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Users, User Groups and Permissions


GoTour gives you the ability to set your own users and assign them to specified user groups. This is very helpful when it comes to organization. You can also set permissions to different user groups. This allows you to control what different groups are able to do in the system. The GoTour systems works in a hierarchy. Users belong to user groups and permissions are set to user groups. This keeps the systems organized and easy to manage.

1. Users

This collection contains the individuals that are authorized to access this application. Each user has a logon id, password, email address, home phone, pager phone and role associated with them. The role field gives you a choice of administrator, friend or user.

Add User Screen

Figure 1. Add User Screen

As you can see this is the screen you would use to set up a new user. Once you are finished filling in the field, click the button.

If you would like to see a listing of all users already stored, use the filter options under the menu to view a complete listing.

2. User Groups

2.1. Adding a User Group

This collection refers to different levels of access to the system. The elements involved are the name of the group, a description, and options to set administrative access or developer access. If you would like to add a new user group, click the button under the 'Add a member' option. Now you will see the following.

Add User Group Screen

Figure 2. Add User Group Screen

As you can see, this is the screen you need to complete. Once you have done that, click the button.

If you would like to view a listing of already added user groups, simply click the button under the filter option at the Filter/Add screen. Then you will see a listing of all known user groups.

User Group Listing

Figure 3. User Group Listing

2.2. Administrative User Group

This group has the most access to the system. An administrator can view everything in the database. They have access to all parts of the system menu and can change users, permissions, user groups, etc. They are able to schedule tours, modify or remove them. An administrator is able to do any of the features discussed in this manual.

2.3. Developer User Group

This group has as much access as an administrator but is also granted extra privileges.

2.4. Tour Builder User Group

This group is under the Administrator group in the hierarchy. They have access to all of the options under the menu as well as all the options under the menu. They are able to add or modify tours along with tour customers. They can book reservations and change or cancel reservations. They can add tour attributes such as hotels, restaurants, attractions, options, and pickups to the data base as well as to different tours. They also have access to the receipt portion of the main menu. They are able to post receipts for different customers as well. Tour builders have access to all the reports available in the tours area as well as receipts. They can also view and add different types of customers, tours and vehicles. This allows them to be involved in all aspects of building and managing tours. Tour builders are not allowed access to any of the system areas of the GoTour application. For example, they cannot add or change users, user groups or permissions.

A user in this group is able to view the following reports.

  • DailyReceipts

  • ReceiptsByReceiptType

  • RefundsForDateRange

  • ChargesPaidForDateRange

  • TourBoardingList

  • TourBoardingList

  • TourDepartDateLiability

  • TourDepartDateRevenue

  • TourDepartDateRevenueByType

  • TourPassengerData

  • TourReturnDateLiability

  • TourReturnDateRevenue

  • TourReturnDateRevenueByType

  • TourSummary

  • RefundCheckRequest

  • TourHotelRoomingList

  • TourPassengerData

  • TourVehicleRoomingList

  • TourPartySummary

  • TourCustomerSummary

2.5. Finance User Group

The finance group is in between a tour builder and a receivables group member. A user in the finance group is able to access every report in the system. They can view all the tours, receipts, refunds, tour parties and tour customers. They are not allowed to add anything however. They are able to make reservations and posts receipts to customers. They do not have access to any of the type menu options. they are also able to update any of the information contained under the avabail options.

A user in this group has access to all reports, just like the tour builder group.

