click the left arrow button. The profile name moves back to the Available Profiles
7. Within the Actions ribbon group, click Save (to save and stay) to continue working with this user, click on the Save & New button to ass another user, or click Save & Close (to save and exit) to return to the User list.

Adding Users from Active Directory

This allows you to add a user from your Active Directory. You are required to login to the Active Directory so make sure you have an administrator name, password, and the domain name.

1. Click the System Admin
2. In the Navigation pane, click on Security then on Users – Windows
3. In the Actions pane, click the Add User from Active Directory
4. The Provide Active Directory Credentials window opens. Login with your Administrator Name, Administrator Password, and Domain.
5. Click the OK
6. The Active Directory list displays. Within the Active Directory list:

• • Search for a Subscriber by typing the subscriber name or portion of the subscriber name in the text box in the upper right-hand corner. The list displays all subscribers that contain the portion of the search characters and the highlighted fields display the search characters. For example, if the search parameter typed in is ‘Len’, anywhere ‘Len’ appears in any active directory listings is displayed and highlighted within a new list. To return to the full list of users after a search, click the red X within the search parameters box.
  • Sort the list by clicking any column header. For example, click the Username column header to sort the list alphabetically by user name.

7. Within the list, double click the user name to add. The User Details window opens with the User Name, First Name, Last Name, and Email Address automatically populated with the Active Directory information.
8. Enter the remaining user details.

! Once you have added the user, you now need to associate the user to a profile. You can associate more than one profile to a user, but beware that CAIRS will use the highest level of permission.  For example, if one profile has permission to a switch and the other does not, CAIRS allows the user to access the switch based on the higher profile.

9. To assign a profile to a user, highlight the profile within the Available Profiles and click the right arrow button. The profile name moves from the Available Profiles pane to the Assigned Profiles pane.
10. To remove an assigned profile, highlight the profile within the Assigned Profiles and click the left arrow button. The profile name moves back to the Available Profiles
11. Within the Actions ribbon group, click Save (to save and stay) to continue working with this user, click the Save & New button to ass another user, or click Save & Close (to save and exit) to return to the User list.
12. The Active Directory list continues to stay open until closed allowing administrators to add multiple users without having to login each time. To close the Active Directory list, click the red X in the upper right-hand corner.

Users – Site Access

You can limit a user to view certain sites within the database.  For this to work properly, on the Detail screen, place a check mark in the Limit By Site field. This limits the user to only the sites selected within the Sites button.  Keep in mind that if you select a high-level site, you need to select the children as well.  Therefore, if you want the user to access several different levels, you need to select each level.

Adding Site Access to a Profile

1. Click the System Admin
2. In the Navigation pane, click on Security then on Users – Windows
3. Depending on the amount of users you have within your database, the list may not readily populate. To populate the list of users perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass
  • Click the Show All button

4. The General-User window opens.
5. Within the Show ribbon group, click the Sites The window displays two panes of information; the top pane displays the sites associated to the user. The lower pane displays a list of all the sites within your database, the following read-only information is available for each site:

• • Site Name – displays the name of the site, this is the lowest level of the site tree.
  • Site Path – displays the complete path to the site. Each level is separated by a >.
  • Site Level – displays the site level name or number.
  • Site Code – displays the three-digit alphanumeric site code.

6. To add a site to the user, find the site within the Available Sites pane, and double click on the record. The site name now appears within the upper pane.

! Be aware that sites do not inherit the associations of their parents. You must associate each level to the user. For example, if you associate a parent and want all the children associated you must associate all children sites.

7. Within the Actions ribbon group, click Save (to save and stay) to continue working with the user, or click Save & Close (to save and exit) to return to the Users list.

Deleting Site Access from a Profile

1. Click the System Admin
2. In the Navigation pane, click on Security then on Users – Windows
3. Depending on the amount of users you have within your database, the list may not readily populate. To populate the list of users perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass
  • Click the Show All button

4. The General-User window opens.
5. Within the Show ribbon group, click the Sites
6. Within the top pane, right-click the record selector box just to the left of the site name to access a pop-up menu, from the menu select Delete.
7. Once you click Delete, a message box appears verifying that you really want to delete the site. Click Yes within the box to continue or No to cancel the operation.
8. Once selected, CAIRS draws a line through the site; allowing you to delete multiple items at once.
9. If you do not want to delete the site, right-click the record to access a pop-up menu and from the pop-up, click Undelete.
10. Once you select Undelete, a message box appears verifying that you really want to keep the site. Click Yes within the box to continue or No to cancel the operation.
11. Within the Actions ribbon group, click Save (to save and stay) to continue working with the user, or click Save & Close (to save and exit) to return to the User list.

