Tracker 4 Accounts
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Anyone who wishes to use Tracker must have an account, even if Tracker is linked to an Active Directory system, those who can login must be activated within Tracker. Trackers accounts can be accessed by clicking the [Accounts] menu link.
The accounts grid displays all the users recognised by Tracker. The list can be sorted by clicking on the column headers.
The columns display an overview of the users account details including their name, email address, divisions they belong
to and their role. If the account displays a 
then the user is assignable and can be assigned a recommendations action
to manage or audit. To edit an accounts details click the row of the account to edit.
On large systems where there could potentially be thousands of users, users are displayed over several pages. Pages can be moved through using the arrows at the bottom of the grid, the number of users displayed per page can be increased (or decreased) using the drop-down.
To help quickly locate the user or collection of users a simple but powerful filter is available at the top of the grid. The filter
can search on the users account name, their division, role or status. To apply the filter click the 
button. The
account name filter allows the inclusion of wild card characters, so, for example, if “pa*” was entered, the filter would
return all Paul's, Pamela's, Parker's etc. However it would not return Adrian Paul, as the pa in this case is part of the
surname and there is no wild card at the start so the filter assumes that pa must be the first letters (to find Adrian Paul the
filter could be “*pa*”).
Contents |
Adding divisions
Divisions are an important part of Tracker allowing both accounts and, new to Tracker 4, issues to be grouped. Accounts and issues must belong to a division, accounts can be associated with more than one division.
Only administrators can add divisions to Tracker, this is done via set-up by clicking on the [Set-up] menu link and then selecting General > Account Divisions from the set-up index.
To add a new division, click on the {Add New} text, type the name of the division then click the 
button. To edit the name
of a division click on the text and type over it.
To alter the position of a division so it appears higher up the list of divisions making its selection quicker, use the ↕ arrows next to the division.
If a division is no longer required or added accidentally it can be removed by clicking the 
next to the division to remove.
However, if a division is associated with an account or an issue (if this is not its first use) then the division cannot be
deleted until all associations to it are removed.
Adding users
Tracker provides two methods for adding users to its recognised accounts. Depending on the license and configuration
settings, accounts can either be added manually or imported from a list of users in an associated Active Directory. To add
a new user to Tracker, go to accounts by clicking the [Accounts] menu link and clicking the button at the top of the grid.
Internal
Manually adding an account simply requires the completion of the required fields marked in bold. The username should be a unique identifier for the account and is the ID entered by the user to login. The password should be a strong secure password, it must be re-typed to ensure it has been entered correctly. The full name is the name the account is identified using within Tracker, all actions in Tracker are recorded, this is the name that will be displayed to identify the actioner. Finally for the account details it is important to ensure that a valid email address is entered, if the automated emails are to be used, otherwise important emails will not be received by users or an error could occur.
All accounts should belong to one or more divisions, to associated the account with a division, select the division from the
list of available divisions and click the button. If an association is no longer required, select the division to remove and
click the button.
Each account must be set an access level giving them rights within the system, additional permissions to their default role rights can be added or removed by checking or un-checking the relevant permissions.
Administrators have full system access rights and can view and edit all accounts and issues within the system.
Managers have divisional access rights and can view and respond to all issues within their division (managers can also have permissions added to give them rights similar to those of an administrator within their division).
Auditees have minimal access rights seeing only issues they have been assigned and able to audit the recommendation actions they are responsible for only. The majority of Tracker accounts should be in this role.
Key permissions include Active (login) and for auditees especially, Assignable. The active permission gives the account holder permission to use the system, if this is not checked they cannot login. The assignable permission allows recommendation actions to be assigned to them. To add the new account click the [Save and close] button. It is also possible to quickly add additional accounts by clicking the [...] button next to the save and close button and selecting [Save and add new Account].
Active Directory
Importing users from an associated Active Directory requires a suitable license and a correctly configured Active Directory connection. Adding a new account is simply a case of locating the user(s) to add from the directory, associating them with one or more divisions and specifying their access rights.
To locate the user(s) to add Tracker initially provides an index based filter of users in the Active Directory. The filter is based on the old phone book letter groupings allowing all users with names starting ABC, DEF, GHI etc. to be displayed (due to the way Active Directory works the index is for the first letter of the name, not necessarily the surname). Other filters include Username (CN), Group and Custom, selectable via the filter drop-down. The username (CN) filter allows for the entry of an Active Directory CN name to search for. The CN is a unique identifier for a user, if this is known it will quickly retrieve the required user from the directory. The group filter allows for all users within a specific Active Directory group to be returned, this is useful if Active Directory groups are directly mappable to Tracker divisions allowing all users in the group to be selected by clicking the [Select-All] button and associated with the same division in Tracker. The custom filter allows for an Active Directory search to be entered, this should only be used by users familiar with Active Directory.
The username (CN) and group filters allow wild card searches similar to searching accounts in Tracker, by entering an asterisk (*) all matching users are returned, for example “mi*” will return all Mike's, Michelle's and Mitchell's etc.
It is possible to select multiple users by holding down the control Ctrl key on the computer keyboard and clicking each user to add, clicking a selected user again will de-select them.
For details on configuring the accounts divisions and access rights see the previous section on adding users to the system internally.
To import all the selected users, click the [Import and close] button. It is also possible to quickly import additional accounts by clicking the [...] button next to the import and close button and selecting [Import and import more].
