Software Permissions Groups

Software Permission Groups define what areas of the software users have access to within TrakaWEB. The default group is the ‘Super Admin’ group, which has full access to TrakaWEB. However, you may want a user to be able to create and edit another user’s details but not be able to delete them. Alternatively, you may want to grant a manager access to the Items and iFobs within their group, but not to the rest of the business. Using the expandable list, you can quickly select what permissions the group does or does not have.

The two subsections below will demonstrate how to create the two examples given.

To assign a software permission group to a user, refer to the Web Access tab in the user record.

Creating a new Software Permissions Group

In the Navigation Menu to the left of the page, click on Software Settings, then select Software Permissions Groups.
You will now be taken to the Software Permissions Groups landing page. The only Group initially present will be ‘Super Admin’.

NOTE: By default, the ‘Super Admin’ group will have access to all permissions, which cannot be edited by another Group.
To create a new group, click on the Create button.
You will then be prompted to enter a group name.

Under the name field are two expandable tick boxes, one named ‘All Permissions’, and the other named ‘Web’. You can now expand the ‘Web’ list and select which permissions you wish the group to have access to. For example, you may want any users within this group to be able to create and edit users but never able to delete them or allow them to edit System admin or System Reports Roles. To do this, simply expand the ‘pages’ tab, and then expand the ‘users’ tab and select Create & Edit. Ensure that the delete option, the Edit System Admin Role and the Edit System Reports Role remain unticked as shown in the example below.

Selecting the 'All Permissions' box will allow all permissions in that group.

NOTE: If you select the title of a group of options then all the sub options within that list are also selected. E.g. iFobs list consists of Edit & Delete. By selecting the header ‘iFobs’, you will activate all the sub options.

Once the group has been created, you can assign it to a user in the Web Access tab of the user’s record.

Permissions

The following is a list of all the Software Permissions in TrakaWEB.

Permissions Details

All Permissions:

WEB
By default, the ‘Web’ list will be expanded and will allow you to select which permissions you wish the group to have access to.

Features

Features:

Full Upload
Selecting this checkbox will enable a user to perform a full upload of users, iFobs and events to TrakaWEB.

Read Last ID
Selecting this checkbox will read the last card ID presented to a 16bit system within a user record on the Edit User page.

Remote Release:

To Anonymous User
Selecting this checkbox will enable a user to release an iFob/item to a user who is not in the database.

To Any User
Selecting this checkbox will enable a user to release an iFob/item to any user in the database

To Authorised User
Selecting this checkbox will enable a user to only release an iFob/item to a user who has been granted access to that item.

Remote User Login
Selecting this checkbox will enable a user to remotely log another user into the system.

Transfer iFob Ownership:

To Any User
Selecting this checkbox will enable a user to transfer ownership of the item(s) in the selected position to any user in the database whilst the item(s) is/are already out of the system.

To Authorised Users
Selecting this checkbox will enable a user to transfer ownership of the item(s) in the selected position whilst the item(s) is/are already out of the system, providing the user has been granted access to the item(s).

Options

Options:

Event Times
Selecting this checkbox will enable a user to view the times at which events occurred.

Notifications

Extended Categories:

Advanced
Selecting this checkbox will enable a user to edit any advanced category related email notifications.

Software
Selecting this checkbox will enable a user to edit any software category related email notifications.

Unrestricted Software Item Access
Selecting this checkbox will enable a user to ‘Edit Own User Record’ when ticked and will enable users to edit their own software group details. It will also restrict and unrestrict item access in the Item Booking feature.

Pages

Pages

Items:

Create
Selecting this checkbox will enable a user to add new items to the system.

Delete
Selecting this checkbox will enable a user to delete existing items from the system.

Edit
Selecting this checkbox will enable a user to edit existing items in the system.

Outstanding Faults:

Create
Selecting this checkbox will enable a user to create outstanding faults in TrakaWEB

Edit:

Clear Faults
Selecting this checkbox will enable a user to clear existing faults in TrakaWEB.

Repair Faults
Selecting this checkbox will enable a user to repair existing faults in TrakaWEB.

iFobs:

Delete
Selecting this checkbox will enable a user to delete an existing iFob in TrakaWEB.