  • DailyReceipts

  • ReceiptsByReceiptType

  • RefundsForDateRange

  • ChargesPaidForDateRange

  • TourBoardingList

  • TourBoardingList

  • TourDepartDateLiability

  • TourDepartDateRevenue

  • TourDepartDateRevenueByType

  • TourPassengerData

  • TourReturnDateLiability

  • TourReturnDateRevenue

  • TourReturnDateRevenueByType

  • TourSummary

  • RefundCheckRequest

  • TourHotelRoomingList

  • TourPassengerData

  • TourVehicleRoomingList

  • TourPartySummary

  • TourCustomerSummary

2.6. Receivables User Group

This group has considerable less access to the system than the administrator or the tour builder group. A user in the receivables group has access to the following items under the main menu: tours, customers, receipts, tour parties and tour customers. They are also able to access the customer area under the types menu. The receivables group has access to all parts of a tour except for the ability to add them to the database. They can view, modify, make reservations, as well as print all associated report included the top most level located on the tours menu screen. This group can do all the tasks described in the help manual except create a new tour. They are also able to view, update and create new customers. A user here can work with credits on accounts as well. This group has permissions to all the financial areas, included the receipts section and all financial reports. This makes sense, since they are dealing with the financial aspects of the tours. Users in this group have the ability to update and add new tour parties and tour customers.

A user in this group has access to the following reports.

  • DailyReceipts

  • ReceiptsByReceiptType

  • RefundsForDateRange

  • ChargesPaidForDateRange

  • TourBoardingList

  • TourBoardingList

  • TourPassengerData

  • TourSummary

  • RefundCheckRequest

  • TourHotelRoomingList

  • TourPassengerData

  • TourVehicleRoomingList

  • TourPartySummary

  • TourCustomerSummary

2.7. Reservation User Group

This group is granted a less access than the receivables group. They are able to see only the following items under the main menu: Tours, Customers, Tour Parties, and Tour Customers. This is, however, is all they have access to. They cannot see the outer level tour reports either. They are able to view existing tours and make reservations. They can't add a new tour to the database though. Users in the reservation group can modify existing tours though and add different attributes. They are able to add new customers to the database as well. Users here can access the lower level reports to help them make and manage reservations. The are not able to add companions to reservations, post receipts and print customer and tour summaries.

A user in this group is able to access the following reports

  • RefundCheckRequest

  • TourHotelRoomingList

  • TourPassengerData

  • TourVehicleRoomingList

  • TourPartySummary

  • TourCustomerSummary

2.8. Salesperson User Group

This group doesn't have access to much of the GoTour system. They are able to see a listing of the tours that are present in the database. They are able to view them individually as well. Users here are given the permission to print party summary reports and customer summary reports. They cannot access any receipts or any receipts reports. They are also not allowed to add tours or customers to the database. They are able to view a listing of reservations and customer associated with each tour however.

A user in the salesperson user group as access to the following reports.

  • TourPartySummary

  • TourCustomerSummary

Because a salesperson has such limited access, they are not allowed to view many of the reports involved.

2.9. Adding a User to a User Group

In the GoTour system, users are grouped into user groups. This way you can assign permissions to user groups as apposed to each individual user. This will make it much easier to organize who is able to do what. So in order to begin organizing your users into user groups, first make sure you are under the System menu, then click the button. Now you are going to want to search for your user. So click the button under the filter options. Find the user you want and click the button to the left of the name. Now you will see the following screen.

Adding a User to a Group

Figure 4. Adding a User to a Group

In order to add to a group, click the button. Now you will see the following screen where you can choose your group

Adding a User to a Group, cont

Figure 5. Adding a User to a Group, cont

As you can see, there is a drop down menu where you can choose the group. Highlight the one you would like to add your user to and then click the button. Now your user is added to that group. You can also add a user to more than one group if you would like. Though in most cases that is not necessary and leads to giving users permissions that they do not need.

3. Permissions

Setting permissions is a very integral part of the GoTour system. This allows you to determine what different user groups have access too. In order to view a listing of all permissions in the database, make sure you are under the menu, then click the button. Now you will be at the filter/add screen. Now click the button under the filter option. Now you will see the following screen.

