Define users

Overview

When the number of users increases or when users move to different organizations due to organizational changes,
you will need to add users or change user information (organization, permissions, etc.).
This section explains the functions related to user definition.

Common Procedure

As a common prerequisite for defining a user, first perform the following steps:

1. Click the login name in the TimeTracker RX global navigation.
   

   

2. Select "System Settings".

3. Click "Users" in the Local Navigation menu.
   

   
   

4. Select "Users" from the left menu.

User Registration and Deletion

Creating a New User

Add a user to use TimeTracker RX.
You can log in to TimeTracker RX using the registered login name and password.
The procedure for adding a user is as follows:

1. Click the "+" icon at the top of the user information list.
   

   

2. Enter the user information in the "User Registration" dialog and click the "OK" button.

   

The input fields are as follows:

No.	Item	Description	Purpose
1	Name	User's name	Filter for user selection
2	English Name	User's name (English)	Filter for user selection
3	Code	Code to identify the user	Search for users
4	Login Name	TimeTracker RX login name	Enter at login
5	Password	TimeTracker RX password	Enter at login
6	Organization	Organization to which the user belongs	Scope of permissions and aggregation, user search, etc.
7	Authority Organization	Scope of permissions granted to the user	See "Define an Authority Organization"
8	System Role	System role name assigned to the user	Permissions granted to the target user

Delete

Deletes users who no longer use TimeTracker RX, such as those who have left the company.

• Deleted users will no longer be able to use TimeTracker RX.
  
• Deleted users are not included in the license count.
  Deleting users increases the number of licenses you can use.

The procedure for deleting a user is as follows:

1. Select the user to be deleted.

2. Click the "-" icon at the top of the user information list.
   

   
   Deleted users can no longer be viewed from the screen, but they remain in the database.

   You cannot register again with a username that has already been registered.
   

   Deleted users can be restored.

Restoring Deleted Users

You can restore deleted users.
Use this if you accidentally deleted a user or if you want to restore a user.

Please follow the procedure shown in the video below.

1. Select "Deleted Users" in the "Filter".
2. Select the target users. Multiple selections are possible.
3. Click "Actions" at the top of the user information list.
4. Select "Restore".

Changing Information

You can change the information of registered users later.
Use this when changing the organization they belong to or the cost unit price.

The procedure for changing user information is as follows:

1. Click the "Properties" icon in the local navigation.
2. Click the "Fields" tab ① in the Properties pane.
3. Click the "Edit" button.
4. Edit the user information in the field.
   
5. Click the "Save" button.

Export/Import User Information

Export

You can output user information to a file.
This is used when integrating with other systems or managing user information in a file.

1. Click the "Export" button at the top of the user information list.
2. Select the output format.
   

About the Output File

The output will be in CSV/Excel format in the language set in "Default Display Language" in "System Settings".

Import

You can register multiple user information entries at once.
This is useful when updating a large amount of user information, such as when introducing TimeTracker RX or due to organizational changes.

The procedure for importing user information is as follows:

1. Click the "Import" button at the top of the user information list.
2. Specify the import file in the "Import" dialog.
   For the file format of the import file, please see "File Format".
3. Click the "OK" button.
   
   • Download in CSV or Excel format.

You can create an import file based on the file exported from user information.

This is convenient as it saves the trouble of creating a file from scratch.

User List File Format

Please set the following items.

Notes on Importing

• The language used for the import file should match the language set in "Default Display Language" in "System Settings".
  
• The "Login Name" cannot be changed during user import.
  • If the same login name does not exist, a new user will be added.
  • To change the login name, please do so from the screen.

No.	Item	Description	Required	Notes
1	Name	User's Name	○	Up to 256 characters
2	Code	User's Code		Up to 256 characters
3	English Name	User's English Name		Up to 256 characters
4	Login Name	User's Login Name	○	-Up to 256 alphanumeric characters -If an unregistered login name is specified, it will be registered as a new user.
5	Email Address	User's Email Address		Up to 256 characters
6	LDAP Login Name	User's LDAP Login Name		Up to 512 alphanumeric characters
7	Allow Local Authentication	Login Allowed/Not Allowed When Using SSO		Enter one of the following. - "TRUE" : Allow - "FALSE" : Do not allow
8	Organization Code	Code of the organization to which the user belongs	○(*1)	Code of a registered valid organization (*3)
9	Organization Name	Name of the organization to which the user belongs	○(*1)	Name of a registered valid organization
10	Authorization Organization Code	Code of the authority organization	-(*1,2)	Code of a registered valid organization (*3)
11	Authorization Organization Name	Name of the organization to which the authority applies	-(*1,2)	Name of a registered valid organization
12	Cost Unit Price	User's current cost unit price		Only half-width characters are allowed
13	System Role	System role to assign to the user	○	Only registered valid system roles can be set
14	Actual Entry Lock Date	Date to specify for locking the user's actual entry		Input must be one of the following - Empty string: No lock - "Always" : Always Locked - YYYY/MM/DD: Locked before the specified date
15	Description	User Description		－
16	Deletion	User Deletion Status		Input must be one of the following - "TRUE": Deleted - "FALSE": Not Deleted

*1 Please specify either the code or the name. If both are specified, the code takes precedence.
*2 If neither is specified, the same organization as the user belongs to will be used.
*3 If the same code is set for multiple organizations, please leave this field blank.