Edit
Selecting this checkbox will enable a user to edit an existing iFob in TrakaWEB.

Groups

Item Access Groups:

Create
Selecting this checkbox will enable a user to create Item Access Groups in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete existing Item Access Groups in TrakaWEB

Edit
Selecting this checkbox will enable a user to edit existing Item Access Groups in TrakaWEB

Edit Everyone Group
Selecting this checkbox will enable a user to edit an Item Access Group if it is set as an Everyone Group in TrakaWEB.

Item Booking

Book For Others:
Allow only authorised items to be booked

Selecting this checkbox will enable a user to only book authorised items for others in TrakaWEB.

Allow all items to be booked
Selecting this checkbox will enable a user to book all items in the system for others in TrakWEB even if they have not been granted access to them.

Book For Yourself:

Allow only authorised items to be booked
Selecting this checkbox will allow users who have been granted access to particular items to be able to take them during a booking.

Allow all items to be booked
Selecting this checkbox will allow users to take all booked items even if they have not been granted access to them.

NOTE: If Unrestricted Item Access is unticked, the user will only be able to grant items to others that the booking user has access to.

Pairing:

Create
Selecting this checkbox will enable a user to create Item or Locker Pairing rule in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete an existing Item or Locker Pairing rule in TrakaWEB

Edit
Selecting this checkbox will allow a user to edit existing Item or Locker Pairing rules in TrakaWEB.

Realtime Activity:
Selecting this checkbox will allow a user to access the Realtime Activity page in TrakaWEB.

Reports

Filtered Reports:

Create
Selecting this checkbox will enable a user to create Filtered Reports in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete existing Filtered Reports in TrakaWEB.

Edit
Selecting this checkbox will enable a user to edit existing Filtered Reports in TrakaWEB.

Scheduled Reports:

Create
Selecting this checkbox will enable a user to create Scheduled Reports in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete existing Scheduled Reports in TrakaWEB.

Edit
Selecting this checkbox will enable a user to edit existing Scheduled Reports in TrakaWEB.

View Reports
This will allow a user to view all available reports in TrakaWEB.

Software Settings

Access Schedules:

Create
Selecting this checkbox will enable a user to create Access Schedules in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete existing Access Schedules in TrakaWEB.

Edit
Selecting this checkbox will enable a user to edit existing Access Schedules in TrakaWEB.

Activity Types
Selecting this checkbox will enable a user to access the Activity Types page within Software Settings in TrakaWEB.

Software Settings

Fault Definitions:

Create
Selecting this checkbox will enable a user to create Fault Definitions in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete existing Fault Definitions in TrakaWEB.

Edit
Selecting this checkbox will enable a user to edit existing Fault Definitions in TrakaWEB.

Activity Types
Selecting this checkbox will enable a user to access the Activity Types page within Software Settings in TrakaWEB.

Software Settings

Item Types:

Create
Selecting this checkbox will enable a user to create Item Types in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete existing Item Types in TrakaWEB.

Edit
Selecting this checkbox will enable a user to edit existing Item Types in TrakaWEB.

Software Settings

Notifications:

Create
Selecting this checkbox will enable a user to create Email Notifications in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete existing Email Notifications in TrakaWEB.

Edit
Selecting this checkbox will enable a user to edit existing Email Notifications in TrakaWEB.

Software Settings

Reasons:

Create
Selecting this checkbox will enable a user to create Reasons in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete existing Reasons in TrakaWEB.

Edit
Selecting this checkbox will enable a user to edit existing Reasons in TrakaWEB.

Software Settings

Regions:

Create
Selecting this checkbox will enable a user to create Regions in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete existing Regions in TrakaWEB.

Edit
Selecting this checkbox will enable a user to edit existing Regions in TrakaWEB.

Software Settings

Software Permissions Groups:

Create
Selecting this checkbox will enable a user to create Software Permissions Groups in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete existing Software Permissions Groups in TrakaWEB.

Edit
Selecting this checkbox will enable a user to edit existing Software Permissions Groups in TrakaWEB.

Software Settings

User Fields:

Edit
Selecting this checkbox will enable a user to edit the user details on the User Fields Page in TrakaWEB.

Software Settings

User Groups:

Create
Selecting this checkbox will enable a user to create User Groups in TrakaWEB.

