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EMS Software, LLC

Configuring Web Users

VEMS classifies users into two categories—unauthenticated users or visitors and authenticated users or web users. If allowed, visitors can browse a calendar of events or view details about your organization’s space; however, to submit and manage reservations, a web user account is required. You can configure a web user in one of four ways:

• Anonymous users can register themselves through VEMS and create a user account.

For an anonymous user to register through VEMS and create a user account, the appropriate account management parameters must be set (see VEMS System Parameters) and the Credit\Edit an Account role be selected for the unauthenticated user. (See the Roles tab definition in To configure a web security template”.)

You can define the web user through the EMS client. See To create a web user from a group” or To create a web user from a contact”.

• Through the optional HR Toolkit module.

• Through the optional LDAP/Integrated Authentication module.

For more information about using optional HR Toolkit module or the optional LDAP/Integrated Authentication module to configure web users, contact your account representative at DEA.

Before you configure a web user, you should search for the user to verify that the user has not already been created.

The following procedure describes how to configure a single web user at a time and assign a single web security template and one or more web process templates to the user. To assign multiple web templates to multiple web users in a single step, see Assigning Web Templates to Multiple Web Users”.

To search for a web user

1. On the EMS menu bar, click Configuration > Web > Web Users. The Web Users window opens. In the upper left hand corner, the number of web users currently in use for VEMS is displayed.

2. Enter any combination of the following search criteria:

• On the Group Type dropdown list, leave the group type set to the default value of (all), or select a specific group type.

• On the Search by dropdown list, select User Name or Email Address.

• On the Status dropdown list, select the user status by which to search.

• On the Process Template dropdown list, leave the default value of (all), or select a specific web process template.

3. To further filter the displayed search results, do one or both of the following:

• To filter the search results based on the either the User Name or Email Address, in the Filter field, enter a search string.

• To filter the search results based on city, in the City field, enter a search string.

For either field, the string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, if searching by Email Address, a search string of bob returns bobworth@dea.com but not dbobbett@dea.com.

4. Click Display. The web users who meet your search criteria are displayed in the lower pane of the Web Users window.

To configure web users in EMS

When you configure a web user, you can also specify one or more delegates for the web user. A delegate is a web user who can create and view reservations on behalf of another web user.

Remember, before you configure a web user, you might want to search for the user to verify that it has not already been configured. See To search for a web user”.

1. On the EMS menu bar, click Configuration > Web > Web Users. The Web Users window opens. In the upper left corner, the number of web users currently in use for VEMS is displayed.

If the EMS system parameter Web Users linked to Groups via External Reference is set to Yes, then a Group column and a City column are also displayed in the Web Users window.

2. Click New. The Web User dialog box opens. The Web User tab is the active tab.   

3. If the web user had to answer questions when requesting to create an account through VEMS, you can open the User Defined Fields tab to view the user’s answers to the questions. You can view the responses that are displayed on the tab to determine if you want to continue with creating an account for the user.

4. Enter the information for the new web user.

At a minimum, to create a new web user, you must enter the user name, the user password, and the user email address on the Web User tab. All other information is optional and can be added at later dates when needed.

Field

Description

Name

The name of the web user.

Note: The name can be a maximum of 30 characters, including spaces.

Password

The password that the user must enter to log in to VEMS.

Email Address

Enter the full email address for the user as the user must enter this address to log in to VEMS.

Phone/Fax

Optional fields.

Notes

Optional field.

External Reference

Optional field. Links the web user to an outside program if needed.

Network ID

The web user’s network ID.

Email Opt Out

Optional field. Select this option if you do not want the web user to receive automatic emails (such as reservation summary emails) from VEMS. The user can still receive manually sent emails.

Status

Required field. Select the status for the user:

• Active—The web user can log in to VEMS.

• Pending—The web user cannot log in to VEMS and is informed that he/she must check back at a later time.

• Inactive—The user cannot log in to VEMS and is instructed to contact the EMS administrator.

Security Template

Required field. This determines the user's access to the system—the menu items the user can see, and the information that the user can view when 'rolling-over' an event in VEMS.

Time Zone

Optional field. The time zone in which the user is located.

At a minimum, to create a new web user, you must enter the user name, the user password, and the user email address on the Web User tab. All other information is optional and can be added at later dates when needed.

5. Open the Web Process templates tab and select the web process templates that are to be available to this user.

The web process templates appear as menu items in VEMS.

6. Open the Groups tab and do the following to specify the groups on whose behalf the web user can view and make reservations in VEMS.

• Specify any combination of search criteria for the Find field and Group Type, and then click Display to produce a list of all groups that meet the criteria.

If you leave the Find field blank, then a list of all currently active groups for the selected group type is displayed. If you enter a search string in the Find field, the string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, a search string of AAA returns AAA Colorado, but not Colorado AAA.

• In the Available list, select a group, or CTRL-click to select multiple groups, and then click the Move button (>) to move the selected groups to the Selected list.

7. Open the Delegates tab, and on the Search by dropdown list, do one of the following to specify the delegates for the web user:

• Leave the Find field blank, and then click Display to open a list of all currently available web users. Select a user, or CTRL-click to select multiple web users, and then click the Move button (>) to move the selected web users to the Selected list.

• On the Search By dropdown list, select the option by which to search (Email Address or User Name), and in the Find field, enter the string by which to filter your search, and then click Display. Select a web user, or CTRL-click to select web multiple users, and then click the Move button (>) to move the selected users to the Selected list.

The string is not case-sensitive, but your search is limited to the exact order of the characters in the string and it must begin with the information for which you are searching. For example, if searching by Email Address, a search string of bob returns bob.worth@dea.com but not dbobbett@dea.com.

8. Optionally, click Spelling to spell check any information that you manually entered for the web user.

9. Click OK. The Web Users dialog box closes. You return to the Web Users window with the newly configured web user automatically selected in the window.