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Ideagen EHSQ - Formerly DevonWay Users

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Curriculum Objective

Introduction to Ideagen EHSQ (Formerly DevonWay) 

Course 2010 - Administrator Fundamentals - DevonWay Docs

Objectives

By the end of this course, users will be able to:

1. Perform administrative duties, manage login preferences, and adjust notifications
2. Manage users, teams, reporting authorities, and subscriber role settings
3. Assist with data analytic tools and web services settings
4. Enforce and control security settings

How to use this course¶

Each course builds upon the previous course beginning with information every user needs to know adding information administrators and module developers must know.

Lessons¶

Course lessons cover topic-related features, processes, tools, tips, and tricks. The lessons work in tandem with DevonWay Docs, a built-in documentation center. Topics will be introduced in the course readings with links to a Docs page for details and descriptions.

Hands-on exercises¶

Upon completion of lesson reading materials, hands-on exercises allow users to practice their skills. Some exercises may build on each other. Skipping exercises might affect the exercise experience in future lessons.

Test and training areas are available for course exercises. As with any area, access to administrative settings is by role and reporting authority. To gain access to a testing environment with administrative access, contact a subscriber's Main Administrator.

Check Your Understanding¶

At the end of every lesson, the course will present a series of questions designed to self-assess and verify topic knowledge. Answers and links to additional documentation can be found under the referenced footnote.

Delivery Method¶

This 2000-level course is a Self-Paced training course.

In-person courses are available for administrators. Alongside essential administrative tasks, it includes instruction on application development concepts, foundational module construction, requirements gathering, testing techniques, and SQA principles. These elements are intended to enhance an administrator's ability to oversee an organization's applications effectively.

Pre-Requisite¶

The 1000-level courses cover common platform functions available to all users. Course 1010 is an introduction to the platform, common features, tools, and terminology. Course 1020 explores advanced features for reporting on child-level data, custom filters, and chart formatting.

Next Step¶

The 2000-level courses introduce tools to assist system administrators. The 2020-level course outlines administrative tools and recourses, TrakWay ticketing, platform releases, and requirement writing. Advanced module developer-level courses are offered as part of the 3000 and 4000 level courses.

Lesson 1: Understanding Subscriber Environments¶

Overview¶

Administrators are the application experts who manage system settings and functionality. They play a key role in the SQA policies that must be followed to ensure each environment stays up-to-date and secure.

Lesson Objectives¶

By the end of this lesson admins will be able to:

1. Recognize the difference between the platform, applications, and modules
2. Identify the four different subscriber environments

Reading¶

1. The Platform is a Java-based, multi-tenant server software product designed to display the dashboard, search, reporting tools, presenting modules, and the REST interface
2. Subscriber Areas and Environments are completely isolated from each other even if they are hosted on the same physical server
   1. A strict SQA Process ensure that changes are properly submitted, reviewed, authorized, tested, and released
3. A business processes (also called applications or modules) can be configured from a single module or multiple modules

Exercises¶

Exercise 1.1 - Environment Comparisons¶

1. Login to a UAT or DVT Testing environment
2. Note the difference between production and testing environments
   1. Dashboard settings
   2. Profile settings
   3. Roles and Record Access
   4. Reports
   5. Notifications are not sent in testing environments
   6. Data/field values (field prompts should be the same unless changes or updates are being made)

Check Your Understanding¶

1. What language is the platform written in? ¹
2. How is subscriber information kept secure? ²
3. What is the name of the environment where modules are built by module developers? ³

Lesson 2: Administration¶

Overview¶

Administrators must have the appropriate role to perform various duties. Users can be assigned many different roles and the same role can be applied to many different modules. Having the User Access Control Administrator or the Team Administrator role does not grant an admin the ability to create or modify Team objects. A user must also be assigned to a Subscriber Administrator role in a designated area to create and modify Team objects.