Permissions Listing

Figure 6. Permissions Listing

As you can see, this is just a short example of the listing. The first column corresponds to the object name. This refers to where in the system the permission is. For example the object name 'Attractions' would refer to the area concerning tour attractions. The property column refers to what the permission does. For example, the 'AddMember' permission allows the 'Add a member' option to be present on the Filter\Add screen. The properties 'RemoveMember', 'SelectMember', and 'ReplaceMember' all refer to the menus that appear in listings. These permissions allow you to select, update (replace), or remove an entry in the database. You'll notice some permissions deal with reports that can be accessed in the system. The one you can see in this example listing is the finance report. This corresponded to reports in the receipts area.

3.1. Adding Permissions

GoTour lets you add your own permissions if you would like. Then you will be able to set these to user groups. In order to create a new permission, first make sure you are under the menu. Then click the under the 'Add a member' option'. Now you will see the following screen where you can add your new permission

Permissions Add Screen

Figure 7. Permissions Add Screen

As you can see you have to fill in the object name and the property. The object name refers to where the permission is. For example, things dealing with the menu would have an object name of Tours. The property name refers to the name of the permission. For example, 'AddMember' would be the permission used to add a new member from the filter\add screen. Next you'll notice that you can set the read, write and execution filter. Usually those will be set to 'all'. The delete filter is usually set to none. Once you have filled everything in, click the button. Now you're permission is added and you will now be able to assign it to different user groups.

3.2. Setting Permissions to User Groups

With the GoTour system, permissions are assigned to user groups. As mentioned before this allows for easy organization. You do not need to waste time setting permissions to individual users. Since you already know how to assign users to user groups, all users in the same user group will have the same permissions.

In order to add permissions, first make sure you are in the then click the button. Next, click the button under the filter option. Now you will see a listing of your user groups. Below is an example.

User Group Listing

Figure 8. User Group Listing

Now, click the button to the left of the user group you want. Now you will see the following screen.

Adding Permissions

Figure 9. Adding Permissions

As you can see, this example is for the salesperson usergroup. Shown is a listing of all permissions already allotted to this group. In order to add a new permission, click the button. This will take you to the following screen.

Adding Permissions, cont

Figure 10. Adding Permissions, cont

All the stored permissions are listed in the drop down menu. Just highlight the one you want and click the button. Now your permission has been added to that user group. All users associated with that user groups will be able to benefit from that permission now. If you would like to add another permission, you have to repeat the entire process again. Simply highlighting another permission will not work. You will have to go back through the user group menu and select the user group you want and follow the directions again.

4. Filters

Filters are very useful in the GoTour system. They allow you to search the database quickly and are associated with every aspect of the application.

4.1. Viewing Stored Filters

You can see a listing of already available filters. In order to do this, first click the button and then the button. Now you will be at the filter/add screen. Since you want to view a listing, click the button under the filter option. This will take you to a screen where you can see all available filters in the system at that moment.

Filters Listing

Figure 11. Filters Listing

As you can see this is a short example listing of different filters. The first column is the object name column. This tells you were the filter is associated. For example the first filter has an object name of all. This is because this filter is associated with all aspects of the GoTour system. The second filter in this example has an object name of attractions. Therefore this filter is used in the attractions container. The next column is the description of what the filter does. This is what shows up in the filter menu. Some of the descriptions should look very familiar, such as the 'Select all active members'. The next column is the SQL statement used to tell the system what the filter is searching for. Much of the naming convention is easily understood from viewing it. The IsDefault column tells you if the filter is the one automatically shown or if you have to use the drop down menu to find it. The type refers to what kind of filter it is used for. Examples are for a report or just to produce a listing.

4.2. Adding a New Filter

You can also add a new filter if you would like. In order to do so, you will need to go to the menu. Once there click the button. Now you will see the add screen.