Disabling a User Account

When you disable a user’s account, their privileges are revoked immediately.  If they are active in CAIRS when you disable the account, they will not be able to perform any further actions.

1. Click the System Admin
2. In the Navigation pane, click on Security then on Users – Windows
3. Depending on the amount of users you have within your database, the list may not readily populate. To populate the list of users perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass
  • Click the Show All button

4. The General-User window opens.
5. There are two ways to disable an account.

• • Click on the box within the Disabled field to add a checkmark
  • Within the Security ribbon group, click the Disable User This adds a checkmark to the Disabled field

6. Click Save & Close (to save and exit).
7. Within the User list, a checkmark appears in the Disabled column.
8. If you re-access the user, you will notice that the button within the Security ribbon group now read Enable User.

Enabling a User Account

To enable a currently disabled account:

1. Click the System Admin
2. In the Navigation pane, click on Security then on Users – Windows.
3. Depending on the amount of users you have within your database, the list may not readily populate. To populate the list of users perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass
  • Click the Show All button

4. The General-User window opens.
5. There are two ways to enable an account.

• • Uncheck the box in the Disabled
  • Click the Enable button in the Security ribbon group.

6. Click Save & Close (to save and exit).
7. If you re-access the user, you will notice that the button within the Security ribbon group now read Disable User.

Deleting a User

1. Click the System Admin
2. In the Navigation pane, click on Security then on Users – Windows
3. Depending on the amount of users you have within your database, the list may not readily populate. To populate the list of users perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass
  • Click the Show All button

4. The Users list opens to the right, there are two ways to delete a user:

• Highlight the user within the list. Within the tool bar directly above the Navigation pane, click the red X
• Highlight the user within the list. Within the Actions pane, click the Delete Users
• Double click on the user name within the list. The User window opens. Within the Actions ribbon group, click the Delete

5. Once you click Delete, a message box appears verifying that you really want to delete the user. Click Yes within the box to continue or No to cancel the operation

Viewing User Activity

1. Click the System Admin
2. In the Navigation pane, click on Security then on Users – Windows
3. Depending on the amount of users you have within your database, the list may not readily populate. To populate the list of users perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass
  • Click the Show All button

4. The General-User window opens.
5. Within the Activity ribbon group, click the User Activity button. The User Activity window opens displaying the following information:

• • Action Name* – displays the completed action name. Some action examples are Delete Profile, Add New Terminal, etc.
  • Activity Date* – displays the action date and time.
  • User Name* – displays the username.
  • Last Name – displays the user’s last name.
  • First Name – displays the user’s first name.
  • Name or Number – displays the number or name of the information that the action influenced, for example, the primary telephone number, circuit name, subscriber name, etc appears in the field.
  • Source* – displays the IP address.
  • Work Order Number – displays the work order number, if any.
  • Security Check Successful – a checkmark in the field indicates that the completed action was within the scope of the user’s profile.

6. To return to the User, click the ‘x’ in the upper right hand corner of the window.

Viewing User Accounts

To sort the list based on a common element there are a few different options you can choose from within the Views pane. By clicking the options button next to an alternate sort option, the list automatically resorts.

1. Click the System Admin
2. In the Navigation pane, click on Security then on Users – Windows
3. Within the Views pane, click one of the following options:

• • Simple List – this is the default list, the users appear alphabetically by user name.
  • Users with Profiles – displays list of each user and their assigned profiles, if a user is assigned to more than one profile their name will appear multiple times in the list
  • Users with Sites – displays list of each user and their assigned sites, if a user is assigned to more than one site their name will appear multiple times in the list
  • Users with Sites & Profiles – displays list of each user and their assigned profiles & sites, if a user is assigned to more than one their name will appear multiple times in the list
  • New Users – displays a list of the user who have accessed the system that are not authorized yet
  • Disabled Users – displays a list of the user who are disabled

4. Double click a record to see its details.

Users – Certificate

Once a user logs in with their CAC cards, a few things need to happen from an administrator standpoint.  As an administrator, you will need to perform the following actions after the user has accessed CAIRS for the first time:

When a user opens CAIRS for the first time, they will get a message saying they do not have access, they will need to contact an administrator to be granted access. If they do not contact you, you can change the viewing option to view ‘New Users’ (Security à Users – Certificate à Views pane) this view displays a list of the users that are not authorized to use the system yet.

