User Security - User Maintenance

Access User Maintenance by using Millennium Explorer Tools > System Upkeep > User Security. You must be a Database or Millennium system administrator to access User Security.

This topic provides step-by-step instructions for the following User Maintenance functions:

• Add a New User
• Use Copy to Create a new User
• Change a Password for an existing User
• Delete a User
• Configure User Security for Serial Receipting

Add a New User

1. Log on as a system administrator and access User Security by using the Millennium Explorer, Tools > System Upkeep > User Security.
2. Point to the User Maintenance group header Edit Button (or to an Edit Button to the left of any user name) and click Insert. The Insert a New User page will be shown. All fields marked with an asterisk (*) are required.
3. Insert a New User:
   1. Name - Type in a Name for the user. (This name will be known as the User ID throughout the system.) This may be as many as 30 characters, beginning with a character from the alphabet. Subsequent characters may be alpha or numeric. An underscore "_" is acceptable, but all other punctuations or special characters are not permitted (at sign '@', pound sign "#", hyphens, dashes, or spaces). We suggest that the User ID simply be the operator's name or initials.
   2. Constituent ID number - If the user is also a constituent on the system, type in the Constituent ID number. This allows the system to remind the user at log on about his or her Tasks with a current Reminder date. This is also necessary if the user wishes to use Favorites as a way to quickly access the data for Bookmark, Prospect Manager and Prospect constituents. If the user is not currently a constituent, leave this blank. If the user is later added as a constituent, you can update this field for this user at that time.
   3. Password - Type in the Password for the user. During entry, the characters will be masked and appear as stars (*). The password can be as many as 30 alpha or numeric characters but it cannot contain three consecutive characters (for example, 'eee' is not allowed). Some punctuation or special characters are acceptable (such as an underscore "_" or pound sign "#"). Spaces are not permitted. For Oracle sites, the Password cannot start with a number. It must start with a letter, but after the first letter is in place it can be followed with any letter, number or special character of '_', '#' or '$'. The password is a required field. The user will not be able to log on without one.

   When creating or changing the password, you must follow the same rules as set forth in the Password Options. The new password must match the rules set for the length of the password and number of alpha/numeric characters.

   4. Confirm Password - Re-type the same password in this box. The text in both the Password and Confirm Password boxes must match in order for the system to create the new user.
   5. User must change Password at next login - select this box if you require the user to change the password the next time that he or she logs on to the system.
   6. User Group - The value in this box will default to A. If you want to use a different User Group designation, clear the A, and type in the new value. (The value may be any one of the upper or lower case alphabet characters).

      The User Group allows a site to "group" users for further identification. When a user creates or edits data rows, the User Group letter is "tagged" onto the data row in the xxxugroup or xxxugrp field (where xxx is the table prefix - for example, coreugroup, mediaugrp). While the definition of Millennium User Groups is entirely at your discretion, we would expect that most institutions will define them according to offices or departments within the institution, and possibly tiers within those offices. The User Group may not be omitted in the User Maintenance form. If your institution has not yet defined Millennium User Groups, you may assign all users to a single User Group.

   7. Database Group - Select the Database Group. The default group, mill, is delivered with the database installation. If you have created other groups at your site, select the appropriate database group from the list, as necessary.

      All Millennium security is based on the Database Groups and the Views that have been assigned to those groups. For more information on the creation and maintenance of Database Groups, see the topic, Group Maintenance.

   8. Gift Trans # - The value of this box will default to 1. If you want to use a different starting transaction number, clear the 1 and type in a different number.

      The system automatically assigns a Gift Transaction Number to every such row that is created, for tracking purposes. These numbers are automatically generated, based on the user who is creating the row. The system will automatically begin each user at the number specified in this field, and increase the number as new gift rows are created.

   9. Dues Trans # - The value of this box will default to 1. If you want to use a different starting transaction number, clear the 1 and type in a different number.

      The system automatically assigns a Dues Transaction Number to every such row that is created, for tracking purposes. These numbers are automatically generated, based on the user who is creating the row. The system will automatically begin each user at the number specified in this field, and increase the number as new dues rows are create.