The field structure is different from V7 and earlier versions, so files exported from V7 and earlier versions cannot be imported as is.

Setting the Cost Unit Price

Costs are calculated from the cost unit price and man-hours.

• To manage costs, set the cost unit price for the user.
• Cost unit prices are retained in history, and even if the cost unit price changes, the cost will be calculated based on the cost unit price at that time.

The planned cost/actual cost calculated for a project is calculated from the cost unit price set here as follows:

• Planned cost: The value at the time of project creation is used as the initial value and is retained for each project.
• Actual cost: The cost for the corresponding date in the cost history is used.

For instructions on how to change the information, please refer to the link: Change Information

You can change multiple users at once.

Select the user, and from "Operations" at the top of the user information list, select "Register Cost Unit Price".

Managing Cost Unit Price History

The cost unit price history can be viewed on the following screen (Figure ① below).

The above figure ① shows the following history:

Period	Unit Price
~2022/9/29	5,000 yen
2022/9/30~2023/10/1	6,000 yen
2023/10/2~	6,500 yen

To manipulate the history, please click below. (Above figure ②)

• Add: Click the "+" button.
  
• Change: Select the target cost unit price and click the "Edit" button.
  
• Delete: Select the target cost unit price and click the "-" button.
  

The "Add Cost Unit Price History" dialog box will appear. Please enter the "Start Date" and "Cost Unit Price".

You cannot specify a future date for the "Start Date".

Changing the history will also change past performance costs.

Setting up an organization

Change the organization to which a user belongs when there are organizational changes.
Organizations retain history, and even when organizational changes occur, calculations are based on the organization at that time.

Please refer to the link for the change procedure: Change Information

You can change multiple users at once.

Select the user, and then select "Change Organization" from "Actions" at the top of the user information list.

Managing organizational history

Organization history can be viewed on the following screen (Figure ① below).

Figure ① above shows the following history.

Period	Organization
~2022/2/17	Development Department 1
2022/2/18~2023/10/30	Development Department 2
2023/10/31~	Development Department 1

To manipulate the history, please click below. (Figure ② above)

• Add: Click the "+" button.
  
• Change: Select the target organization and click the "Edit" button.
• Delete: Select the target organization and click the "-" button.
  

The "Add Organization History" dialog box will appear. Please enter the "Start Date" and "Organization".

You cannot specify a future date for the "Start Date".

Changing the history will also change past analysis results.

Setting Access Permissions

Set user access permissions in TimeTracker RX.
The following are some of its uses:

• Restricting users who can edit plans.
• Restricting access to plans from other organizations.

User permissions are a combination of the following two settings:

• System Role: Sets available functions
• Authority Organization: Sets the scope of data access

Setting System Roles

Procedure

1. Select the target users. (Multiple selections are possible)

2. Click "Actions" at the top of the user information list.

3. Select "Change System Role".

4. Enter the system role in the "Select System Role" dialog.

   

5. Click the "OK" button.

Defining Authority Organizations

TimeTracker RX NEW!!!

When you set "XXX below the affiliated organization" (XX: user, project, etc.) in "System Role Access Range", permissions are granted to the organization to which the user belongs and below.
However, you cannot grant permissions to an organization higher than the organization to which the user belongs (Development Department 1), such as in the following example:

Development Department         ← Scope to which permissions are to be granted
  ∟ Development Department 1   ← Organization to which the user belongs
  ∟ Development Department 2
...

In that case, specify the organization to which you want the permission range to apply, as follows:

• Affiliated Organization: Development Department 1
• Authority Organization: Development Department

With the above settings, the user can remain affiliated with Development Department 1 while having permissions to the entire Development Department and below.

If the Authority Organization is empty, the affiliated organization is applied as the Authority Organization.

Important Notes

• When applying this setting, please set the access range to "XXX below the affiliated organization" in the system role permission settings.
  This setting will not apply if you have set it to "Myself," "Members' Projects," etc.

• By default, the "Authorized Organization" column is not displayed in the user list.
  Please display it from the header of the user list using the operation shown in the figure below.

  

Locking Actual Data Input

You can disable actual data input for each user.
If you want to finalize actual man-hours during the monthly closing process, you can also prohibit actual data input by specifying a date.

Operation Procedure

1. Select the target user. Multiple selections are possible.

2. Click "Operations" at the top of the user information list.

3. Select "Lock Actual Data Input."

4. Specify whether to lock or unlock in the "Lock Actual Data Input" dialog.
   To lock actual work hours before a specified date, enter the date.
   

   
   • Lock actual work hours before a specified date
     Set this by specifying a date when finalizing the actual work hours for the previous month during the closing process.
     
   • Always lock actual work hours
     
     • Set this to prevent accidental updates when the system is temporarily unavailable due to a long business trip, etc.
       
     • When returning and resuming actual work hours entry, unlock it by specifying "Unlock actual work hours entry".
       

5. Click the "OK" button.

Change Password

You can change the user's password.
Use this if a user forgets their password and cannot log in.

Operating Procedure

1. Select the target user. Multiple selections are possible.

2. Click "Operation" at the top of the user information list.

3. Select "Change Password".

4. Enter your new password in the "Change Password" dialog box.

Leaving the password field blank is optional.

5. Click the "OK" button.