Delete
Selecting this checkbox will enable a user to delete existing User Groups in TrakaWEB.

Edit
Selecting this checkbox will enable a user to edit existing User Groups in TrakaWEB.

Systems:

Edit
Selecting this checkbox will enable a user to edit existing Systems in TrakaWEB.

System Viewer:

iFob Access
Selecting this checkbox will enable a user to view the iFob Access panel on the System Viewer page in TrakaWEB.

iFob Events
Selecting this checkbox will enable a user to view the iFob Activity panel on the System Viewer page in TrakaWEB.

iFob Items
Selecting this checkbox will enable a user to view the Item Activity panel on the System Viewer page in TrakaWEB.

Item Events
Selecting this checkbox will enable a user to view the Items panel on the System Viewer page in TrakaWEB.

System Events
Selecting this checkbox will enable a user to view the System Activity panel on the System Viewer page in TrakaWEB.

NOTE:

The ‘Edit’ option must be checked for a user to be able edit other user credentials and roles in TrakaWEB.

A user cannot edit users in Software Permissions Groups that have higher permissions than themselves.

The ‘Edit Own User Record’ option is greyed out when Unrestricted Software Item Access is unticked. This means that members of that Group will not be able to edit their own Software Group details.

Users:

Create
Selecting this checkbox will enable a user to create/add users to the system.

Delete
Selecting this checkbox will enable a user to delete existing users from the database.

Edit
Selecting this checkbox will enable a user to edit existing users on the database.

Edit Emergency Open Role
Selecting this checkbox will enable the user to grant other users with the Emergency Open role in TrakaWEB.

Edit Items Admin Role
Selecting this checkbox will enable the user to grant other users with the Items Admin role.

Edit Own User Record
Selecting this checkbox will enable a user to edit their own user record.

Edit Super Admin Role
Selecting this checkbox will enable a user grant other users with the Super Admin role.

Edit System Admin Role
Selecting this checkbox will enable a user to grant other users with the System Admin role.

Edit System Reports Role
Selecting this checkbox will enable a user to grant other users with the System Reports role.

Edit User Admin Role
Selecting this checkbox will enable a user to grant others with the User Admin role.

Creating a Restricted Admin Access Group

Occasionally, you may want to grant a group with limited Admin rights. For example, you may want a Manager to be able to administrate the Items, iFobs and Groups within their department, but not have access to the assets outside of their department.

This, however, is not related to the functionality of Regions whereby an Administrator may only edit users that have the same or lower region set as the user they are editing. For more information on the rules applicable to Regions, please refer to the Regions section.

NOTE: A member of a restricted admin group cannot edit their own group, or the Super Admin group.

Using the Navigation Menu to the left of the page, click Software Settings, then select Software Permissions Groups.
To create a new group, click on the Create button.
You will then be prompted to enter a group name.
Under the name field are two expandable tick boxes, one named ‘All Permissions’, and the other named ‘Web’. In the ‘Web’ list, select which permissions you wish the Group to have.

NOTE: The ‘Edit Own User Record’ option is greyed out when Unrestricted Software Item Access is unticked. This means that members of that Group will not be able to edit their own Software Group details. Therefore, they will not be able to upgrade the group to Full Admin access.

NOTE: If a restricted admin creates a new Item Access Group, the admin user will be automatically added to that Group, so that they are able to perform administration to it.

Once the group has been created, you can assign it to a user in the Web Access tab of their record.

Restrictions Applied to Unrestricted Software Item Access

Once the restricted admin user logs into Traka Web, they will notice that when they attempt to edit an Item, iFob or Item Access Group, anything that they do not have admin rights to, will be greyed out and not available to edit.

A further security protocol set in place is that if a user is assigned to the Restricted Admin Access Group, and has been granted ‘Software Permissions Groups’ access, they will only be able to create a group with the same access level, or lower than their own. Any options that they do not have access to themselves, will be greyed out and will not be selectable, as shown in the example below.

A further security protocol set in place is that if a user is assigned to the Restricted Admin Access Group, and has been granted ‘Software Permissions Groups’ access, they will only be able to create a group with the same access level, or lower than their own. Any options that they do not have access to themselves, will be greyed out and will not be selectable, as shown in the example below.