Operator Codes

System Maintenance Menu -> Configure System Settings -> Security Tab -> General Settings -> Operators -> EDIT button -> Operator Codes

Operator codes control security, functionality, and identification for individual users.
An operator must be assigned a Security Role that allows permission to the Security - Operators in order to access this table.

Note: When the external 'Authentication' feature is enabled in the Texada Support Parameters this "Operators" processing is disabled and the operator is redirected the to the User Management Menu on Texada Web.

New System Operator Configuration:

Texada SRM has been setup with the company code and an operator code pre-set.
Refer to the loading instructions that were shipped with the software for these codes.
Update the Operator code and add new ones as follows.

Click the ADD button to setup new operators, or the CLONE button to create a new operator based on properties assigned to an existing operator.
Update the existing codes in Change mode.
Existing operator codes and names can be viewed in the drop-down box on the Operator Code field.

Setting Global Security Permissions:
When a new company is created with new operators all permissions can be activated globally for all operators using the SET PERMISSIONS button and then permissions can be manually modified in Security Roles by specific role and feature as required.
This button is only visible if the operator currently signed into the system has Assign All Role Permissions checked in the Miscellaneous window of the Security Roles, and the button is only enabled before an Operator Code is selected in the screen.
Refer to a detailed explanation of this action below.

The prompts to update or add operator records to this table include:

Using UPPER-CASE letters, type in a 3 character code for Operator ID to add a new user.
To view an existing operator, click on the drop-down box and select from the operator records displayed.

This operator code can become the default sign in code for the user's Operating System login name, eliminating the need for the operator to manually enter his Operator code for each session on the Logging on to Texada SRM screen.
This information can be setup in Auto Login By Login Name.
The default operator code can always be over-typed if required.

Type in the Operator's full name. Use up to 30 characters.

Name Match:
In Add mode if the name entered for the new operator is an exact match to a name assigned on another Operator Code at any division, the Existing Operator with the Same Name window is triggered and if this is the same person and the associated existing operator record is selected in the window then the same System ID will be assigned to the new operator.
If a record is not selected a new System ID is assigned to this new operator.

Check this box to prevent this operator from being able to sign in.
Uncheck this box to enabled this operator to sign in.

An account could be disabled automatically if too many attempts were made to sign in using an incorrect password as defined in Password Controls or if a new account is not accessed within the allotted time to update the Password.
Account access can also be controlled using Enable or Disable Operator Login.

The SET PERMISSIONS button is only visible if the operator currently signed into the system has Assign All Role Permissions checked in the Miscellaneous window of the Security Roles, and the button is only enabled before an Operator Code is selected in the screen, and can be used to change all role permissions for all roles in the Security Roles by setting all check marks to give all users permission to access all tables and features.
This feature is useful when a new company is created with new operators to setup permissions globally and then manually modify specific role and feature permissions as required.
Confirmation is required.
Verification of the ASSIGN action is required.

Note: Be advised that once executed, this operation cannot be undone.
Hence, prior to running this request, verify in the play environment that the results obtained from running this operation are as expected.

Type in the operator's email address if applicable.
It is not recommended to attempt to use a cell text address in this field as this email address is used as follows:
  • From address for emailing a report or document using the Email Customer Docs as PDF option from the Printer Selection window.
  • Default as To address for emailing using the Email Customer Docs as PDF option from the Printer Selection window, but can be over-typed when sending as required.
  • Web App and Open Client validation message to provide "Temporary Password" as explained in Double Layer Security List.
  • Include on the personal fax header for the operator.
  • Receive XML posting files if generated from the Daily Close, as explained in the XML Data Exports Menu.
  • Receive messages from the Internal Messaging system if the Receive Into Email box is checked below.
  • Texada Web Dispatchers, Drivers, and Mechanics each require an SRM operator with a valid email address as the Texada Web app uses the email address and password to validate login.
OTHER E-MAIL ADDRESSES>dd? A window is provided on the E-Mail Address field to enter additional email addresses for use as follows:
A second optional address can be entered that would also receive the "Temporary Password" information that is required for new machines or devices on Web App or Open Client sessions.
This address can be a standard email address or a cell phone address that can receive a text.
This address is not used by the system for mail other than OC password authentication.

To send email to any cell phone, the format for most providers is just the 'phone number @ the gateway provider'.
e.g. 5195551212@pcs.bell.com
Contact your cell phone provider for further setup details if required.

