Understanding Aptify User Account Processes

The following is a high-level overview of how a user connects to Aptify and what happens when a user first logs into the system:

  1. Administrator creates User: An administrator runs the User Administration wizard to add a new user to Aptify. See Creating User Accounts for details.
    • Creating users must be performed using the Aptify Desktop client. The Aptify User Administration wizard is not supported in the Aptify web interface.
    • Using the wizard, an administrator specifies the login type (trusted or untrusted), grants the user access to the database, adds the user to groups, and links the user to related system records (such as a link to a corresponding Employees record).
    • The wizard automatically assigns the user to an available license key. See Licensing Aptify Products for more information.
    • Upon completing the wizard, Aptify creates a SQL Server login for the new user with appropriate permission set based on the information specified. An administrator can review the user information at the SQL level using SQL Server Management Studio.
    • Depending on your geographic location, you may need to modify the Regional Options for the user's desktop computer and the default language for the user's SQL Server login, so the system displays dates, times, numbers, and currencies in the appropriate format for that user.
    • See Configuring Language Setting for SQL Server Users for more information. 
  2. User logs into Aptify: The new user specifies login information and connects to Aptify. For the first time. Note that the user must have the necessary permissions on the local computer to successfully launch and use Aptify.
    • See About the Object Repository for information about the user permissions required to run Aptify.
    • If your organization is using untrusted user accounts, your users can change their own passwords after logging into Aptify. See Changing Your Password for details. 
  3. User adds items to his or her Profile: Depending on the user's permissions (and the group permissions the user inherits), the user adds applications and services to his or her profile.
  4. User customizes Aptify desktop: As the user starts to become familiar with Aptify, he/she creates views and adds shortcuts to the shortcut bar.
    • For each view that the user creates, the system creates a Views record. See Using the Views Service and About the Views Form for details.
    • For each view shortcut the user adds to the shortcut bar, the system creates a Shortcuts record. Also, the system creates a Shortcut Sections record for each Shortcut Group the user adds to the shortcut bar. See About User-Defined Shortcuts and Shortcut Groups for more information.
    • When a user changes the default layout of the Aptify client application and then closes the application, the system creates User Values records to store the user's individual layout preferences. For example, the system creates or updates a User Values record whenever a user specifies a default dashboard for an application. See About the User Values Form for more information on this service. 
  5. User accesses data, depending on permissions: The user creates, edits, and reviews records in the system depending on his/her application and entity security permissions and Group membership. See Administering User Groups, Granting Permissions to Aptify Applications, and Granting Entity Permissions to Users for details.

About User-Defined Shortcuts and Shortcut Groups

Users have the ability to create shortcuts to profile items they use often in order to make their use of Aptify more efficient. This includes views, folders, shared folders, services, and applications. Users can also create shortcut groups, which are used to categorize the custom shortcuts as the user desires. For example, a user might create an Orders Shortcuts group to keep all the shortcuts related to the order entry process. See Using the Desktop Client Shortcut Bar for information on how to use the Shortcut Bar.

These shortcuts and shortcut groups are stored in Aptify as Shortcuts and Shortcut Sections records. These records are created automatically when a user defines a new shortcut or shortcut group, and they are updated when users make changes to those shortcuts or groups (such as modifying the name or description). Shortcut and Shortcut Sections records should not be created or modified manually and should be updated manually only by a system administrator and only when necessary. See About the Shortcuts Form and About the Shortcut Sections Form for more information.

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