Adding administrator accounts

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Adding administrator accounts

Administrators are added to a Concordance Server through the Admin Console Management tab, just like all other users. And like other users, there is some setup that must be done on the Concordance Server, before an administrator can log onto the server.

A  user account/profile must already be setup for them on the Concordance Desktop server, with the "Administrator" License Type assigned to their user account.

An Administrator license must be available on that server for them to be able to connect as an Administrator on that server. If no Administrator license is available, Concordance Desktop automatically grants access, but at the next access level down, providing there is an available license at that level for them to acquire.

Concordance Desktop must be installed on the computer they are using to connect to the server.

When you add administrators, take into account each of their roles and schedules for managing server processes and ongoing maintenance tasks.

If you intend to restrict databases field rights and menu access, we recommend that you grant full rights for the supervisor of each database in the under User Management feature. This ensures that the supervisor is not accidentally locked out of the database they need to manage.

To Add a New Administrator Account to the Server

You must be an administrator on the Concordance Desktop server in order to log onto the server and open the Admin Console.

1.Log onto the server where the administrator account needs to be removed.

i.This can be done by either:

Logging into the computer that has been registered as the Concordance Desktop server

Using Windows Desktop Remote to log into the physical Concordance Desktop server computer

2.Run Concordance Desktop on the server computer.  

3.From the File menu, click Administration, and then Admin Console.

4.Enter your Logon name and Password.

5.Enter the Concordance Desktop server Host name and the Port number (usually 10001) to use for accessing the Admin Console.

6.Click Connect.

7.Click the Management tab.

8.Right-click on the Users folder and click on New user, to open a box in which to type the new user name.

9.Type the administrator's user name and press Enter to display the fields for setting up a user.  

i.The User name field automatically populates with the user name you entered in step 3.

ii.The Description field is used to indicate how the user was added to the server. If this user was added along with other users from a server list, that information is displayed in the this area.

iii.The Last login field indicates the last time the user had logged into the server. Because you are just setting up this user account, "(never)" is displayed in this field.

10.In the First name field, type the user's first name.

11.In the Last name field, type the user's last name.

12.In the Company field, type the company/firm name.

13.(Optional) In the Phone field, type the user's phone number.

14.In the Email field, type the user's e-mail address if they are to receive e-mail notifications.

i.By adding an e-mail account, the administrator is notified when a license is about to expire, if you have setup the license notification options under the Licenses tab. The notification is sent to all Administrators who have an E-mail address in their user account.

E-mail notifications need to route through an existing SMTP server and Port (the standard default port is 25). The SMTP options can be setup on the Settings tab in the Admin Console. See Setting up SMTP options for more details.

Ensure that the Concordance Desktop server and SMTP server have IP trust between them. For instance, the anti-spamming rules must accept emails from the servers.

15.Click the License Type down-arrow and select Administrator, to setup this account as an administrative user.

16.Click the Field Rights down-arrow and select Read and Write, to ensure this account has full rights when working with databases.

Read and Write: Read/write access to fields. This level of access for all fields is required for anyone who will be performing maintenance functions such as indexing, packing, or a database modify. If the user does not have full access to the fields, Concordance Desktop does not either.

Read only: Ability to search, browse, and print fields. User with this access cannot edit or otherwise modify read-only fields. Commands such as Global edit and Load will not display fields which have read-only access. These fields are displayed in Edit view, but only for reference or to copy text to the clipboard.

17.Click the Menu Type down-arrow and select either Supervisor or Administrator.

Supervisor: Access to all menus and menu commands.

Administrator: Access to all menus and menu commands except the Modify, User Management, and Zap menu commands.

18.Click the Synchronize now button (at the top of the Admin Console pane) to save the new user account.