4. Paya Payment Solutions Processing - Select the SPS processing privileges for this user - Real-time, Vault Only, or None. If the Database Group that the user is assigned to has access to Real-time or Vault Only Paya Payment Solutions Processing Methods, they will be selected by default. You may clear the process options that you do not want available for the user. Or, you may select the process options that you do want make available for the user if they are not available to the Database Group. These options will be inactive if your site does not subscribe to Paya Payment Solutions.

   Any changes made at the Group level to the Paya Payment Solutions Processing options, after the user has been created, will cascade to all individual users within that group. You may need to return to User Maintenance to reset the options for this user if you do not want the group level changes to apply.

5. Grant Access to these Paya Payment Solutions Processing Tools - Select the SPS processing tools for this user - Pledge Processing and Virtual Terminal. If the Database Group that the user is assigned to has access to either of the Paya Payment Solutions Tools, they will be selected by default. You may clear those tool options that you do not want available for the user. You may select the tool options that you do want to make available for the user if they are not available to the Database Group These options will be inactive if your site does not subscribe to Paya Payment Solutions.

   Any changes made at the Group level to the Paya Payment Solutions Tools options, after the user has been created, will cascade to all individual users within that group. You may need to return to User Maintenance to reset the options for this user if you do not want the group level changes to apply.

6. QlikView Settings:
   1. QlikView User - If your site is licensed to use Visual Analyzer, this option is relevant. Select the QlikView User option to grant this user access to Visual Analyzer and the Visual Analyzer documents.
   2. QlikView Group - If the user has been granted access to Visual Analyzer, then select the QlikView Group to which the user will belong. QlikView Groups are created and maintained through Group Maintenance. Sites can either use their Database Groups, or create special groups to be used only for their QlikView users.
7. Administrator Settings:
   1. Millennium system administrator - If this user will have the same rights and responsibilities on the Millennium database as that of the database administrator (sa/MILLORA User ID) select the Millennium system administrator check box.

   A Millennium system administrator user will be granted the same access to and functionality on the Millennium database that is granted to the current sa/MILLORA user. But, he or she will not be able to run Millennium database maintenance utilities. These utilities include the database upgrades (convXX.exe), create.exe, prototype.exe, public synonyms.exe or any other such system utility on the database.

   A Millennium system administrator user will be granted the database administrator rights and permissions to the Millennium database only.

   2. Report Administrator - If the Database Group that the user is assigned to is a Report Administrator group, the Report Administrator check box will be selected by default. If you do not want this user to be a Report Administrator, then clear the Report Administrator check box. If the Database Group that the user is assigned to is not a Report Administrator group, the Report Administrator box will not be selected. But, if you want the user to be a Report Administrator, you may select the Report Administrator check box.

   Any changes made at the Group level to the Report Administrator option after the user has been created will cascade to all individual users within that group. You may need to return to User Maintenance to reset the Report Administrator option for this user if you do not want the group level changes to apply.

8. Serialized Tax Receipt Settings:
   1. Issue New, Reprint, Void - If you want to allow the user access to the Serialized Tax Receipting Processes in order to issue new, reprint existing, or void existing serialized tax receipts, select this check box. For more information, see Serial Receipts and Configuring Serial Receipts.
   2. Add Manual Receipt - If you want the user to be able to manually add a serialized tax receipt to a single existing Gift or Dues transaction, select this check box. For more information, see Serial Receipts and Configuring Serial Receipts.
   3. Void Single Receipt - If you want the user to be able to void a serialized tax receipt on a single Gift or Dues transaction, select this check box. For more information, see Serial Receipts and Configuring Serial Receipts.
9. Default Queue - If the Database Group that the user is assigned to has been assigned a default reporting queue, the name of this queue will be highlighted in this list box. If you want for this user to have a different default queue, then select a different name from the list. If you do not want to assign a default queue for this user, then select none.

   For all users who have the same default queue as the Group's default queue: any changes that are made to the default queue at the Group level will cascade to those individual users. For all users who have a default queue that is differs from the Group's Default queue: any changes that are made to the default queue at the Group level will not cascade to those individual users.

10. Default Printer - If the Database Group that the user is assigned to has been assigned a default reporting printer, the name of this printer will be highlighted in this list box. If you want for this user to have a different default printer, then select a different name from the list. Or, if you do not want to assign default printer for this user, then select none.

