User Management

Video How-to

User Management Overview video

How to

This program will allow you to create/edit logins and passwords for new users in your district. Standard permissions can be created for groups of users such as teachers, counselors, school administrators, and district administrators. After selecting a standard permission set for a user, you may add or remove permissions per user.

1. Log in to WebPams
2. Select System from the list of programs on the left of the screen.
3. Under Entry select User Management to launch the program.

In the Setup Box

1. Verify Year and District. Default values are determined by your security settings.
2. Select the School for which new user names are needed.
3. Select the Object Code. This will limit the list of persons based on contract records that exist in Human Resources and their position at the school. For example teachers would have an object code of 112, administrators would have an object code of 111.
4. If you check the 'Include Master Schedule' option, employees found in the master schedule that do not have a Human Resource contract record will also be included in the list.
5. Select one of the five bullet items. Your selection will determine how the system will generate/create user names.
   • Staff ID (School Number + Last 6 of Staff ID)
   • Staff ID (Last Two of School Number + Last 4 of Staff ID)
   • Name (1st initial of Given + Surname--Recommeded)
   • Name (1st initial of Given + Surname--Lower case)
   • Name (1st initial of Given & Middle + Surname--Lower case)))
6. Click OK to move to the next screen.

Definitions of Column Headers

• District--District
• School--School
• Staff Name--Name of persons to which users and passwords have been assigned
• Staff ID--Local ID assigned through the Human Resources database
• Login--User assigned login
• Password--User assigned password
• Profile--User assigned profile
• Category--Application level where permissions are required
• C-Perm--Category level permission
• Program--Program level where permissions are required
• P Perm--Program level permission
• Action--Specific actions related to selected program such as restricting a user from seeing a student's social security number. This requires a Program to be in the Program cell for the user.
• A Perm--Action level permission
• Inactive--Inactive users are denied login access
• Sites--Provides a method of creating a single user name and password for itinerant teachers.
• Created--Computer generated date that the record(s) were created.
• Changed--Computer generated date that the record(s) were changed.

Action button options

• Profile Template--allows for editing profiles for all users with a particular profile.
• Generate Passwords Only--allows for an automatic generation of new passwords.
• Delete Group--allows for the deletion of an entire group of users with the same profile.
• Print All--a master list of users and their passwords will be printed.
• Print Select--one sheet per person of their user name and password will be printed.
• User Profile--user's basic job category
• Create File--allows for the creation of a PDF or a CSV file.

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

1. 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.

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.