This address can be used to send emails from a distribution list by branch or functional area, instead of sending from the personal address. Enter the relevant department or branch email address to use as the outgoing address for this user.
This feature is activated when the Alternate "From" Address Support is checked in the SMTP Configuration tab of the Company Email Configuration.

If this 'From E-Mail Address' is blank, the operator's default email address is used.

Note: This feature does not apply to Gmail per DMARC regulations.

Each user is assigned a unique System ID automatically by the software.
If there are multiple Operator Codes for the same person at the same or different locations, the operator name can be different across divisions.
When the exact same Name is entered for a new operator, the Existing Operator with the Same Name window is triggered to provide the option to select the same System ID.

Note: There is no utility to delete or modify a System ID, so if a correction is required the operator record must be deleted and re-added.

This box is enabled when the Texada Web feature is activated in the Logistics tab of the Software Integration options.

Check this box if this operator is a Texada Web or Rental Logic user and has been assigned an email address.
The Employee# or Driver code associated with this operator must be unique and cannot be changed.
Texada Web Access cannot be enabled for more than one operator record with the same System ID regardless of division.
When the operator has access to use Texada Web a Switch to Texada Web button is activated on the SRM Main Menu for easy access.

Leave this box unchecked if this operator is not a Texada Web or Rental Logic user.

Note: Specific Texada Web roles can be defined for an operator in the Miscellaneous window of the Security Role Permissions, including Driver, Mechanic, Dispatcher, etc.

This ID tag is used by the Internal Messages system accessed from the Main Menu and explained in Internal Messaging.

This ID tag does NOT need to be a valid email address. It can just be a name, code or initials.
This name or address can be unique if messages are private to a specific operator or can be shared so that all operators with this same ID tag will share the same mailbox.
If the mailbox is shared, the first operator to read the email has control of it.

This field is disabled if the operator has not been assigned an Internal Messages ID or an Email Address.

Check this box to send any Internal Messages sent from the SRM system to the operator's email instead of using the Internal Messaging system.

Uncheck this box if Internal Messages should always be sent to the Internal Messages ID.

Type in the user's password (this does not show). Use up to 9 Characters.
The password cannot be the same as the code Operator Code, nor can it match the sign in division, and it must contain both alpha and numeric characters.

Each operator can change his password from the Main Menu by clicking on the SET PASSWORD button as outlined in Set Operator Password.
The frequency that the operator password must be changed can be set in the Password Controls.

When a password is expired an audit record is written to track the change in Audit Log Inquiry / Export.

Random Password Generator:
Click the Create icon beside the Password field to cause the system to provide a random password that will be much harder for a hacker to discover.
The suggested password must then be manually typed in and confirmed to activated it for the operator.

The option is also provided from the Random Password pop-up to require the operator to change his password when he next logs in.

This date is maintained by the system.

Leave this field blank for Head Office, or type in the Division code for the Division most often assigned to this Operator, or select the division from the window. The Divisions are setup in Divisions.
Select one of the following options:
  • Select Yes if the division often changes on document entry, to force the Operator to input the Division each time.
  • Select No if the division assigned to the Operator as the "Default Division" is always the one used by this operator. This operator will not be prompted for division in Contract entry, Rental Return and Invoicing, and this operator cannot access the division field.

Leave this field blank for Head Office, or type in the Location code for the Location most often assigned to this Operator, or select the location from the window. The Locations are setup in Divisions - the division and the location can be the same code. Only valid Inventory locations are acceptable.
  • Select Yes if the location often changes on document entry, to force the Operator to input the Location on each document.
  • Select No if the location assigned to the operator as the "Default Location" is always the one used by the operator. This operator will NOT be prompted for location in Contract entry, Rental Return and Invoicing and the location field cannot be accessed by the Operator.
  • Select Division if the location should always be the same as the division on each document. The location field cannot be accessed by the operator.

This flag can be used to set the customer search default selection for specific operators.
In the search process, the default can always be over-typed as required.
When new operators are added, the division defaults to ALL.
  • Type ALL to always default the customer lookup to display customers from all divisions.
  • Enter a single division to limit the lookup for the operator to customers assigned to this specific division, or select a division from the window.

  • Type SEL to select a single Region for the customer lookup default.

    This field is only active if SEL has been entered in the "Search Division" field.
    Enter the customer region to be used for the operator's customer search default or select a region from the window as setup in the "Company & Divisions" parameters on the System tab of Configure System Settings in Regions.

Enter the employee number or search for it in the Employee Search.
The Employee number is used in different areas of the system including:

Note: When Texada Web is enabled the Employee Number is not accessible and must be unique to the operator by System ID, and all division operator codes for the System ID must use the same Employee#.
If Texada Web is not enabled on the operator, the employee can be different on division records and a warning is triggered if the employee# is already assigned to a different operator System ID.