Lesson Objectives¶

By the end of this lesson, admins with the appropriate role will be able to:

1. Modify user settings and reassign work
2. Manage user roles
   1. Assign roles by mass
   2. Assist with login settings
3. Assign users to teams
4. Monitor changes using the Admin Audit Trail
5. Define subscriber and module roles

Reading¶

1. Admins can manage users and reassign objects that are connected to various functions like task assignments, reporting, notifications, etc.
2. Each role serves a different purpose
3. The User Access Control role has ultimate responsibility for that environment, as this role can assign all other roles including administrative roles
4. Admins can assign user roles using the mass update
5. Admins can manage SSO and username/password login behaviors
6. Admins can assign a collection of users to teams that can perform functions such as task assignments, reporting, etc.
7. Admins maintain changes to reference modules such as the Person or a Team module that contains subscriber specific fields
   Note: These modules may also be connected to a Person or Team Interface
8. Admins can select and enable subscriber or module roles connecting the role to multiple modules

Exercises¶

Exercise 2.1 Roles¶

1. Add a role to a user
   1. From the Administrative Settings User screen, search for and select a user
   2. In the right-hand panel, select Edit Roles and add a new role
2. Reassign work to a different user using the instructions under Docs
3. Review the mass update process to update multiple users to new roles

Exercise 2.2 Login¶

1. Review company login policies and become familiar with administrative responsibilities

Exercise 2.3 Teams¶

1. Add a user to a team using the Team administration screen
   1. From the administrative settings Team screen, select a team
   2. Under Team Members, add a New Member and Effective Dates
2. Add a user to a team using the Team module
   1. In the module search at the top of the screen, search for a Team
   2. Select a Team to review the additional options in the Team module
   3. Notice that when a team is not managed by an interface, the team can be assigned to a team owner to manage

Exercise 2.4 Subscriber Roles¶

1. Adjust a Subscriber role
   1. From the administrative Subscriber Roles screen, select a role from the Roles list and add a new API Role.
   2. Users with the role can now assign users from the API role to an object

Check Your Understanding¶

1. Which roles are standard roles available in all environments?⁴
2. Can a user with the Personal Role Administrator role assign themself to the Module Developer role?⁵
3. Can Teams be deleted?⁶
4. Can a user with the User Administrator role grant administrative rights to other users?⁷

Lesson 3: Area Tools¶

Overview¶

Area Administrators manage Administrative Tools, view, and modify preferences. They create and modify components, update toolbar buttons, and generate new "Create New" menu options. As a manager of their area, they are given access to troubleshooting screens like the Activity Dashboard and Search Logs.

Lesson Objectives¶

By the end of this lesson, admins will be able to:

1. Create login messages
2. Reassign user notifications
3. Monitor performance reports
4. Manage reporting authorities (RA)
5. Set platform preferences
6. Monitor platform batch job schedules
7. Review search logs
8. Create components

Reading¶

1. Access to the Login Page Preferences screen allows admins to enter login messages, set access limitations, and specify a user's reporting authority
2. Admins can manage user notifications and reassign them to other users
3. Performance Statistics display user engagement information for admins to monitor
4. The Activity Dashboard, while not commonly used by admins, tracks background processing jobs
5. Careful consideration should be taken before making modifications to Reporting Authorities
6. Admins can manage a host of company-level customization options, set password restriction policies, set anonymous access controls, change standard email overrides, update weekly email settings, and other useful settings through the Preferences screen
7. Admins can view a listing of all "Back-end" batch-job schedules defined in the system
8. Search Logs display a list of users who are logging into a session
9. Using the Components admin screen, admins can create, modify, and manage elements that are visible to all users such as 'Create New' Buttons, Toolbars, or Dashboard Components

Exercises¶

Exercise 3.1 - Login Preferences¶

1. From the Login Page Preferences screen, select "+ Message" to add a new message
   1. Add text by clicking the Message field
   2. Select/unselect Enable
   3. select where and when the message should appear, Messages Window, Login Page, or Show During Downtime
2. Note how to require a Reporting Authority and select the required options from the Reporting Authorities list

Exercise 3.2 - Notifications¶

1. From the Notifications screen, select a field to filter the result list
2. Select edit from the Notifications grid
3. Edit the notification fields
4. To add or remove a user from the notification delete or search for and select from the recipient list

Exercise 3.3 - Performance Statistics¶

1. From the Performance Statistics screen select a date and session details to see users engaged with the software and the session id

Exercise 3.4 - Activity Board¶

1. When background, import, and print jobs are running in the Activity Dashboard will display job information

Exercise 3.5 - Reporting Authorities¶

1. Review a RA*, noting the Code, Details, and Sequence options

*It is important to remember, changing an RA could have potential impacts on the security and/or the functionality of the system.