Adding a Filter

Figure 12. Adding a Filter

As you can see you have to enter an object name. As stated before this corresponds to where the filter will be applied. For example, attractions or tours. Next you have to fill out a description. This is what will appear in any filter listings, so make sure you use a naming convention that makes sense and conveys what the filter does. Then you have to define a SQL statement. This is a bit trickier. The easiest way is probably to compare other statements in other already defined filters and determine what you would like to use. For Example, let's look at the statement 'WHERE_ACTIVE_AND_NAME_OR_PHONENUMBER_CONTAINS_P1_ORDER_BY_UNIQUEID'. This is from the customers container. It searches the database for active names or phone numbers that match the search criteria (P1) then lists the results in order by ID. If you look at the other examples shown, you'll notice the naming convention follows a similar pattern. Next you need to decide if this is a default filter or not. Most likely you should choose no, the default filter is the one that is automatically used on the filter/add screen unless you choose another from the menu. Next you can pick the type. As mentioned before, two type examples are view and report. The report type is clearly used for making reports. Most of the filters are of type view, which means you will see a listing on the screen. Then you have to pick the maximum rows for you listing. As you'll notice in the example listing, this ranges anywhere from 0 to 500. Once you have filled out everything, click the button to add your new filter. Now you can use your new filter an associate it to other areas, such as reports.

5. Reports

5.1. Viewing Avaible Reports

An admisitrator has the ability to view and work with the report in the GoTour system. To see a listing of all the current report, make sure you are under the menu, then click the button. Since you want to see a listing, click the button next. Now you will see the following screen.

Reports Listing

Figure 13. Reports Listing

As you can see there is a lot of information stored about each report. The first column is the name. This is what you would see for the report listing in the application. The next column is the type. The refers to what kind of report it is. for example, a type of receivables would suggest that this is a report associated with the receivables user group. Therefore, this report contains information concerning money. The next column contains the destinations of the filter. All of the reports shown have a destination of 'screen'. This means the report will first show up on the screen before you are able to print it. The next column is the filter that is used to construct the report. Next is the object name. This is the same as the object names discussed in other sections. This refers to where the report is located, whether its a report under the receipts container or tours. The next column is the default option. Again this determines what report is highlighted automatically for you to choose. The next columns are used to format the report.

5.2. Adding a New Report

If you would like you can add a new report to the system. In order to do so, first make sure you are in the menu. Then click the button under the 'Add a member' option. Now you will see the following screen.

Adding a Report

Figure 14. Adding a Report

You'll notice that you have a decent amount of information to fill out. First you need to fill in the report name. Make sure the name you choose conveys the meaning of what the report is. Usually the name will match the filter name that the report uses. Next you can choose the filter you would like to use.All of the stored filters are listed in the drop down menu. The object name tells you what container the report is located in. For example, the tour party summary reports have an object name of 'Tours'. You can choose if this report is the default or not. All the points and pixel categories are used to format the look of your report. You can set the type of your report as well. This lets you choose what kind of report it is. For example, a report concerning tour reservations would most likely go into the reservations type. The destination option lets you set where you would like the report to appear. Once you have filled everything in, click the button.

5.2.1. Setting Permissions for a New Report

Now that you have made a new report, you will need to set a permission for it. If you do not, you will not be able to use the report in the system. In order to do so, you will need to go to the menu. From there, click the button under the 'Add a member' option. Now you will see the screen to add a new permission. Fill in the object name and property for your report. The object name must match the object name you used when defining your report and the property must match the report name. Set the filters to what you would like and click the button. Now you have a permission for your report. If you would like a user group other than the administrative or developer to use this permission, you must add it to that user group.

6. Importing/Exporting a file

Table of Contents

6.1. Import
6.2. Export

6.1. Import

In addition to adding a member through the ‘Add a member’ option, you can also add though importing. I’m sure you noticed the ‘Import members’ option under the ‘Add a member’ option. This allows you to add aspects using a file name and path. For example, if you had a document that you wanted to include, you could click the 'Go' button under the ‘Import members’ option and you would then see this screen:

Import Screen

Figure 15. Import Screen

Here you are able to specify the file path and the name of the file you would like to add. Once you have filled in the fields, click the button.

6.2. Export

The export option works in the same manner as the import function. Clicking the 'Go' button will bring you to this screen:

Export Screen

Figure 16. Export Screen

Add in your file path and file name then hit the button.