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Using Role-based Profiles

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Madhuri Dange

This topic describes how an administrator can use role-based profiles when creating new users so that the user's Aptify starting point is better suited to his or her job function.

This topic contains the following sub-topics:

 

Linking a New User to a Role-based Profile

Follow these steps to link a new user to a role-based profile:

  1. Launch the User Administration wizard to create a new user.

    The Aptify User Administration wizard is not supported in the Aptify web interface.

  2. Follow the steps as described in Creating User Accounts to setup the new user account.
  3. In step 4, select the profile for this user from the available options in the Copy an existing user's profile (optional) drop-down list.  
    Select Profile to Copy
  4. Complete the User Administration wizard to create the user account.


Creating a New Role-based Profile

The role-based profiles provided by Aptify are a starting point that can be modified by an organization as needed. An organization can also create its own role-based profiles, following the guidelines below.

  1. Create a new role-based profile test account in Aptify as a SQL Server Security user (using the User Administration wizard). If you want to modify an existing role-based profile, copy that profile for this new user.
    • You need to assign a license to this user temporarily while creating the new profile.
    • See Creating User Accounts for more information. 
  2. Log in to Aptify as the new profile user and modify that user's profile as necessary (creating and arranging views, dashboards, and shortcuts as needed).
  3. When finished, the user's profile becomes the new role-based profile that you can use as the starting point profile for other users of the system.
  4. Run the User Administration wizard for the profile user and mark the account as inactive to free up its assigned license.
  5. When adding new Users to Aptify, select the role-based profile user you created in Step 1 (and whose profile you configured in steps 3 and 4) and the new user will copy that profile.


About Role-based Profiles

Role-based profiles provide easy access to the information and functions within Aptify commonly accessed by a user of a certain job function. Linking a new user to a role-based profile subscribes the individual to the appropriate applications and services and includes specialized shortcuts and dashboards that help the user perform his or her job function.

A role-based profile is intended as a starting point for a particular type of Aptify user. As applicable, an administrator can leverage the profiles provided by Aptify to create new profiles specific to an organization. Also, once an end user's Aptify profile has been created, he or she can modify the profile as needed to personalize the Aptify user experience.

See Creating User Accounts for more information on creating users.

The role-based profiles included in Aptify are:

  • Accounting User: This profile is designed for members of an organization's Accounting department. The Accounting User profile is subscribed to two applications by default: Accounting and Order Entry.
  • Customer Support User: This profile is designed for members of an organization's customer support department. The Customer Support User is subscribed to six applications by default: Case Management, Committee Management, Expo Management, Meeting Management, Order Entry, and Subscription Management.
  • Developer/Database Administrator User: This profile is designed for members of an organization's database development and administration department. This user profile is subscribed to five applications by default: Development, Framework, Object Repository, Process Pipeline and User Administration.
    • A user must have access to the Administrators group (and a Developer or Administrator license) in order to subscribe to the applications associated with this profile. If you do not have access, contact your administrator for assistance.
    • See Understanding the IT Developer and Database Admin Role-based Profile for an overview of this profile.

  • Executive User: This profile is designed for a member of an organization's executive leadership team. The Executive User is subscribed to two applications by default: Accounting and Customers.
    • A user must have access to the Accounting group in order to subscribe to the Accounting application and access the Executive User's Accounting dashboard. If you do not have access, contact your administrator for assistance.
    • See the Understanding the Executive User Role-based Profile for an overview of this profile.

  • Meetings User: This profile is designed for members of an organization's Meetings and Event Planning department. The Meetings User profile is subscribed to three applications by default: Customers, Meeting Management, and Order Entry.
  • Membership Director: This profile is designed for members of an organization's Membership department. The Membership Director profile is subscribed to two applications by default: Membership and Order Entry.
  • Order Entry User: This profile is designed for members of an organization's Order Entry department. The Order Entry User profile is subscribed to two applications by default: Order Entry and Customers.
  • Sales Representative: This profile is designed for members of an organization's Sales department. The Sales Representative profile is subscribed to the Sales Force Automation application by default.
  • Warehouse User: This profile is designed for members in of organization's Shipping and Receiving department. The Warehouse User profile is subscribed to two applications by default: Inventory and Shipping.

 

 

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