User Management

User Management Overview

Video How-to

User Management - Profile and Student Master Permissions video

The following sections will provide instructions on how to change permissions for a profile group, for an individual user, and for access to some fields on the Student Master by individual or groups users.

How to Edit Permissions for a Profile using an existing User with the Profile that needs to be edited

1. After opening up the User Management program for a school or the district, click in the Category field on any of the categories for the user with the profile you are editing.
2. Check/Uncheck the NA/RO/RW as needed. (NA--no access, RO--read only, RW--read write)
3. Click Save button at the bottom left of the Categories window.
4. Reply to the question about changing ALL users with the same profile. If you respond yes to this question all users with the same profile will have their permissions changed at this time.

How to Edit Permissions for a Profile using the Profile Template

1. After opening up the User Management program for a school or the district, click the Action button at the top right.
2. Select Profile Template. A window will appear that lists all profiles with each set of permissions per school.
3. Click in the Category cell for the Profile that you need to edit.
4. Check/Uncheck the NA/RO/RW as needed. (NA--no access, RO--read only, RW--read write)
5. Click Save button at the bottom left of the Categories window.
6. Reply to the question about changing ALL users at ALL schools with the same profile. If you respond yes to this question all users with the same profile will have their permissions changed at this time.

How to Edit Permissions of Individual Users

1. After opening up the User Management program for a school or the district, click in the Category field on any of the categories for the user with the profile you are editing.
2. Check/Uncheck the NA/RO/RW as needed. [NA--no access to user(s), RO--read only by user(s), RW--read write by user(s)]
3. Click Save button at the bottom left of the Categories window.
4. Reply to the question about changing ALL users with the same profile No. If you respond yes to this question this user plus all users with the same profile will have their permissions changed at this time.

How to Edit Permissions for Viewing Fields in the Student Master

1. After opening up the User Management program for a school or the district, verify that the user has Student Master in the Category field.
2. Click in the Program field for the Student Master Category. A popup will appear listing all programs associated with the Student Master.
3. Select RW on the Student Master item in the list of programs.
4. Click Save button at the bottom of the popup.
5. Respond to the question about changing all users with the same profile. If you respond No only this user will be changed. If you respond Yes all users with this profile will be changed.
6. A new Student Master item will appear on the next line for this user only or all users depending on your response in the previous step.
7. Click in the Action field to the right of the P-Perm cell for the newly created Category/Program permission. A popup containing the list of Student Master fields for which for following permissions can be set: No Access, Read Only, Insert, Delete. Availability of these permissions can be different for the individual fields.
8. Select the desired Action for one or more fields in the list.
9. Click Save button at the bottom of the popup window.
10. Respond to the question about changing all users with the same profile. If you respond No only this user will be changed. If you respond Yes all users with this profile will be changed.
11. A new row will appear on the screen for the user(s) for newly added actions with the action and the A-Perm value.
12. Edited permissions will be updated at this time for existing Actions.

Video How-to

User Management Create and Edit video

To create a new user

1. Click in the staff name field on the top blank line.
2. A list of employees based on the setup box criteria will be displayed.
3. Select the employee's name and the name will appear on the blank line along with a suggested login and password.
4. You may edit the Login and password at this time or leave it as the generated info.
5. Click the Profile field and select the profile value based on the person's position, i.e. TE for teacher, AD for administrator, CO for counselor, etc. As soon as you select the profile, the new login and password information will be saved and placed in the list of logins.

To change login and/or password

1. Log in to WebPams and access the User Management system to change either the login or the password.
2. To change the login, click on the login to be changed. A change login popup will appear. Type the new login and click the save button. If you decide that the login does not need to be changed, click the X to close the popup.
3. The screen will refresh automatically and All of the original logins for this user will be updated.
4. To change the password, click on the password to be changed. A change password popup will appear. You will have a choice to Save or Generate a new password.
   • Save allows you to manually enter the new password by typing the new password and clicking the save button.
   • Generate will automatically create a new password. Click the generate button and a new password will appear in the password field. Click the Save button.
5. The screen will refresh automatically and All of the original passwords will be updated.

