Throughout the RTA system, password prompts come up when attempts are made to access options that have a big impact on the RTA system such as setting or changing system parameters, deleting records, and adjusting vehicle costs. The use of these passwords is automatic and does not require any special setup. There are three password levels. The passwords have a cascading effectmeaning effect meaning level 1 has the lowest authorization, level 3 the highest. When prompted for a level 1 password, password levels 1, 2, or 3 are accepted. When prompted for a level 2 password, password levels 2 or 3 are accepted. When prompted for a level 3 password, only password level 3 is accepted. The passwords are set up in Main System Parameters (SSM, switches 16-18). For companies that only have a few employees using the RTA system, the use of these three passwords may be all the security that's needed. Refer to "Manager's Page" later in the next section to review the areas in the RTA system that require a password.
Companies with many employees using the RTA system may need to set up extra security measures. The RTA system has a comprehensive security system that restricts users to certain facilities, regions, features, menus, screens, and fields. The System Security feature is ideal if:

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Once System Security is implemented, users will be required to log in with a valid user ID and password before access to the RTA system is granted.
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Users are given three attempts to log in with the correct user name and password. If successful, the RTA main menu is brought up. If the user attempts to access an item or area in which he/she is not allowed, an error message is displayed (shown above).
The Setup:

• Set up all user IDs, passwords, and privileges (SUM).
• Optionally set up user classes (SSY) and assign users to classes.
• Set the "System Security" switch to ON or SYS (SSI, Miscellaneous I tab, switch 9).
• Modify the user named SYSTEM by adding a password or delete the user from the system altogether (SUM). WARNING! DO NOT delete the user SYSTEM if you will not be using the System Security feature; doing so will make the RTA system inaccessible to all users! DO NOT delete the user SYSTEM if you are using the Paperless Shop add-on option and have set up a special login screen for the mechanics.

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Adding a User

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You should take the time to make a list of each user who will be allowed access to the RTA system, as well as the areas in the software they will have access. If you'd rather, you can setup one user record for an entire group. For example, you could add a user named MECH who has rights to access work order and part options but no rights to modify and delete vehicles. All mechanics would then login as MECH. The advantage to this method is that it is less time consuming to setup user records; the disadvantage is that you have less control over each user and they don't have individual default facilities, regions, printers, or access rights defined.
When adding new user records, you have the option of using existing records as a template. This is a great timesaving feature that allows you to add a user, set the privileges, and then use it as a template for adding other users with the same or similar privileges. When using a template, the new user is set up with the same rights as the template user. When creating record from scratch, the new user is set up with rights to everything as a default.
To add a user record, do the following:

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• User Name: (Text field) Enter up to ten characters for the user name. This could be a person's initials, name, first name-last initial combination, last name-first initial combination, network login ID, workstation number, or it could be a group name (MECH, PARTS, DATA ENTRY, FUEL). A valid user ID (and password) is required at the login screen before access to the RTA system is granted. The user name is also used to indicate who created work orders and purchase orders.
• Password: Enter up to six twelve characters for the user's password or leave this field blank if a password is not required. A valid password (and user ID) is required at the login screen before access to the RTA system is granted.
• Force New Password: Checking this box will require the user to change their password the next time they access the software.
• Facility: Enter this user's home facility or press F1 to select a facility from the lookup list. The specified facility is used as a default when the user accesses and processes data.
• Cross Facilities: Select this checkbox to allow this user to access data in other facilities; deselect to only allow access to data in the specified facility.

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1. Enter in the appropriate email address, SMTP mail server hostname, server port, and whether authentication is required to send outbound emails from the server.
2. Enter in the user's user name and password for their email account.
3. If you do not know the settings to enter, you will need to consult your company's IT department for guidance.

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Globally Setting an Access Right

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Image Removed The Global Switch Change option quickly enables or disables an access right for all RTA userseliminating users-eliminating the need to make the change individually in each user record. To globally set an access right for all users, do the following:

1. Select System > Setup Users > File Maintenance from the RTA main menu (SUM).
2. Enter password level 3.
3. Enter a user name or press F1 to select a user from the lookup list. It doesn't matter which user record is selected since the change is made globally to all users.
4. Select Access Rights > Global Switch Change from the menu or click on the Global Switch Change icon in the toolbar.
5. Enter the access right number to set (located before the access right description).
6. Set to YES to enable access; set to NO to disable access.
7. Choose Apply Settings to complete the process.

