User Security - User Maintenance

Access User Maintenance by using Millennium Explorer Tools > System Upkeep > User Security. You must be a Database or Millennium system administrator to access User Security.

This topic provides step-by-step instructions for the following User Maintenance functions:

Add a New User

You may, at any point in the process, click Cancel to close the page without creating a new user.

Use Copy to Create a New User

The Copy button located at the bottom of a User Maintenance Modify or Delete the User page can be used to copy the existing user's settings over to a new user. It copies both displaying and non-displaying user preference settings from an existing user to a new user. If the existing user has a Snapshot View defined, his or her Snapshot View definition will be copied to the new user. If the existing user's Snapshot View definition includes any sorts or filters, those sorts and filters will be created for the new user as well.

Using this method, you can copy all of the settings from an existing user and create a new user with those same settings. You must enter a new Name (User ID), and if desired, edit other user settings for the new user - ID Number, Password, Gift and Dues Transactions numbers, for examples.

Note:

When using Copy to create a new user, the following "behind the scenes" actions occur.

A row for the new user will be created in the userlist table. The options as set on the User Maintenance Form and the existing user's Defined Display definition, other display options (such as transaction display options), and data entry options (such as match options) will be copied into this new row and therefore 'assigned' to the new user. The display modes (Long versus Short) that the existing user last used when viewing the data tables will be copied into this new row.
The new user will also be 'assigned' the existing user's default gift and dues batch numbers, and gift trends and dues trends settings.
A row for the new user will be created in the report_options system tables, containing the table's default values as well as the existing user's default queue and default printer as assigned on his or her User Maintenance form.
If the existing user has a Snapshot View defined, a row will be created in the user_settings system table for the new user.
A new row for each of the existing user's sorts will be created for the new user in the sorts table. If the existing user is displaying one or more data tables with a sort applied, the new user will see those data tables displayed with the same sorts applied.
A new row of each of the existing user's filters will be created for the new user in the filters table. And, if the existing user is displaying one or more data tables with a filter applied, the new user will see those data tables displayed with the same filters applied.
The new user will also get a copy of the existing user's Defined Defaults (prototypes).

Update an Existing User

Important! We strongly advise sites to not assign Millennium system administrator rights and permissions to an existing user. Instead, create new credentials (User ID and password). The user will use these new credentials when logging on to perform system administrator functions.

When an existing user is updated to be a Millennium system administrator, all Sorts and Filters that were defined when the user was a regular user will no longer be available to use and maintain. They will be available again when the user's system administrator privileges are removed.

The system does not allow you to update an existing user to be a Millennium system administrator if that user currently 'owns' any tables in the millreports database. A user might own a table in the millreports database if he or she has created and saved report criteria. If you want to make the user a Millennium system administrator, and the user owns tables in the millreports database, you must transfer ownership of those tables to another user first. To transfer ownership of these tables to a different user, select the desired user's User ID from the Transfer Ownership list box and click Update. The criteria tables will be transferred to the new user, but any worktables and saved Search Results that are owned by the user that you are updating will be deleted.

Important!

If you click on Update before selecting a User ID from the pull-down list, the first User ID listed will receive ownership of the updated user's criteria tables.

If you transfer ownership of the updated user's criteria tables and the updated user also owns tables in the data database (report worktables and saved Search Results), his or he tables in the data database will be deleted.

The system will allow you to remove a user's Millennium system administrator privileges if a Millennium system administrator user owns any tables in data database (for example, saved worktables, saved Search Results). The user will continue to own his or her tables in the data database. Report criteria that was saved by the user when he/she was a Millennium system administrator will continue to be owned by 'dbo', so removing the Millennium system administrator privileges has no effect on the criteria 'ownership', other than that user no longer owns these tables.

Change Passwords

The password for the database administrator (the user who logs on to Abila Millennium with the sa or MILLORA User ID) cannot be changed through Abila Millennium. Database Administration tools must be used instead.

(Click Cancel at any step in the process to close the form without changing the password.)

Notes:

If the User ID for whom you have changed the password owns any reports that have been set up to run on a regular schedule, the supporting report files that contain the expired, or old, password will be automatically updated to reflect the new password. These reports will continue to run without resubmitting them to the Queue.
If this User ID has created Assignments for the Millennium Assignment Service to carry out, the password field in the rows owned by the User ID in the assignments table will be automatically updated to reflect the new password. These assignments will continue to launch as scheduled. The user will not have to log on and update his or her assignments first.
If this User ID has set up the Generic Import Utility, the Advanced Data Examiner Import Utility, and/or the Qlikview Refresh Utility to launch in Unattended Mode, then he or she will have to manually launch each utility and update the password before it can be launched in Unattended Mode again.

Delete a User

The database administrator - the user who logs on to Abila Millennium with the sa or MILLORA User ID - cannot delete his or her own user record.

The system does not allow you to delete a User ID from the system as long as that user 'owns' any tables in the millreports database or in the data database. A user might own a table in the millreports database if he or she has created and saved report criteria. A user might own a table in the data database if he or she ran report criteria and saved the worktable as a part of that process. Or, a user might own a table in the data database if he or she has any saved Search Results.

As a practical matter, if you are deleting a User ID you will inevitably need to examine and determine whether the tables belonging to that user need to be preserved or deleted, as a matter of good system housekeeping. However, particular situations could dictate that the User ID be removed, prior to the time that you are able to examine the saved criteria. For such cases, the system has the ability to automatically transfer ownership of the criteria tables to a different user, delete worktables, saved Search Results, and so forth, and then proceed with the deletion of the User ID. You might choose to create a new User ID just to accept ownership of the criteria. If you transfer ownership of a set of criteria to which Express Reports are linked, that linkage will be updated so the Express Reports will continue to function as before.

Note:

The system will allow you to delete a Millennium system administrator even if he or she has saved report criteria. When report criteria is saved by a Millennium system administrator, it is owned by 'dbo', and not the Millennium system administrator user.

Configure User Security for Serialized Tax Receipts

Millennium system administrators or the database administrator must configure user security for each user who needs to issue, void, or reprint serialized tax receipts through the Serialized Tax Receipting Processes, manually add serialized tax receipts to individual Giving and Dues transactions, or manually void serial tax receipts on individual Giving and Dues transactions.

The Serialized Tax Receipting user security setting you specify is stored in the userlist table in the user_serialreceipts field. For more information about this field, see user_serialreceipts.