    The printers in this list will those printers that have been associated with the default queue that was selected above. If no printer is associated with the default queue, then none will be the only 'name' listed.

    If you change the name of default reporting queue, then the default reporting printer will automatically reset to none and you must then manually select the name of the default reporting printer again.

    For all users who have the same default reporting printer as the Group's default reporting printer: any changes that are made to the default printer at the Group level will cascade to those individual users. For all users who have a default reporting printer that is differs from the Group's default reporting printer: any changes that are made to the default reporting printer at the Group level will not cascade to those individual users.

11. Comment - Type in a descriptive comment for this user. The comment can be up to 255 characters in length.
12. Once all information has been entered, click Insert to create the new user.

You may, at any point in the process, click Cancel to close the page without creating a new user.

Use Copy to Create a New User

The Copy button located at the bottom of a User Maintenance Modify or Delete the User page can be used to copy the existing user's settings over to a new user. It copies both displaying and non-displaying user preference settings from an existing user to a new user. If the existing user has a Snapshot View defined, his or her Snapshot View definition will be copied to the new user. If the existing user's Snapshot View definition includes any sorts or filters, those sorts and filters will be created for the new user as well.

Using this method, you can copy all of the settings from an existing user and create a new user with those same settings. You must enter a new Name (User ID), and if desired, edit other user settings for the new user - ID Number, Password, Gift and Dues Transactions numbers, for examples.

1. Access User Maintenance by using Millennium Explorer, Tools > System Upkeep > User Security.
2. Under the User Maintenance Header, locate the Name for the user whose settings you want to copy to a new user.
3. Point to the Edit Button located to the left of his or her Name.
4. Click Update/Delete. The Modify or Delete the User page will display, showing the data for the selected user.
5. Click the Copy button located at the bottom of the page. The page will update: the Gift and Dues Transaction Numbers default to 1. The Name and Password text boxes will be blank. All other user preferences will be set as they currently are for the user that you are copying.
6. Enter a Name and Password for the new user. Change the default Gift and Dues Transaction Numbers, and any other user settings, as desired.

Important! Do not click Copy until the User has been completely defined!

7. When the information has been entered as you want, click Copy to complete the creation of the new user. Or click Cancel to close the page - a new user is not created.

Update an Existing User

Important! We strongly advise sites to not assign Millennium system administrator rights and permissions to an existing user. Instead, create new credentials (User ID and password). The user will use these new credentials when logging on to perform system administrator functions.

1. Access User Maintenance by using Millennium Explorer, Tools > System Upkeep > User Security.
2. Under the User Maintenance Header, locate the Name for the user.
3. Point to the Edit Button located to the left of his or her Name.
4. Click Update/Delete. The Modify or Delete the User page will display, showing the data for the selected user.
5. Edit the data as desired.
6. Click Update. OR, click Cancel to close the page without making any changes.

More Information

When an existing user is updated to be a Millennium system administrator, all Sorts and Filters that were defined when the user was a regular user will no longer be available to use and maintain. They will be available again when the user's system administrator privileges are removed.

The system does not allow you to update an existing user to be a Millennium system administrator if that user currently 'owns' any tables in the millreports database. A user might own a table in the millreports database if he or she has created and saved report criteria. If you want to make the user a Millennium system administrator, and the user owns tables in the millreports database, you must transfer ownership of those tables to another user first. To transfer ownership of these tables to a different user, select the desired user's User ID from the Transfer Ownership list box and click Update. The criteria tables will be transferred to the new user, but any worktables and saved Search Results that are owned by the user that you are updating will be deleted.

The system will allow you to remove a user's Millennium system administrator privileges if a Millennium system administrator user owns any tables in data database (for example, saved worktables, saved Search Results). The user will continue to own his or her tables in the data database. Report criteria that was saved by the user when he/she was a Millennium system administrator will continue to be owned by 'dbo', so removing the Millennium system administrator privileges has no effect on the criteria 'ownership', other than that user no longer owns these tables.

Change Passwords

The password for the database administrator (the user who logs on to Millennium with the sa or MILLORA User ID) cannot be changed through Millennium. Database Administration tools must be used instead.

