Who is this article for?

Admins, Module Developers and advanced Users configuring and testing new projects or changes.

Administrative access and area access is required for testing.

Administrators with access to the Preferences screen manage global subscriber display and access settings.

Administrators with access to the Preference screen can Generate Subscriber Views generate a list of all subscriber views. These views, which have an _ in the view name, provide information on platform data as opposed to module data. To generate per module views, use the Module Builder tool.

Global Preferences

Subscriber Settings

• Custom Date Format - Displays the current date format used by the customer area. This format can be changed companywide by submit a ticket.
• Fiscal Year End - Sets the fiscal year end month for their organization. This will impact how search and reporting and Date Aggregations report fiscal quarters and fiscal years.
• Session timeout - The timeout value (in minutes) for a user session. If blank, the default setting is 120 minutes.
• Keep Alive ping - This specifies how often (in minutes) we will send a message to the server to validate user sessions.  If blank the default used is 2 min. If the server fails to receive five keep-alive pings in a row, this is interpreted to mean the browser window has closed, the computer has been turned off, or the network connection has been severed, in which case we will remove any outstanding record locks for that session. The session will not be terminated until it has been idle for the period specified in the Session timeout field.
• OAuth timeout - This specifies the timeout (in minutes) for OAuth tokens, which are only used by the Mobile client to allow for long-running sessions.  The default setting of 525,600 is one year in minutes.
• Company help URL - Enter a company help URL including the scheme http or https protocol (ex: https://www.ideagen.com). This will direct users to a company hosted website when they click the "My Company Help" link under the My Profile menu. If this field is blank the "My Company Help" option will not appear in the profile menu.
• Print Page Size - Set the default print size when generating a .pdf.
• Preferred Language - Enter a string that indicates the locale language that this subscriber uses by default for communications with users. This does not affect on-screen values, which are set by changing the default language in the browser.

Search Settings

Configure a range of additional Search Settings options to enhance your search experience. Include a synopsis within your search results, providing a brief summary or overview for each item found to evaluate the results without needing to open each one individually. Adjust the way results are prioritized and displayed, or enable Business Intelligence (BI) behaviors to search for similar objects, which helps you quickly locate items that share characteristics or attributes with your current selection. This feature is particularly helpful when you are looking to compare related entries or explore alternatives. The settings also allow for edits across multiple grid rows simultaneously, which streamlines the process of updating or modifying several entries at once. This batch editing capability can save considerable time.

Field Settings

Field Displays refer to the visual cues and elements that are presented to users. For example, prompt colors are often used to draw attention to specific fields or to indicate their status, such as highlighting a field to show that it requires immediate attention or input. Another common feature of field displays is the indication of required fields. This is typically achieved by displaying a red asterisk (*) next to the field label, making it immediately clear to users which fields must be filled out before submitting the form. In some cases, the background of the required field may also be highlighted or colored differently to further emphasize its importance. 

Person and Team

The field code serves as a link between the Persons and Teams modules. This connection enables seamless interaction and data sharing between the two modules, ensuring that information related to individuals and their respective teams is accurately maintained and synchronized.

Web Services

Specify how many times the system should try to send an outgoing Web Services request in the event of a failure. This allows the system to automatically attempt to resend the request if it does not succeed on the first try, increasing the likelihood that the Web Services operation will eventually be completed successfully. Additionally, you have the option to set up an alert via email notification. This means that if the Web Services continue to fail after the predefined number of attempts, an email will be sent to notify the designated recipients about the issue. This proactive approach ensures that responsible parties are made aware of persistent failures and can take appropriate action to address the problem promptly.

Data Import

Populate a JSON-formatted template to describe how objects should optionally be created at the end of a Data Import Load. This template should include fields that specify the type of object to be created, any necessary attributes or parameters, and the conditions under which creation should occur. By clearly outlining these details within the template, the process becomes more structured and easily repeatable for future data import operations. Additionally, using a JSON format ensures that the information is both machine-readable and straightforward to modify or extend as requirements evolve. This approach ultimately aids in maintaining consistency and accuracy when managing object creation at the conclusion of a data import load.