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User's Facility Access

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A user is assigned to a default facility, but may also access records and run reports for other facilities. This access is granted by selecting each facility you want made available to the user.

1. Select System > Setup Users > File Maintenance from the RTA main menu (SUM).
2. Enter password level 3.
3. Enter a user name or press F1 to select a user from the lookup list. It doesn't matter which user record is selected since the change is made globally to all users.
4. Select Access Rights > Facility Access from the menu or click on the User Facilities icon in the toolbar.
5. For each facility, specify whether the user will have full access, read only access, or be denied access by clicking the appropriate radio button.
6. Click Exit to complete the process.

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Changing User Password

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A user may easily change their own password.

1. Select System > Setup Users > Change Password from the RTA main menu (SUP).
2. Enter your current user name and password.
3. Enter your new desired password twice.

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User Roles

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User roles may be used to apply inherited security privileges to users instead of configuring rights individually for specific users. Roles also come into play in applying security privileges to employees who access modules such as Paperless Shop. In this case, there is no user login being entered at all, and multiple employees use their employee ID when navigating the module.

Setting up User Security Roles

1. Add User records via the User Setup screen (SUM) that will be used as the "Roles" for other users. These will be named for groups of employees, such as MECHANIC, SUPERVISOR, PARTS CLERK, CLERICAL, DIRECTOR, etc.
2. Add Employee Classes to RTA via the Employee Class tab in System Codes Maintenance by selecting System > Setup System Switches > System Codes (SSY) from the RTA main menu.
3. Assign an employee class to individual employee records by selecting Master > Employee > File Maintenance (MMM) from the RTA main menu. Select from the applicable list of classes to populate the Class field.

Logging in through the Main RTA application

When a user logs in through the User Login screen, they will still enter their specific user login name and password. If this user has been assigned an employee number, the system will load that employee and see if the employee has been assigned to a class. If the employee has a class, the system will use that class name to load another user record (the role) and the access rights from this user role will override the initial user's individual access rights.
Example: A User Record called "MECHANIC" is created as the security role for all mechanics in System > Setup Users > File Maintenance (SUM). A User Record called "JOE" is assigned an employee number of "201" in System > Setup Users > File Maintenance (SUM). An Employee Record numbered "201" is assigned an employee class of "MECHANIC" in Master > Employee > File Maintenance (MMM).When JOE logs into RTA, his access-rights will be loaded from the user role "MECHANIC".

Logging in through Paperless Shop

When a mechanic logs in through the Paperless Shop Login screen, they will enter their employee number. If this employee has been assigned an employee class, the system will use that class name to load the user record. All security privileges and dashboard attached to this user will be used within Paperless Shop. If the employee class does not exist or is not specified, then privilieges from the user "SYSTEM" will be used.
Example: A User Record "MECHANIC" is the security role for all mechanics as defined in System > Setup Users > File Maintenance (SUM).A User Record "JOE" is assigned an employee number of "201" in System > Setup Users > File Maintenance (SUM). Employee number "201" is assigned an employee class of "MECHANIC" in Master > Employee > File Maintenance (MMM). When employee 201 logs into Paperless Shop, the security rights from user role MECHANIC will be applied.

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Adding a Quick Launch Button

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The quick launch menu allows users to quickly access and run RTA and non-RTA programs with a single click of a button. For example, a user who is responsible for part purchases can set up quick-launch buttons to bring up requisitions and purchase orders. This way, instead of having to click on Parts > Purchase Orders > Edit Requisitions and Parts > Purchase Orders > Create/Receive PO throughout the day, the user can simply click on the Edit Requisitions and the Purchase Orders buttonstwo buttons-two clicks instead of six!
Examples:

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Two types of buttons can be set up: quick-launch and auto-run. Quick launch buttons are displayed on the RTA main menu, allowing users to access their most frequently used options with a single click. Auto-run buttons automatically run programs when the user initially logs into the RTA system for the day. A total of 50 buttons can be set up for each RTA user. 40 of the 50 buttons can be set up as quick-launch buttons. All the buttons, including those set up as quick-launch buttons, can also be set up as auto-run buttons. (See "Setting Programs to Auto-Run at RTA Start Up")
Refer to the instructions in the following section for setting up quick-launch and auto-run buttons. The process varies slightly depending on whether the buttons will access standard RTA programs, custom RTA programs, or non-RTA programs. Please note that only the first 14 quick-launch buttons are displayed on the RTA main menu, appearing in the order in which they were assigned.

