Forum - Global Users and Persons records

Global Users and Persons records

Dave Briggs

2015-04-30

Hi there,

We are on enterprise 6.3 12-03-13 in a multi-company environment.
We have a customer that is using Global Users but not all of their users are setup in Global users. Only those users who are required to access all companies are setup as Global Users.
Users that are required to access just one or two companies are setup as persons with no global user.

I assumed that by ticking the tickbox for use Global users, this would not allow Persons without a global user to login - could you explain how global users/Persons records are designed to work together, if at all.

Thanks

This answer was correct

Created byHansaWorld11:37 19 May 2015

Hello Dave,

This is correct. If you tick "Use Global Users" option, you will be able to use Global Users AND regular users (Persons) within the same installation.
What's more, no matter if you use Global Users or not, you must create Person records for everyone.

One installation can have:
1/. Person records for these users that don't switch companies, created in the companies they belong to.
2/. Person records for these users that switch companies - you decide which company they belong to and you create Person records there only.
Or you can decide if one of these companies is a "mother" company, and all the users that switch should have Person records created there always.
3/. On top of that (pt. 2) Global Users for these users that switch companies with the companies assigned on the Global User record.

Persons register is not shared, but Global Users register is shared between the companies.

It is advised that the different users always have different signaures in Persons registers, even if they are not working in the same company.

HansaWorld Support Team

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HansaWorld

2015-04-30

Dear Customer,

That is correct, Persons without Global Users set up should not be able to connect to companies their records were not created in.

Please, refer to this manual for details on the Global Users feature:

http://www.hansamanuals.com/main/manuals/mailnumber___6042/theconf___581/hwconvindex.htm

HansaWorld Support Team

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Dave Briggs

2015-04-30

Thanks for this.

So how come that a Person who does not have a Global user can still login to a company?
What affect does this have on the system and would you expect any error messages, if so, what would the error message?

Thanks

Dave

Reply

HansaWorld

2015-04-30

Dear Customer,

to be able to log in to a company a user must have a Person record in that company or a Global User record with a reference to that company. If the user only has a Person record in company A and no Global User record (in any company), and can still log in to company B, then this could be a bug.

Please, send us a version number (and date) you are using so we could test this scenario.

The system should not be affected from a technical point of view, yet your data may be available to users who should not have access to them. I wouldn't expect any error message.

You may check the system log (hansa.log file on the server) to see if there are any specific messages at the moment the user enters the company he/she should have no access to.

HansaWorld Support Team

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Dave Briggs

2015-04-30

Dear HansaWorld Support Team,

The current version is 6.3 12-04-24.
I'm guessing this may change in a later version and give them issues when they upgrade.

Thanks

Dave

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HansaWorld

2015-05-14

Dear Dave,

Would you, please, check if the user who can change the companies freely not being a global user, has a password set up in the system?

HansaWorld Support Team

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Dave Briggs

2015-05-14

Created byHansaWorld12:42 14 May 2015

Dear Dave, Would you, please, check if the user who can change the companies freely not being a global user, has a password set up in the system? HansaWorld Support Team

Hi there,

The user who only has a "Person" record is only setup in one company and can therefore only login to one company.
I can confirm that they have a password setup.
They do not have a Global User setup but can still login to the company where the person record is setup.

This installation has HAL.

From your replies, I'm guessing this shouldnb't be possible and that we should ask the customer to setup Global Users for each of their users where there is currently only a person record - would this be your advice?

Best Wishes

Dave

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HansaWorld

2015-05-14

Created byDave Briggs13:27 14 May 2015

Hi there, The user who only has a "Person" record is only setup in one company and can therefore only login to one company. I can confirm that they have a password setup. They do not have a Global User setup but can still login to the company

Hello Dave,

The user will be able to login to a company where his/her Person record is set up. This is how it works. This is a basic set up.

Global Users are a way of making things easier for these users who need to work in multiple companies. With a Global User record it is not needed anymore to create Person records in each company and have separate passwords in each company. Global user record will work like a Global Person record - with one Person record only and one password only for all the companies assigned.

What should not happen - user with a Person record and no Global User record able to log in to a company where his/her Person record does not exist.

My advice is - create Global users for those who should have access to more than one company. And assign only those companies on Global User record. You can create Global Users records to users working in one company only - if you assume sooner or later they might need access to other companies as well. But this is not needed, the Person record will work just fine.

HansaWorld Support Team

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Dave Briggs

2015-05-15

Created byHansaWorld16:04 14 May 2015

Hello Dave, The user will be able to login to a company where his/her Person record is set up. This is how it works. This is a basic set up. Global Users are a way of making things easier for these users who need to work in multiple companies. With a Gl

Hi HansaWorld Support Team,

Okay, so just to be clear, one installation can have:

1. Global Users setup in Technic module
and
2. Persons Records in individual companies that don't have Global users.

Is that correct?

I'd assumed that once we've ticked the setting of "Use Global Users" in System > Settings > Optional Features then you could only use Global users throughout the installation but this doesn't appear to be the case from what you say. Is this correct?

Thanks

Best Wishes

Dave

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This answer was correct

HansaWorld

2015-05-19

Hello Dave,

This is correct. If you tick "Use Global Users" option, you will be able to use Global Users AND regular users (Persons) within the same installation.
What's more, no matter if you use Global Users or not, you must create Person records for everyone.

One installation can have:
1/. Person records for these users that don't switch companies, created in the companies they belong to.
2/. Person records for these users that switch companies - you decide which company they belong to and you create Person records there only.
Or you can decide if one of these companies is a "mother" company, and all the users that switch should have Person records created there always.
3/. On top of that (pt. 2) Global Users for these users that switch companies with the companies assigned on the Global User record.

Persons register is not shared, but Global Users register is shared between the companies.

It is advised that the different users always have different signaures in Persons registers, even if they are not working in the same company.

HansaWorld Support Team

Reply