Preparing for User Licensing

 

The license requirement being implemented by Mover’s Suite with the Fall 2008 release is designed to restrict the number of users that can be set up to access the Mover’s Suite application.  To prepare adequately for this change, Mover’s Suite recommends reading and understanding the licensing information below.

 

The upgrade process will remove all user access records for inactive employees.   These are, specifically, the User Setup records for Personnel records with a Status of INACTIVE, as viewed from within the Web Administration Tool.  Only the user access records will be deleted for these employees; the personnel records will remain.

 

Secondly, Customer Web Portal users will now be defined within the new Web User Setup.  These records were previously defined in Mover’s Suite Administration > MMS > Web > Web Access and relied on a user access record.  Customer Web Portal users can now be set up without a user access (User Setup) record.

 

In addition to the tasks performed by the upgrade process, Mover’s Suite recommends that a company

becomes familiar the details of the license requirement by reading the remainder of this document and by reviewing release information found in the Online Help utility and making adjustments where needed.

 

A summary of recommended changes is listed below:

•      Use the updated User Details List report to identify duplicate and unneeded user access records.

•      Remove unneeded or duplicate user access records by deleting User Setup records within the Web Administration Tool.   

•      Adjust the Status of employee’s Personnel records, as needed.

•      Notify affected employees about the changes that were made to their logins.  If a duplicate login was detected and removed then make sure the user knows what their correct login is and affirm that they will have the correct access needed to perform their duties.

•      Educate employees about what they should do if they encounter a licensing restriction. 

•      If it appears that additional user licenses will be needed, contact Mover’s Suite to purchase additional licenses prior to being upgraded.

 

 

 

 

 

Details of the License Requirement

 

Mover’s Suite will provide two encrypted keys that will detail the number of users that can be defined with user access records (Web Administration Tool > Personnel > User Setup).  These keys will need to be entered within the new License Key Registration setup within the Web Administration Tool. 

 

If the license keys are entered incorrectly or if the number of license users exceeds the limit then all users will be locked from accessing the Mover’s Suite application.  The error depicted below will be displayed when a user attempts to access Mover’s Suite with the license violation.

 

Figure 1: Error received for a license violation

 

Administrators will need to enter the keys provided by Mover’s Suite into the Key 1 and Key 2 fields within the new License Key Registration (Web Administration Tool > Common > License Key Registration).

 

Figure 2: Web Administration Tool > Common > License Key Registration

 

When either license key is invalid or if the maximum number of users has been exceeded then all Personnel records will display a warning.

 

Figure 3: Invalid license key error within Web Administration Tool > User Setup > Personnel

 

Recommended Changes to Personnel Records

 

Administrators will need to update personnel records.   Mover’s Suite recommends removing unneeded or duplicate User Setup records and updating the employee’s personnel status.   Needed changes can be done using the Web Administration Tool.

 

The updated Personnel setup now displays the number of defined users as well as the maximum number of users allowed to access the Mover’s Suite application.  The registration keys will need to be correctly entered prior to viewing this information.

 

Another feature of this release is the ability to remove a user access record from a Personnel record.   Deleting a record within the User Setup tab will remove a user access (UserAccess table) record without removing the entire Personnel record.

 

Figure 4: Web Administration Tool > User Setup > Personnel > User Setup

 

As part of the install package, Mover’s Suite will remove all user access records for employees that have a Status of “INACTIVE.”   Other personnel records may need to be updated, as well, depending on the needs of the organization.   An updated User Details List report will also be available that displays all users, by branch, that have a user access record.  Further, this report now groups by the employee’s status and provides the number of users for each branch as well as a total number users.

 

Figure 5: User Details List report

 

This standard report is available through Mover’s Suite > Reports > User Details List.  Use this report to update Personnel records by deleting unneeded user access records or by updating the Status.

On many systems, an employee can have more than one Personnel record and potentially more than one User Setup defined for the individual.  Since every User Setup record counts towards the number of existing licensed users, Mover’s Suite will introduce changes to eliminate the need of defining multiple User Setup records.  The following enhancements have been made by Mover’s Suite to reduce the need for duplicate user definitions used to bypass security restrictions.

 

Administrators may decide to remove duplicate personnel or user access records based on this information.

 

Module	Enhancements made to reduce the number of user access records
Cash Receipts	The need to have multiple logins for different branches will be eliminated with functionality changes made to the Cash Receipts module.  This change will allow users to define their own batches and choose which cash receipts belong to which batch.
Invoicing	A user now has the ability to select a specific invoice report from an available list within the New Complete/New Supplement Invoice interface.  The new field is titled Invoice Format and with it users will no longer need to have multiple logins to generate different invoice formats.
Customer Web Portal	A new user setup has been designed to allow a company to create Web Client user accounts without defining a User Setup record.  It can be found through Web Administration Tool > User Setup > Personnel > Web User Setup.  Prior to this change, each account requesting access to information available through the Customer Web Portal had to be defined with a User Setup record which was assigned to the Web Client security profile.  Now, these account records can be defined with a Labor Type of “Web User” and have a completed Web User Setup record to access account information through the web portal.  Note: The Web Client Security Module is now considered obsolete; all its functionality is controlled through the Labor Type and Web User Setup. Refer to the Web User Setup discussion within the Product Update for Version 3.7 for details on creating these users.
Tasks	Free Tasks functionality has been enhanced to allow users to view all order-related tasks.  Previously, if an employee had to be set up with multiple roles, they also had to have multiple user access records setup to grant them permission to view Tasks in the Tasks module.