User Inactivity Setting

Read-only values which, if configured, specify the period of user inactivity after which accounts will be automatically disabled. Inactivity is defined as the absence of any login activity for the specified number of days. As indicated in the hover help, please submit a ticket to request modifications to these value sets.

Daily Notification Email

Please provide a personalized subject line for the daily notification email that your module will send to you. By default, this subject line is set as "New Ideagen items on your dashboard." However, you have the option to enter a custom subject that better suits your preferences or organizational needs. Customizing the subject line can help you more easily identify these notification emails in your inbox and prioritize them accordingly. If you do not specify a custom value, the default subject will be used automatically.

Footer

Add a custom footer that will be included in the messages sent by your module. By entering a custom footer, you can tailor the content to better suit your needs or branding requirements. If you choose not to specify anything in this field and leave it blank, the system will automatically use the default footer, which consists of a link directing recipients to the login page. This ensures that there is always a footer present in your emails, either customized by you or set to the standard login page link by default.

Concurrency Control

Configure object locking options as either pessimistic or optimistic:

• A module set to Pessimistic locking prevents any user or process from updating (saving) an object that is currently open. With pessimistic locking, an object is secured immediately upon being accessed by a user. Any subsequent users who open the object are unable to save modifications.
• In contrast, when a module is set to Optimistic locking, a user or process is permitted to open and save an object even if it is already being accessed by another user. Any unsaved changes made by the initial user will be overwritten if the subsequent user saves the object.

Password Policy

Develop a password policy by implementing multiple password rules that may be combined to establish a Password Policy tailored to the specific business requirements and security standards of the company.

SSO Settings

Upload SAML Single Sign-On (SSO) certificates to authenticate access and secure the environment.

Anonymous Access

To understand anonymous users, it is essential first to understand the relationship between an object and user roles. Access to an object is determined by the user's role. Each role is assigned to reporting authorities. Fields within an object are governed by role-based rules that dictate their behavior. For instance, the role of one user may trigger a rule that renders a field visible, while the role of another user may result in the field being hidden. Certain field rules may also designate fields as mandatory rather than optional. Furthermore, as roles are defined at the module level, the platform does not possess predefined roles.

Sharing an Object

If a user shares an object with someone outside the organisation, it will be shared with an anonymous user who does not have an approved account or any roles. If the object has not been set up to allow access for this user, the anonymous user will not be able to view the object and will see an error message.

Granting Anonymous Access

Objects within a system can be made accessible to users through a process managed by the system administrator. This is accomplished when the administrator assigns anonymous access permissions to the specific module that contains the relevant objects. The decision to grant these permissions is typically based on the role of the user within the organisation. By configuring the access settings in this way, the administrator ensures that users are able to share and interact with certain objects without the need for explicit authentication, provided their role justifies such access. 

The anonymous user will have the same access as the user who shared the link. This functionality should not be enabled in modules containing sensitive data or for individuals who have not received appropriate training. 

If a user is able to search for and view other objects, the external third party will also be able to do so. Anyone with the published link will be acting as an anonymous user. Any changes made to the object will be recorded as having been performed by an ANONYMOUS USER until the object is closed.

For example, the anonymous external third-party link may be utilized if the user sharing the link only has access to a new object that is in the initial data collection workflow state. In other words, if the user sharing the link holds a user role where rules restrict their visibility to the initial workflow steps of a newly created object.

When an admin selects the Allow Sharing Objects property, it’s important to know:

• Anonymous users act on behalf of the person who shared the link (as an alternate)
• All changes are recorded as performed by ANONYMOUS USER
• They broadly inherit the same access rights as the sharer

Transient Features

Transient features are often associated to Feature Flags such as beta features. These beta features are considered subroutines of software components that are loaded into the system only for a fraction of time to test and discarded or released as feature updates depending on the results.

For more information hover over the help icon for additional details. If the available choices are unclear, please contact us for additional support.