Users Master Data
HOW TO SET UP YOUR OPTIMA´ USERS
The Excel file #2 - USERS MASTER DATA contains the information required to define the categories of your users´ and assign them a full or limited licence.
The Excel file #2 - USERS MASTER DATA contains 5 worksheets to define the Datagroups, Job types, User Groups, Users and Datagroup assignment of your Optima´users. See attached file.
Defining your Users´ Data groups
The data groups are assigned to users in order to limit the access to a range of information.
A user can only view the information (instruments, employees, tests, requests, tasks, etc.) assigned to a specific data group/location.
A manager might only see its own department data while a director might see multiple departments/laboratories data.
The data groups are linked to the locations.
The current version of Optima only allows a 1:1 link between data groups and locations.
Item / column | What / Used for |
Location Code | Refer to the one(s) created in Excel file #1 - Site Master Data |
Datagroup Name | This free text facilitates the naming of every single datagroup (max. 100 characters) |
Defining your Users´ Job types
The job types are defined for access control purpose.
They define which system functionalities are made available for a specific user job type.
The list of functionalities available for each job type can be modified using Optima's functionalities see settings/user management
The initial configuration of Optima provides for a certain number of job types. Additional job types can be created during the implementation phase.
Item / column | What / Used for |
Job type Name | This free text facilitates the naming of every job type (max. 200 characters) The file provides examples like Engineer, Administrator, Manager, Technician, Supervisor... feel free to delete and add yours. |
Defining your Users Groups
The user groups are defined for reporting purposes.
The user groups can differ from the data groups.
One user group should be assigned per user.
| Item / column | What/ Used for |
| Users Group Name | This free text facilitates the naming of every Users Group (max. 20 characters). The file provides examples like Lab Management, R&D, Scientists, Technicians...feel free to delete and add yours. |
Listing your Users
This worksheet lists all users who can register and log-in to the Optima application.
The total number of users defined in the system should match the licences purchased.
| Item / column | What/ Used for |
| First Name | This free text should facilitates the name of the person (max. 40 characters) |
| Last Name | This free text should facilitates the family name of the person (max. 40 characters) |
| E-mail address | This free text should facilitates the person's professional email address. It is used for registration and logging in to Optima (max. 100 characters) and also for receiving notifications when configured |
| Users group | Refer to the Users group Name defined in previous worksheet |
| License type | Enter FULL or LIMITED |
| Job type | Refer to Job type Name defined in previous worksheet |
Assigning your Users to Data group
The data groups are assigned to users in order to control the access to a range of information.
A user can only view the information (instruments, employees, tests, requests, tasks, etc.) assigned to a specific data group/location.
The data groups are linked to the locations.
The current version of Optima only allows a 1:1 link between data groups and locations.
| Item / column | What/ Used for |
E-mail address | Refer to the ones created in the previous worksheet |
Datagroup Name | Refer to the ones created in the previous worksheet |
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