Setting up user views and permissions

The User groups are used to define which functions and fields are shown in the WebApp, which Data sheets are available and which Authorisations the individual users have.

The WebApp Intranet V2 comes with two User groups: one for users with administrative rights, one for staff who use the WebApp operationally. More groups can be created. The "Users" group may be copied and changed to create additional groups. The "Administrators" group cannot be copied.

1. "WebApp_Intranet_V2_Administrators": This user group is reserved for users with administrative rights and configurators who are authorised to make changes to the WebApp interface and the event templates independently. Only members of this group may change the settings for the "Users" group.
2. "WebApp_Intranet_V2_User": This user group defines which functions and fields are available in the WebApp. The target group are staff who use the website for room and event bookings. This group can be copied as required and saved with changed settings under a new name. Both the view and the authorisations can thus be tailored to different departments.
   Example: Accounts and events are read-only for kitchen and housekeeping, read and create for reception

The standard view can be customised on two levels: the settings in the User group and individual configurations in the Web configuration.

1. At the top of the input window of the User group "Intranet_V2_User", open the Intranet - Set up view tab. Use the added fields to determine which functions, fields and data sheets are shown in this view on the intranet. The selection shows all available fields.
2. Menu: Each of the available menu items can be shown or hidden individually: ( Calendar, Rooms, Create account, Search account, Create event, Search event, Search item)
3. Input fields, Search fields, Table columns: Individual fields of the various functions can be shown or hidden: Some search fields in the item search, numerous input fields when creating new accounts or events as well as columns in the output lists of account, event and item searches. Note: In the event template, go to Event > Added fields > Web Requests to enable room bookings also for the Intranet WebApp.
4. Mandatory fields: Not all fields that are marked as mandatory under   Administration >  Event must be completed by the end customer. If no value is entered in the WebApp, default values are inserted as a replacement during import. To make new fields mandatory in the WebApp as well, contact your WebApp configurator.
5. Default calendar view: Enter an Info Centre view for the calendar, which is based on an IC list. By default, the list is called "WebApp InfoCenter Intranet V2", but can also be re-named.
6. Data sheets for the overview: To show data sheets in the area Overviews (below Calendar and Rooms), create  Text templates as type "Data sheet", Group/Type "Data sheet". On the  Added fields tab of the text template under Intranet - Set up view, activate Show in Intranet WebApp and specify which  User groups should be shown this data sheet.
7. Templates: Select Templates for the Data sheets (for Events, Booked items, Accounts, Items and, if applicable, Appointments). If no template is available, the icon for opening more details will not appear in the WebApp.
   Also enter all possible Cancellation reasons .

User access refers to a Bp event sample user whose authorisations (via assigned User groups) are used for all associated WebApp accesses. The WebApp access itself does not have its own authorisations.
Important: Only use the sample Bp event user for WebApp access and deactivate the login options for this user so that nobody can log in directly with this user.  

1. Go to the   Administration tab and click on  Users >  User >   New.
2. Enter a Login name .
   Example: Intranet for staff, intranet for account holders
3. To prevent anyone from logging in directly with this user, generate a random  Password and "forget" this immediately.
4. Enter the Name/First name of the user access. This name appears in the picklist when assigning access to a staff member or account holder.
   Example: V2 Housekeeping, V2 External
5. Deactivate the access for  Full client and  Mobile client by left-clicking on the icons. Only the  Web client access must be active.
6. Left-click to activate the Role  WebApp access.
   Important: WebApp access needs to be activated here for it to be included in the picklist when creating access for Accounts, Contact persons or Staff members
7. Assign User groups, which serves to define the authorisations (read, write, print, create data, etc.).

The access consists of a login name, password and the selected access. Only one WebApp access can be created per  Staff member . WebApp accesses cannot be deleted, only deactivated. To subsequently extend the authorisations of an employee, change the rights of the "sample user" selected as Web App access .

