Users - Records

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Related sub-modules

Users - Record types, Users - Record fields, Users - Products, Users - Actions (Sub-module not found in Cyclos), Users - Users.

Description

In Cyclos there are four general ways to store additional information on users.

  • First addition fields can be created that show on the users profile page, this can be done using user custom fields.
  • Second and third address and phone information can be stored.
  • Fourth user records can be created.

A user record can contain multiple fields. Also a user record can be filled in multiple times, each time a user record is filled in again a new user record of that type is created (this can be very handy for example call centers, when a user calls they have to complete a number of fields like, reason for calling, date, question of user, status "open/resolved", etc.).

Business rules

After a user record type has been created, and some fields defined for the record type, permissions must be added in order to operate with the user records:

Owner permissions

Add permissions to the users who will own the records, owners can be admins, brokers or members. This permissions can be defined in every product, in General > Records. This table of permissions defines:

  • Which records are enabled, visible, editable, removable or can be created (create) by the owner.
  • Which record fields are visible, editable, or editable at creation (create) for the owner.

Important

  • Note that a record will be visible to the owner if at least one of the fields is visible, same for edit and create permissions.
  • A record type will only be shown in the permissions table if it has at least one field.

User manager permissions

Permissions can be added to managers (of the user who will own the records), so permissions for admins and brokers can be defined in the Admin group (Permissions tab) or the Broker product. The table of permissions can be found in User Data > User Records. They define:

  • Which user records can be viewed, edited, removed or created by the user manager.
  • which record fields can be viewed, edited or edited at creation (create) by the user manager.

Important:

  • A record needs to be enabled for the owner in order to be viewed (created, edited or removed) by a user manager.
  • Note that a record will be visible to the user manager if at least one of the fields is visible to the user manager, same for edit and create permissions.
    • A record type will only be shown in the permissions table if it has at least one field.


Access

  • User records can be entered trough User actions.
  • For each user record type there can be a menu item for administrators and brokers:
    • Only if they have the permission to view this user record.
    • Only if for this user record type "Show in menu" is selected, see User record types.
    • See Menu structure for the location of the menu items.
    • The name of the link is the "display name" of the user record type, linking to the User record search page.
  • For each user record type there can also be a menu item for the member himself:
    • Only if the user record type is enabled and the member is allowed to view my user records of this type.
    • See Menu structure for the location of the menu items.
    • The name of the link is the "display name" of the user record type, linking to the User's tiled user record page or the User's list of user record page, depending on "Display style" of the user record type.

Notifications

  • N/a.

Page: User record search

Security

Roles:

  • Admin.
  • Broker.

View permission:

  • The search will only query for visible record fields.

Comments:

  • This page searches all user records of a certain type for all managed users. The type is selected by clicking on the user record type name in the menu.

Page sections

Search page (filters)

Fields Type Rules
Keywords TextField Text to be used in the full text search.
User UserSelectionField It filters the related user.
Creation period Period (wrapped) Here you can define in which period the user record item was created.
User record types custom fields - All the fields are shown of user record type custom fields added to the user record type, that have been marked as "Show in Search".
Search Action button Executes the search according to the filters specified above.
  • Only user records of users are shown which the broker or admin is allowed to manage.
  • Only user records of one type are shown. See comment above.


Search result (list)

Fields Type Rules
Date Text (read only) The date the user record was created, if changed when modified.
User Member hover The name of the user the user record is created for.
User record types custom fields - All the columns are shown of user record type custom fields added to the user record type, that have been marked as "Show in List".
"Row" "Row" Clicking the row opens the details page for the user record.
Delete Icon Allows the admin or broker to delete the user record.
  • Only visible when the admin or broker has the corresponding permission


Page: User records - Tiled

Security

Roles:

  • Admin.
  • Broker.
  • Member.

View permission:

  • The logged user will only view records (and record fields) he is allowed to based in his products.

Other permissions:

  • Permissions to edit and create are also controlled through the products.

Comments:

  • This page searches all user records of a certain type for a specific user. This page is accessed trough the the user action page (determining the user) by clicking on the name of the user record type (determining the type).

Page sections

Details page

Fields Type Rules
User record types custom fields - All user record type custom fields added to the user record type are shown here and can be filled in.
Add Action button Creates a new user record with the data inserted above.


Search result (list *)

* Every user record of a certain type and user are displayed in this list.

Fields Type Rules
Created by Member hover + Text (read only) The name of the admin or broker that created the user record followed by the date and time. E.g. "Administrator (23/05/2011 11:04:22)".
Last modified by Member hover + Text (read only) The name of the admin or broker that made the last modification to the user record followed by the date and time. E.g. "Administrator (23/05/2011 11:04:22)".
  • Only visible when the user record has been modified.
User record types custom fields - Displays all data from the filled in user records.


Page: User record - List

Security

Roles:

  • Admin.
  • Broker.
  • Member.

View permission:

  • The logged user will only view records (and record fields) he is allowed to based on his products.

Other permissions:

  • Permissions to edit and create are also controlled through the products.

Comments:

  • This page searches all user records of a certain type for a specif user. This page is accessed trough the the user action page (determining the user) by clicking on the name of the user record type (determining the type).
  • The name of the tab is: "Search user record: <User record name> of <username>".

Page sections

Search page (filters)

Fields Type Rules
Keywords TextField Text to be used in the full text search.
User UserSelectionField It filters the related user.
Created by UserSelectionField It filters by the user who created the record


Creation period Period Here you can define in which period the user record item was created.
User record types custom fields - All the fields are shown of user record type custom fields added to the user record type, that have been marked as "Show in Search".
Add Action button Lets you add new user record for the user.
  • Only visible when the admin or broker has the permission to:
    • Manage the user.
    • Manage user records of that user record type.
Search Action button Searches the user records (of the user and of the user record type) according to the filters.


Search result (list)

Fields Type Rules
Date Text (read only) The date the user record was created, if changed when modified.
User Member hover The name of the user the user record is created for.
User record types custom fields - All the columns are shown of user record type custom fields added to the user record type, that have been marked as "Show in List".
"Row" "Row" Clicking the row opens the details page for the user record.
Delete Icon Allows the admin or broker to delete the user record.
  • Only visible when the admin or broker has the permission to:
    • Manage the user.
    • Manage user records of that user record type.


Page: User record - Single form

Security

Roles:

  • Admin.
  • Broker.
  • Member.

View permission:

  • The logged user will only view records (and record fields) he is allowed to based on his products.

Other permissions:

  • Permissions to edit and create are also controlled through the products.

Comments:

  • The single form is not a list but just a single record that can be modified. Therefore selecting the recordtype (in the user profile or general search) will go directly to the record details page (see next item).


Page: User record details

Security

Roles:

  • Admin.
  • Broker.
  • Member.

View permission:

  • The logged user will only view records (and record fields) he is allowed to based on his products.

Other permissions:

  • Permissions to edit and create are also controlled through the products.

Page sections

Details page

Fields Type Rules
Created by Member hover The name of the admin or broker who created the user record.
Created at Text (read only) The date and time the user record was created.
Last modified by Member hover The name of the admin or broker who made the last modification to the user record.
  • Only visible when the user record has been modified.
Last modified at Text (read only) The date and time the user record was modified (the last time).
  • Only visible when the user record has been modified.
User record types custom fields - All user record type custom fields added to the user record type are shown here.
  • When the user record type is flagged as non editable the user record can never be changed by anybody after creation.
  • When the user record type is editable (not flagged as non editable) the admin or broker must have the manage permission over the user and over the user record type.