Employee Time Sheet Parameters:

Refer to Time Sheet Overview for information on the time clock check-in feature.
Following are employee settings that apply to time tracking.
Check this box to allow this employee to change the Employee# on the Time Sheet options, and so allow him access to other employees' time records.
Uncheck this box to allow the employee access to only his own Time Sheet information, using his own Employee#.
Check this box to prompt this employee for the time whenever he/she logs into and out of the Texada SRM. This is used to track hours worked by Time Clock In/Out.
The employee labor can also be tracked by Work Order.
The Time Clock processing must first be activated for the Company Miscellaneous Parameters.
For more detailed information refer to Time Sheet Overview.

Uncheck this box if this employee should NOT be prompted for the time when signing into and out of the software.

Uncheck this box if this Operator should NOT be able to access the Time Clock records for other stores or divisions.

Check this box if this Operator is a manager, and requires access to Time Clock records across various stores or divisions in Time Clock Entries.

Uncheck this box to allow this operator to access and change existing unposted invoices.

Check this box if this operator should only be permitted to add new invoices, and should not be allowed to change existing unposted invoices.
This control applies to current invoices generated from the counter, back office, fast track, order entry, and cylinder billing.

Check this box to default the printer to the operator. When the operator selects a printer, all output will go to that printer.

If an Operator signs into three different terminals and selects a different printer on each one, then each terminal would print to a different printer. The next time the Operator signs into SRM software, the default printer will be the last printer selected on the last terminal.

This is useful for accounting staff that have changing duties, and may need to print to the laser for reports & the check printer for checks etc. The printer last selected by the operator will be the printer used for the output.

Uncheck this box to have the printer selection determined by whatever was selected for that terminal last. This is useful for operators that primarily use common printers or terminals.
e.g. Staff that use the invoice printers on the counter want to use the printer closest to the current terminal.

This prompt applies only to LINUX systems.
In the Windows environment, the Slip Printer is controlled by workstation or terminal.
For more detailed information on Slip Printing, refer to Slip Printer Setup.

Uncheck this box to print invoices generated from Point Of Sale Invoices on your regular 8 1/2" x 11" or A4 invoice paper, or on the default slip printer if it has been setup in the Divisional Printing Parameters.

Check this box to assign a slip printer for this operator, to print out invoices created from Point Of Sale Invoices on blank paper using a 40 character serial slip printer.
If the Slip Printer option is selected, the prompts in the window are:

Enter the LP# which corresponds to the physical connection of the Slip Printer on your system network. Call Texada Support for assistance to determine this.

Enter the Printer name or select it from the window.
In LINUX the general printers are setup in System-Wide Printers, though this is optional for the slip printer. By not including the slip printer in System-Wide Printers, it will not be displayed in the printer selection window, and so the slip printer can not be accidentally selected for printing reports, etc.
In Windows environment, the Slip Device name must be set to CRT.

For LINUX systems, enter the correct device type or select it from the window.
Windows systems must be Type 5.

Enter the code for the Slip Printer, which is the LINUX printer name. Call Texada Support for assistance to determine this.
Windows systems must be set to WCrt.

Type 4 to set the printer to advance 4 lines to the tear off point after printing the invoice, or enter the correct number of lines to adjust your slip printer.

Check this box if your Slip Printer should print through the Windows Print Manager.

Enter the Windows Font Size to use. (e.g. 32)

This prompt only applies to Rental Equipment Software.

Uncheck this box for the standard method of prompting for sales item information, on the counter document entry programs including Contracts, Reservations, Cash Invoices & Miscellaneous Invoices.

Check this box to default the value and skip the Description, R/S (Rental or Sale), and amount Unit Price or Each fields, when entering sales items on counter documents including Contracts, Reservations, and Invoices.
The skipped field can still be accessed if required.

When using the GUI client, certain report output can be generated in Excel spreadsheet format using a generic template scsbin\templates\generic.xlt
In the spreadsheet, text fields that are populated by a strictly numeric value are identified by the green marker in the top left corner of the field.

This operator flag can be set to default the print flag for these reports to Excel or to standard print output.
This default can always be over-type when the report is generated.

Note: Excel output does not respect the output options to View as PDF or Email Customer Docs as PDF options in the Printer Selection window, as Excel is not offered in PDF format.