1. Go to the   Shifts and Staff tab to search for and open the   Staff member you want.
2. Click on  Create WebApp access on the right-hand side of the window. An input dialogue opens in which the name of the staff member is already preset.
3. Enter a Login name . The staff member logs into the WebApp with this name.
   The login name must not only be unique among the WebApp Accesses, but must also not have been used as a user login name before.
   Alternatively, the associated email address can also be used when logging in to the WebApp, provided it can be clearly assigned to a WebApp access.
4. Either enter a Password or tick the option Use Bp event password.
5. Select one of the available User accesses. The picklist is not expandable.
   Example: V2 Housekeeping
6.  Save your input by clicking on the icon in the top left-hand corner of the input window.

The access consists of a login name, password and the selected access. WebApp access can be assigned either for an  Account or only for a  Contact person. Only one WebApp access can be created per person. WebApp accesses cannot be deleted, only deactivated. To subsequently extend the authorisations, change the rights of the "sample user" selected as Web App access .

1. Go to the   Home tab to search for and open the Account you want.
2. Click on  Create WebApp access on the right-hand side of the window. An input dialogue opens in which the name of the account is already preset.
3. Enter a Login name. The authorised person logs into the WebApp with this name.
   The login name must not only be unique among the WebApp Accesses, but must also not have been used as a user login name before.
   Alternatively, the associated email address can also be used when logging in to the WebApp, provided it can be clearly assigned to a WebApp access.
4. Either enter a Password or tick the option Use Bp event password.
5. Select one of the available User accesses. The picklist is not expandable.
   Example: V2 External
6. To create WebApp access for just one Contact person, click on  Contact person. The function  Create WebApp access can be found below the delivery address.
7.  Save your input by clicking on the icon in the top left-hand corner of the input window.

After logging in to the WebApp, all users automatically see the view that is defined for their user group. If needed, a different view can be assigned to individual users.

1. Go to the Administration tab and select  Users > Users > Intranet > Different settings.
2. Select a different Group view . When the user logs in with their login name, they will see the individually assigned view.

In addition to the standard fields, further fields can be added to the database under Setup > Web > Web configurations . These fields must be added to the WebApp configuration on the one hand and to the Export and/or import lists on the other.

1. Open the configuration on the  Configurations tab by clicking  Web > Web configurations .
2. Important: Open the main configuration (with .js extension), not a configuration with the extension _Exit.
   Example: WebApp_Intranet_V2_Event_New.js
3. Go to Configuration > Form and the Container you need, then click on the  Subfolder "(Component)".
   Example:  EV_New: (Accordion) > :locale:Request:Event (Box) > Key data: (Box) > (Component)
4. In the main window, in the Web Client Configuration field, click on the expand triangle next to Web Configuration > Open Component Configuration. In the Intranet Web App, all file names of configurations with an exit property end with ‘_Exit’.
   1. Add a new Field to the Form.
   2. In the Value via data access field, select a field from the drop-down list and set the Visible field to "true".
   3. Enter the field Label for the WebApp, the Data type and Length p.ex. of the string.
   4. To make the field mandatory, enter the value specified under Documentation in the field Mandatory field  (only for fields from the  Administration >  Event > Mandatory fields). To make fields from other tables mandatory, please contact your WebApp experts.
      Example: for the field occassion group: @admVAAnlassgruppePflichLaden
   5. Save the component configuration first, then save the configuration again. The new configuration is automatically exported and the field is available in the WebApp after restarting the browser.
5. Customise the import and export lists to enable data exchange between the full client and the WebApp. The export lists are used to transfer data from the full client to the WebApp (p.ex. presets), while the import lists are used to transfer the data entered in the WebApp to the full client.
   1. Go to the Configurations tab and select Lists/Reports to open the import or export list.
      Example: WebApp_Intranet_V2_Import_03_Event
   2. Double-click on the bottom line of the list to open the linked exit list.
   3. Insert a new formula or a field value and enter "@NameTest1" in the Relative XML path column as value via data access.
   4. Save the list.