1. Access User Maintenance by using Millennium Explorer, Tools > System Upkeep > User Security.
2. Under the User Maintenance Header, locate the Name for the user.
3. Point to the Edit Button located to the left of the Name.
4. Click Change Password. The Change User Password page displays.
5. Type a new password for the user in the New Password box. Remember to follow the same rules as set forth in your system's Password Options. You must use a password that differs from the previous four passwords used by or for the user.
6. Re-type the same new password in the Confirm Password box. The text in both the new Password and Confirm Password boxes must match in order for the system to accept the changes.
7. Select User must change Password at next login if you require the user to change the new password the next time that he or she logs on to the system.
8. Click Finish. A message to confirm the password change is shown.

(Click Cancel at any step in the process to close the form without changing the password.)

Delete a User

The database administrator - the user who logs on to Millennium with the sa or MILLORA User ID - cannot delete his or her own user record.

The system does not allow you to delete a User ID from the system as long as that user 'owns' any tables in the millreports database or in the data database. A user might own a table in the millreports database if he or she has created and saved report criteria. A user might own a table in the data database if he or she ran report criteria and saved the worktable as a part of that process. Or, a user might own a table in the data database if he or she has any saved Search Results.

As a practical matter, if you are deleting a User ID you will inevitably need to examine and determine whether the tables belonging to that user need to be preserved or deleted, as a matter of good system housekeeping. However, particular situations could dictate that the User ID be removed, prior to the time that you are able to examine the saved criteria. For such cases, the system has the ability to automatically transfer ownership of the criteria tables to a different user, delete worktables, saved Search Results, and so forth, and then proceed with the deletion of the User ID. You might choose to create a new User ID just to accept ownership of the criteria. If you transfer ownership of a set of criteria to which Express Reports are linked, that linkage will be updated so the Express Reports will continue to function as before.

1. Access User Maintenance by using Millennium Explorer, Tools > System Upkeep > User Security.
2. Under the User Maintenance Header, locate the Name for the user.
3. Point to the Edit Button located to the left of his or her Name.
4. Click Update/Delete. The Modify or Delete the User page will display, showing the data for the selected user.
5. Verify that this is the intended user and click Delete.
6. If the user does not own tables in either the millreports or in the data databases, the system will immediately delete the user information and return you to the User Security page.
7. If the user owns reports in the millreports database or in the data database, a warning message will display.
8. Click OK to return to the Modify or Delete the User page.
1. To transfer ownership of these tables to a different user, select the 'transfer to' User ID from the Transfer Ownership list box.
2. Click Delete.

The system will transfer criteria tables will be transferred to the new user, any worktables and saved Search Results will be deleted, and then User ID will be deleted immediately.

Important! If you click on Delete before selecting a User ID from the pull-down list, the first User ID listed will receive ownership of the deleted user's criteria tables.

9. If you want to further do further research before deleting the intended user, click on Cancel to return to the User Security page.

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Configure User Security for Serialized Tax Receipts

Millennium system administrators or the database administrator must configure user security for each user who needs to issue, void, or reprint serialized tax receipts through the Serialized Tax Receipting Processes, manually add serialized tax receipts to individual Giving and Dues transactions, or manually void serial tax receipts on individual Giving and Dues transactions.

To configure user security for Serialized Tax Receipting:

1. Access the User Maintenance form by using Millennium Explorer, Tools>System Upkeep>User Security.
2. In the User Maintenance table, click the Edit button next to the name of a user who needs issue, view, or reprint Serial Tax Receipts.
3. Use the check boxes to select the Serialized Tax Receipting options for the user.
• Issue New, Reprint, Void - Select to allow the user to issue new, reprint, and void serialized tax receipts by using the Tax Receipting Process.
• Add Manual Receipt - Select to allow the user to manually add a serialized tax receipt to a single, existing Gift or Dues transaction.
• Void Single Receipt - Select to allow the user to void a serialized tax receipt on a single Gift or Dues transaction.

The Serialized Tax Receipting user security setting you specify is stored in the userlist table in the user_serialreceipts field. For more information about this field, see user_serialreceipts.

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