Setting Up Buttons for Standard RTA Programs

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Setting up quick-launch buttons to access RTA programs is a snap. Basically, all you need to do is select the items from a drop down list and RTA does the rest!
Administrator can set up buttons for a user:

1. Select System > Setup Users > File Maintenance from the RTA main menu (SUM).
2. Enter password level 3.
3. Add a new user or bring up an existing user record.
4. Select Access Rights > Button Menu from the menu or click on the Icons button icon in the toolbar.
5. Click the Add Program button.
6. Press F1 for a list of options and then choose the desired option by double-clicking on it or pressing the ENTER key. No other information is required. You should now see the item listed in the Buttons Assigned section. All buttons assigned are automatically set up as quick-launch buttons. The first 40 quick-launch buttons assigned will appear on the RTA main menu.
7. Repeat step 5 until all desired buttons have been added.
8. Check the "Use Navigator" box if user prefers Navigator as primary method of accessing features in the RTA software.
9. Choose Exit when done to save the newly added items.

Users can set up buttons for themselves:

1. Select System > Setup Users > Quick Launch Button Setup from the RTA main menu (SUQ).
2. Enter the user's personal password. The user's current buttons will be displayed
3. Click the Add Program button.
4. Press F1 for a list of options and then choose the desired option by double-clicking on it or pressing the ENTER key. No other information is required. You should now see the item listed in the Buttons Assigned section. All buttons assigned are automatically set up as quick-launch buttons. The first 40 quick-launch buttons assigned will appear on the RTA main menu.
5. Repeat step 4 until all desired buttons have been added.
6. Check the "Use Navigator" box if user prefers Navigator as primary method of accessing features in the RTA software.
7. Check the "Open Dashboard" box if user prefers their dashboard(s) to be displayed when they start the RTA application.
8. Choose from the drop-down options to "Customize Toolbar". This determines whether both text and graphics are displayed for toolbar buttons (default), or whether only the graphics or text are displayed (this uses a bit less screen space).
9. Choose Exit when done to save the newly added items.

NOTE: To also set the button up as an auto-run button, refer to "Setting Programs to Auto-Run at RTA Start Up."

Setting Up Buttons for Custom RTA Programs and Other Programs

RTA has made it convenient for you to access custom-written RTA programs as well as other applications you may want to use with the RTA system. To set up a button to access these types of programs, do the following:

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NOTE: To also set the button up as an auto-run button, refer to the next section.

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Setting Programs to Auto-Run at RTA Start-Up

It's possible to set up programs to auto-run the first time a user logs into the RTA system for the day. If a user always brings up a certain program in RTA, why not set that program to auto-run so it automatically comes up in RTA? For example, a service writer can set the system up to auto-run a PM due report immediately upon log in OR a manager can auto-run cost reports along with an accounting application. The auto-run feature only occurs once per day, so if a user logs out and then logs back in, the auto-run programs do not execute again unless a date change has taken place. To set up an auto-run button, do the following:

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NOTE: When multiple programs are set to auto-run, the programs will execute one at a time, in the order in which they were assigned.

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Changing a Button Menu

Changes can easily be made if you need to modify the order in which the quick-launch buttons are displayed or the order in which the auto-run programs are executed. You can also modify the message displayed in a help bubble and other button settings as well.

1. Select System > Setup Users > File Maintenance from the RTA main menu (SUM).
2. Enter password level 3.
3. Enter a user ID or press F1 to select a user from the lookup list.
4. Select Access Rights > Button Menu from the menu or click on the Button Menus icon in the toolbar.
5. In the Buttons Assigned section, double-click on the item you wish to change.
6. Make the changes as needed.
7. Choose Save once all the changes have been made.

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Deleting a Button Menu

1. Select System > Setup Users > File Maintenance from the RTA main menu (SUM).
2. Enter password level 3.
3. Enter a user ID or press F1 to select a user from the lookup list.
4. Select Access Rights > Button Menu from the menu or click on the Button Menus icon in the toolbar.
5. In the Buttons Assigned section, double-click on the item you wish to delete.
6. Choose Delete.
7. Choose Yes to confirm the deletion.

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Changing a User

To change a user record, do the following:

1. Select System > Setup Users > File Maintenance from the RTA main menu (SUM).
2. Enter password level 3.
3. Enter a user name or press F1 to select a user from the lookup list.
4. Make the changes as needed.
5. Save the record. Note that if the user is logged in when changes are made, he/she must log out and back in before the changes take affect.

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Deleting a User

To delete a user record, do the following:

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