Dealing with large numbers of users in Asta Vision

Filtering users that appear in Assign User popups

You use Assign User popups to assign users to projects when you create or edit them. If you have a large number of Asta Vision users, you can use a user-defined field to filter the users that appear in these popups. For example, if you have different teams of people to work on projects in 'North', 'East', 'South' and 'West' regions, you could set up a user-defined field called 'Region', populate this with the different regions in which you work, and use this field to assign the appropriate region to each user. You could then use the 'Region' field to filter the users that appear in the Assign User popups, reducing the number of users that you have to select from.

To configure Asta Vision to enable you to filter the users that appear in Assign User popups:

Create a standard user-defined enumeration that contains a list of values that should appear in the user-defined field that you will use to filter users. For example, you could create a user-defined enumeration called 'Region', containing a list of the regions in which you work, or an enumeration called 'Sector', containing a list of the sectors in which you work.

You can use an existing user-defined enumeration rather than creating a new one, if a suitable one already exists, provided that it is not hierarchical or categorised.
Create a user-level, enumeration-type, user-defined field, selecting the user-defined enumeration you have just created in the Enum definition field on the Add User Defined Field page. For example, you could create a user-defined field called 'Region', which refers to the 'Region' user-defined enumeration, or a user-defined field called 'Sector', which refers to the 'Sector' enumeration. Giving the user-defined field the same name as the user-defined enumeration makes it easier to relate the two together.

You can use an existing user-defined field rather than creating a new one, if a suitable one already exists.
Edit each user record in turn. The user-defined field you have created appears on the Edit User page. For each user, make an appropriate selection in the user-defined field. For example, if your user-defined field is called 'Region', select the region in which each user works in this field; if the field is called 'Sector', select the sector in which they work.

Remember to make an appropriate selection in this field each time you create a new user.
On the Site Settings page, select the user-defined field you have created in the User Selection Dialogs UDF field.

The specified user-defined field now appears on the Assign User popups that you use to assign users to projects. If you make a selection in this field, only those users whose user-defined field entry matches your selection appear in the User name field in the popup. For example, if your user-defined field is called 'Region' and you select 'West' in that field in the Assign User popup, only those users that work in the 'West' region appear in the User name field.

Filtering users that appear in user-defined field Select User popups

You use Select User popups to select users in user-type user-defined fields. If you have a large number of Asta Vision users, you can use a user-defined field to filter the users that appear in these popups. For example, if you have different teams of people who work in different business partner companies, you could set up a user-defined field called 'Company', populate this with the different companies with which you work, and use this field to assign the appropriate company to each user. You could then use the 'Company' field to filter the users that appear in the Select User popups that appear when you select users in user-type user-defined fields, reducing the number of users that you have to select from.

To configure Asta Vision to enable you to filter the users that appear in user-defined field Select User popups:

Create a standard user-defined enumeration that contains a list of values that should appear in the user-defined field that you will use to filter users. For example, you could create a user-defined enumeration called 'Company', containing a list of the different companies with which you work.

You can use an existing user-defined enumeration rather than creating a new one, if a suitable one already exists, provided that it is not hierarchical or categorised.
Create a user-level, enumeration-type, user-defined field, selecting the user-defined enumeration you have just created in the Enum definition field on the Add User Defined Field page. For example, you could create a user-defined field called 'Company', which refers to the 'Company' user-defined enumeration. Giving the user-defined field the same name as the user-defined enumeration makes it easier to relate the two together.

You can use an existing user-defined field rather than creating a new one, if a suitable one already exists.
Edit each user record in turn. The user-defined field you have created appears on the Edit User page. For each user, make an appropriate selection in the user-defined field. For example, if your user-defined field is called 'Company', select the company in which each user works in this field.

Remember to make an appropriate selection in this field each time you create a new user.
Edit the user-type user-defined fields to which you want the filtering to apply - it can apply to any standard, non-hierarchical, user-type, user-defined field - and on the Edit User Defined Field page, select the user-defined field you have created in the User Selection Dialogs UDF field.

The specified user-defined field now appears on the Select User popups that you use to select users in user-type user-defined fields. If you make a selection in this field, only those users whose user-defined field entry matches your selection appear in the User name field in the popup. For example, if your user-defined field is called 'Company' and you select 'Atlantic PLC' in that field in the Select User popup, only those users that work in the 'Atlantic PLC' company appear in the User name field.

Restricting the users that can be selected in user-defined fields to those with specific roles

You use Select User popups to select users in user-type user-defined fields. If you have a large number of Asta Vision users, you restrict the users that can be selected in a user-type user-defined field to those with specific roles. For example, if you have a user role called 'Business Partner', which you apply to users who work for your various partner businesses, you may want to restrict the users that can be selected in a 'Business Partner Contact' user-defined field to users that have been assigned the 'Business Partner' user role.

To restrict the users that can be selected in a user-defined field to those with specific roles:

Ensure that you have assigned appropriate user roles to each of your users.
Edit the user-type user-defined fields to which you want the filtering to apply - it can apply to any user-type user-defined field - and on the Edit User Defined Field page, specify the user roles to which the selection of users in this field should be restricted in the User role restrictions field. You can specify more than one user role.

The User role field on the Select User popups that you use to select users in the user-defined field now allows you to select only those roles that you have specified against the user-defined field. For example, if you have three user roles - 'A', 'B' and 'C' - and roles 'A' and 'B' have been specified in the User role restrictions field for a user-defined field, only roles 'A' and 'B' will appear in the User role field.

If you do not specify any roles in the User role restrictions field for a user-defined field, all roles will be selectable in the User role field; if you specify only one role in the User role restrictions field, the User role field will not appear at all on the Select User popup.

Filtering and sorting users on the Users page using user-defined fields

You can specify that one or more user-level, enumeration-type, user-defined fields should be displayed as columns on the Users page, then filter and sort the list of users according to what has been entered into the user-defined field for each user. This can make it easier to find the user you want if you have a large number of Asta Vision users. For example, if you have different teams of people who work in different business partner companies, you could set up a user-defined field called 'Company', populate this with the different companies with which you work, and use this field to assign the appropriate company to each user. You could then configure the 'Company' field to appear as a column on the Users page, and use this field to filter and sort users on that page, making it easier to find the users that work in a particular company.

To specify that a user-defined field should be displayed as a column on the Users page:

Create a standard user-defined enumeration that contains a list of values that should appear in the user-defined field that you will use to filter and sort users. For example, you could create a user-defined enumeration called 'Company', containing a list of the different companies with which you work.

You can use an existing user-defined enumeration rather than creating a new one, if a suitable one already exists, provided that it is not hierarchical or categorised.
Create a user-level, enumeration-type, user-defined field, selecting the user-defined enumeration you have just created in the Enum definition field on the Add User Defined Field page. For example, you could create a user-defined field called 'Company', which refers to the 'Company' user-defined enumeration. Giving the user-defined field the same name as the user-defined enumeration makes it easier to relate the two together. When editing details of the user-define field, select the Display in grid check box.

You can use an existing user-defined field rather than creating a new one, if a suitable one already exists.
Edit each user record in turn. The user-defined field you have created appears on the Edit User page. For each user, make an appropriate selection in the user-defined field. For example, if your user-defined field is called 'Company', select the company in which each user works in this field.

Remember to make an appropriate selection in this field each time you create a new user.

The user-defined field now appears as a column on the Users page, and you can use it to filter and sort the users in the list.