This is a security control to prevent users from making accidental Date errors or from posting into closed accounting periods.
The 'Date Range Override' is automatically disabled and can be activated temporarily by checking this box to allow the operator to make transaction corrections regardless of date.
When an operator logs into SRM a warning is displayed and this over-ride feature will automatically be disabled for the operator in the log in division.

To activate the over-ride check this box to give this operator temporary authority to select any date for posting entries.
The date selected will be the date used, even if the period is closed.

Uncheck this box if the operator can only make entries to the current period as defined in the Date Range Control.

Security categories can be built to control the display of inventory information in Inventory Inquiry and in Counter Worksheet.

Enter the security Category for this operator, or select one from the drop-down list as setup in Inventory Security Category.
If a code is not specifically assigned to an operator, the default becomes "CO1" and the operator can then only view Rates, Specifications, and Availability information in Inventory Inquiry and in Counter Worksheet.

If this operator should have access to MITS Dynamic Reports, enter the user name as setup with the appropriate reporting Groups in Dynamic Reporting Users.
If a valid name is not entered, the operator will not have access to Dynamic Reports.

Refer to MITS Dynamic Reporting Security & Overview for information on setting up the server access and the user controls for this reporting tool.

Enter the default menu code choice for this operator, so that at login this user directly opens with his preferred screen, or select from the valid menu options displayed in Menu Search.

If no default screen is set for an operator, the standard menu screen index displays at login, or a custom default Company Menu can be defined in Applications Menu.

Refer to Application Menu Maintenance for information about defining customized menus.

Multiple security roles can be assigned to each operator in the Operator Assigned Security Roles window, to control permissions, functionality access, and accessibility/visibility of options in the menu tree.

Refer to Start-Up Operator Role Security for details.

This is the language assigned to this operator, so that he views the text on the screens in this preferred language.
The operator can change the language currently being displayed, from the Main Menu.
The Language Search window is provided to view and select from languages flagged as Available in Lexicon Setup.

The language for the operator can also be set in Associated Operators window in the Lexicon Setup.

Window to view and select the security Access Codes for this operator that control access by division, as defined in Divisional Restricted Views.

Uncheck this box if the Cash Drawer should not open for this operator.

Check this box if the Cash Drawer should automatically open for this operator when payment is taken.
For details on this feature, refer to Cash Drawers.

Leave this field blank if the Cash Drawer associated with the document division as defined in the Divisional Miscellaneous Parameters should always be the drawer to open for this operator.

If it is the same Cash Drawer that should always open for this operator, select the appropriate Cash Drawer for drop-down list as set in Cash Drawers.

This field is only available when the “Enable PO Approval” feature is activated in the Company Inventory Parameters.

An employee purchasing limit per P.O. can be set at the operator role level in the Role Parameters window of the Security Role Permissions.
This 'PO Approver' field defines which "Approver" the employee reports to where this "Approver" has a higher buying limit for his role.
If the initial "Approver's" limit is not high enough, then his "Approver" would need to approve the P.O. moving up to the next link in the approval chain. This will create a hierarchy of who will approve the Purchase Order in the Purchase Order Approvals utility.

Enter this purchasing employee's 'PO Approver' to be notified when this employee creates a Purchase Order where the PO total exceeds the PO limit set for the purchaser's role, or select one from the PO Approver - Operator Search window.
This becomes the "Approver" that is alerted when a P.O. is submitted by this purchaser, however any "Approver" with an allowable limit can approve/reject the P.O. Then the new "Approver" becomes responsible for the P.O. processing.

If a user has multiple operator records (e.g. for multiple divisions but one System Id), the same Approver would apply to all operator records having the same System ID.
If the operator names are different for the same System ID but at different divisions then the Name of the Requester and also of the Approver on reports and screens will be the name assigned in the first Operator Codes record for that System ID.

If a user changes the PO Approver, a warning with confirmation is triggered to update on all divisional operator records.

The current 'PO Approver' is reflected with the Status of Approval on the Purchase Order Approval Report.

This field is only accessible by Texada Support.

Uncheck this box for everyone except the main or administrator operator.
Development Utilities enable the Texada Support and the key operator to access the SRM programs internally. Due to their nature, these programs are not suitable for your counter or operations staff.

For operators with access to the development utilities, the COMMAND LINE button is accessible from the main menu, as outlined in Command Line.

Click the ACCEPT button to accept and exit, or click the CANCEL button to abort.

Additional actions provided by buttons on the Operators screen include:

Topic Keyword: GLOP01 (6596)
Converted from CHM to HTML with chm2web Pro 2.85 (unicode)