To change the profile of a user

1. Log in to WebPams and access the User Management system to change the profile of a user.
2. Click on the profile that is to be changed. You may select any of the existing records for the user.
3. Select the new profile from the popup list and click OK.
4. Respond Yes to the question Do you wish to use the AP profile template?
5. This will change the profile on the record selected and remove the remaining records.
6. Permissions will now be set to those of the new profile.

To edit the permissions of a user

1. Click in the Program cell to the right of the Category for the user.
2. Select the NA, RO, or RW for the specific program to which permissions are being added or being removed.
3. Click the Save button.
4. There will be a Save mode popup window. Be careful with your response.
   • Yes will change the permissions for all persons with this profile.
   • No will change the permissions for this user only.
   • Cancel will NOT change any profile permissions
5. The list of users will refresh. The C Perm cell will be blank and the Program cell will have the program name for which permissions were changed with the new permission setting in the P Perm cell.

Note: Some Categories work in unison with each other. For example, Human Resources and Staff have to both be chosen in order to use the Program column.

Video How-to

Edit Permissions of a Non Teacher video

To edit permissions of a non-teacher user to give/take away the user's access to the Gradebook information for other teachers

1. If a non-teacher (not a TE profile) is teaching at least one class, this person needs RW permission to JGradebook to create assignments and post grades for his/her own class(es).
2. A decision must be made as to whether or not this non-teacher needs access to the Gradebook information for other teachers.
3. Click in the Program field by JGradebook and select RW for JGradebook, click save, then indicate whether or not to change permissions of all users who have the same profile (usually the response is No).
4. A second line will appear for this user with JGradebook as the Category with the C Perm field blank. JGradebook will appear in the Program field with RW in the P Perm field.
5. Click in the Action field and indicate whether Yes this non-TE can access other Gradebooks or No this non-TE cannot access other Gradebooks; then click Save.
6. Indicate whether or not to change permissions of all users who have the same profile (usually the response is No).

To make a user Inactive

• Click the check box in the Inactive column on any row for that user.
• The screen will refresh and all rows for the user will have the check box in the Inactive column.

Video How-to

User Management - Edit, Delete and Print video

To set multiple Sites for itinerant teachers

• Click the site field and a list of district schools will be displayed.
• Select the additional site(s) that the teacher serves.

To generate new passwords for ALL users (we recommend that you notify your staff that this will be done and how they are to obtain their new password)

1. Click the Action button at the top right.
2. Select Generate Passwords Only option.
3. A Generate New Passwords popup will appear on the screen.

• Responding Yes will generate new passwords for all users. No one will be able to login until they are notified of their new password. This can be done using the Print All option on the Action button.
• Responding No or Cancel will exit the Generate Passwords Only option.

To Delete a group of users

1. Click the Action button at the top right.
2. Select Delete Group option.
3. A popup will appear with a list of the available profiles.
4. Select the profile(s) you wish to delete and click OK.
5. A confirmation popup will appear cautioning you that all selected profiles will be deleted from ALL Schools.

• Responding Yes will delete security information for all staff who have the selected profile(s)at All Schools in the district. No one will be able to login until they are notified of their new user names and passwords. This can be done using the Print Select option on the Action button.
• Responding No will get a second popup confirmation cautioning you that all selected profiles will be deleted from the set of profiles for the site displayed on the screen.
• At this time you must respond again with Yes, No, or Cancel.

• Responding Yes will delete security information for all staff who have the selected profile(s)at the site displayed on the screen. No one will be able to login until they are notified of their new user names and passwords. This can be done using the Print Select option on the Action button.
• Responding No will exit the Delete Group option.

• Responding Cancel to either set of confirmation questions will exit the Delete Group option.