Access the user from Security à Users – Certificate, within the user make the following changes:

• New Authorized User – remove the checkbox
• Profile – assign them a profile by double clicking the profile name in the Available Profiles pane, it will move into the Assigned Profiles pane
• Sites – if the ‘Limit By Site’ field is checked, you will need to assign the user a site(s). Within the Sites button, double click on the site name in the lower to pane to move to the upper pane.  Once in the upper pane the site is associated to the user.

Click on the Save & Close button within the Actions ribbon group.

The last step is to contact the user and verify they can login and see the menu options you designated for the assigned profile.

For each user you can view and edit the following information, most of the information will populate from their CAC information:

The first four fields display information that is associated to the user’s CAC, these fields are read only

• User Name
• Email Address
• Serial Number
• EDIPI

The remaining fields are specific to CAIRS and are editable.  Required fields are marked with an asterisk (*).

• User Status – there are three statuses available for the user:
  • New User – this will be the status of the user the first time they login into CAIRS. All new users need to be authorized before they can login and see any menu option.
  • Authorized – this is the status that you will need to give each user so they can access CAIRS, their menu access depends on access rights associated to their profile(s)
  • Revoked – you can revoke a user’s access by switching their status to revoked. This is immediate, once you click Save their access rights are removed.

To change the status, click on the dropdown arrow to access a menu, and from the menu select one of the above statuses.

• TCO – click the dropdown arrow to access a list and from the list, select the TCO (Telephone Control Officer).
• Resource Manager – click the dropdown arrow to access a list and from the list select the resource manager name.
• Last Login Date – displays the date the user last logged into CAIRS.
• Last Login Location – displays the computer IP address last used to log into CAIRS.
• Is System Administrator – click the box to insert a checkmark to indicate that this user is a System Administrator. This selection overrides any other and allows the user complete system access.
• Limit by Site – click the box to insert a checkmark limiting this user to see only the sites selected within the Sites window.
• Window Service Account – click the box to insert a checkmark enabling single sign-on. Meaning, when you login to Windows you also login to CAIRS, eliminating the need to re-enter your username and password

! In order for single sign to work properly, the Windows login and the Active Directory login must be the same.

• UCE Notifications – click the dropdown arrow to access a list and from the list, select one of the following options to determine if the user receives information when there is an event or error in UCE:
  • None – Don’t notify of any events
  • Debug – Notify all events (This is only recommended when you are troubleshooting UCE from CAIRS UCE Monitor)
  • Errors – Notify error and critical events from UCE
  • Only – Only notify when UCE us down or not collecting calls

! Once you have added the user, you now need to associate the user to a profile. You can associate more than one profile to a user, but beware that CAIRS will use the highest level of permission.  For example, if one profile has permission to a switch and the other does not, CAIRS allows the user to access the switch based on the higher profile.

5. To assign a profile to a user, highlight the profile within the Available Profiles and click the right arrow button. The profile name moves from the Available Profiles pane to the Assigned Profiles pane.
6. To remove an assigned profile, highlight the profile within the Assigned Profiles and click the left arrow button. The profile name moves back to the Available Profiles
7. Within the Actions ribbon group, click Save (to save and stay) to continue working with this user, click on the Save & New button to ass another user, or click Save & Close (to save and exit) to return to the User list.

Now that your users is added into the system, you can filter the sites that they have access to.  To learn more about Site Access please see the Users- Site Access portion under Users – Windows.

If you are keeping track of user activity, then you can view all the action the user has performed in the system.  Within the Activity ribbon group, click on the User Activity button.  If the list of actions does not readily populate, click on the Show All link in the upper right hand corner of the pane.

Viewing User Accounts

To sort the list based on a common element there are a few different options you can choose from within the Views pane. By clicking the options button next to an alternate sort option, the list automatically resorts.

1. Click the System Admin
2. In the Navigation pane, click on Security then Users – Certificate.
3. Within the Views pane, click one of the following options:

• • Simple List – this is the default list, the users appear alphabetically by user name.
  • Users with Profiles – displays list of each user and their assigned profiles, if a user is assigned to more than one profile their name will appear multiple times in the list
  • Users with Sites – displays list of each user and their assigned sites, if a user is assigned to more than one site their name will appear multiple times in the list
  • Users with Sites & Profiles – displays list of each user and their assigned profiles & sites, if a user is assigned to more than one their name will appear multiple times in the list
  • New Users – displays a list of the user who have accessed the system that are not authorized yet
  • Revoked Users – displays a list of the user whose access has been revoked

4. Double click a record to see its details.