To Print All login names and passwords

1. Click the Action button at the top right.
2. Select Print All option.
3. A Message popup will appear. If you want a message type it and click close. If you do not want a message to be included, click the close button without typing any message.
4. A popup will appear warning you that you are about to create security data information outside your security umbrella.
5. Click OK.

   • A print preview appears on the screen. Click the printer icon at the bottom right of the print preview. Then click the print button at the top left of the preview window.

To Print Select login names and passwords

1. This option will print one page per user with the ability to print a message.
2. Click the Action button at the top right.
3. Select Print Select option.
4. A popup will appear on the screen listing all users.
5. Click the check box to the left of the name(s) for the user(s) whose information you want to print.
6. Click Print Selected button at the bottom of the window.
7. A Message popup will appear. If you want a message type it and click close. If you do not want a message to be included, click the close button without typing any message.
8. A popup will appear warning you that you are about to create security data information outside your security umbrella.
9. Click OK.
10. A print preview appears on the screen. Click the printer icon at the bottom right of the print preview. Then click the print button at the top left of the preview window.

Video How-to

User Management - Profile and Student Master Permissions video

The following sections will provide instructions on how to change permissions for a profile group, for an individual user, and for access to some fields on the Student Master by individual or groups users.

How to Edit Permissions for a Profile using an existing User with the Profile that needs to be edited

1. After opening up the User Management program for a school or the district, click in the Category field on any of the categories for the user with the profile you are editing.
2. Check/Uncheck the NA/RO/RW as needed. (NA--no access, RO--read only, RW--read write)
3. Click Save button at the bottom left of the Categories window.
4. Reply to the question about changing ALL users with the same profile. If you respond yes to this question all users with the same profile will have their permissions changed at this time.

How to Edit Permissions for a Profile using the Profile Template

1. After opening up the User Management program for a school or the district, click the Action button at the top right.
2. Select Profile Template. A window will appear that lists all profiles with each set of permissions per school.
3. Click in the Category cell for the Profile that you need to edit.
4. Check/Uncheck the NA/RO/RW as needed. (NA--no access, RO--read only, RW--read write)
5. Click Save button at the bottom left of the Categories window.
6. Reply to the question about changing ALL users at ALL schools with the same profile. If you respond yes to this question all users with the same profile will have their permissions changed at this time.

How to Edit Permissions of Individual Users

1. After opening up the User Management program for a school or the district, click in the Category field on any of the categories for the user with the profile you are editing.
2. Check/Uncheck the NA/RO/RW as needed. [NA--no access to user(s), RO--read only by user(s), RW--read write by user(s)]
3. Click Save button at the bottom left of the Categories window.
4. Reply to the question about changing ALL users with the same profile No. If you respond yes to this question this user plus all users with the same profile will have their permissions changed at this time.

How to Edit Permissions for Viewing Fields in the Student Master

1. After opening up the User Management program for a school or the district, verify that the user has Student Master in the Category field.
2. Click in the Program field for the Student Master Category. A popup will appear listing all programs associated with the Student Master.
3. Select RW on the Student Master item in the list of programs.
4. Click Save button at the bottom of the popup.
5. Respond to the question about changing all users with the same profile. If you respond No only this user will be changed. If you respond Yes all users with this profile will be changed.
6. A new Student Master item will appear on the next line for this user only or all users depending on your response in the previous step.
7. Click in the Action field to the right of the P-Perm cell for the newly created Category/Program permission. A popup containing the list of Student Master fields for which for following permissions can be set: No Access, Read Only, Insert, Delete. Availability of these permissions can be different for the individual fields.
8. Select the desired Action for one or more fields in the list.
9. Click Save button at the bottom of the popup window.
10. Respond to the question about changing all users with the same profile. If you respond No only this user will be changed. If you respond Yes all users with this profile will be changed.
11. A new row will appear on the screen for the user(s) for newly added actions with the action and the A-Perm value.
12. Edited permissions will be updated at this time for existing Actions.