Exercise 3.6 - Preferences¶

1. From the Preferences admin screen Global Preferences tab, review Global Preference settings
2. Optimistic and Pessimistic Record Locking can be managed under the Concurrency Control tab
3. Under the Password Policy tab, note that admins can reset all passwords or change various settings for companies who use the username and password option
4. User SSO can be managed under the SSO Settings tab
5. An Anonymous Access link can be used to collect object data for users with the appropriate Role and RA
6. Review the list of Transient Features that have been built but not yet enabled.

Exercise 3.7 - Schedules¶

1. Create a new schedule selecting the Frequency, how often it reoccurs, the day of the month or week, and hour
2. Once a schedule is selected in a module, the module and a description will appear in the Where Used grid

Exercise 3.8 - Search Logs¶

1. Select a date and time range that is only a few hours apart and search to view the system logs for that time.

Exercise 3.9 - Components¶

1. Create a new menu
   1. Give the new menu a name before search and select from the Available Items list
   2. Select "Create New" from the tool bar to view the new "Create New" menu
2. From the Toolbar Buttons option add a toolbar button
   1. Give the new button a title and place a link inside it by searching from reports, dashboards, external URL's, objects, "Create New" buttons, and messages before saving the button
   2. Select the home screen to view the new toolbar button
3. Create a new Dashboard Component
   1. Give the new components a title and place the links to a component element inside the component before saving.
   2. Change the display mode to Detail
   3. If the element is a report change the display to Full
   4. Add the component to a dashboard from the left-hand toolbar dashboard icon

Check Your Understanding¶

1. When a user profile is disabled will notifications they created continue to be sent?⁸
2. Does a Reporting Authority (RA) give access to data?⁹
3. How many toolbar buttons can an administrator create?¹⁰

Lesson 4: Data & Analysis Tools¶

Overview¶

Data & Analysis Admins play an important role in collecting and analyzing data that aids decision-makers. These admins are responsible for importing data, creating data sets, building dataset queries, and managing SSRS and trending reports.

Lesson Objectives¶

By the end of this lesson, Data and Analysis admins will be able to:

1. Understand how a SSRS reports are generated
2. Assist with importing and exporting data into modules
3. Manage data roles
4. Create Trend reports

Reading¶

1. SQL & Dataset admins have access to the Query Builder and can query the back-end database using a Structured Query Language (SQL) query
2. SQL & Dataset admins can create a Dataset that combines information from one or more modules into one database view for reporting
3. Data Import admins use the Data Import tool to load data into existing modules
4. Data & Analysis admins can grant access to custom Microsoft SQL Server Reporting Services (SSRS) reports and charts by role or schedule report jobs periodically
5. Data & Analysis admins can produce Trending Reports to track occurrences over time
   *Trending is also covered under Course 1030

Exercises¶

Exercise 4.1¶

1. *Coming Soon

Check Your Understanding¶

1. Can data be changed using the Query Builder tool?¹¹
2. If key fields are improperly set during a data import will duplicate objects be created?¹²
3. Can admins grant access to custom reports by role?¹³

Lesson 5: Web Services (Interfaces)¶

Overview¶

The exchange of data with outside systems that connect to applications through a REST API can be configured to trigger a data refresh. The Interface Developer Role can view the results of recent interface runs, resend messages, and maintain configuration information about web services. Customer IT personnel writing interfaces should ensure that they are familiar with relational database concepts.

Lesson Objectives¶

By the end of this lesson, admins will be able to:

1. Coordinate REST API connections
2. Establish best-practice standards
3. Generate document repositories

Reading¶

1. Admins can work with their Technical Account Managers (TAMs) to connect Web Services/REST APIs to outside systems to applications by calling the REST API
2. IT Admins need to understand Web Services/REST API, assist module developers write interfaces, and create subscriber best practice standards
3. Admins can distribute PDF notification reports and archive to document repositories

Exercises¶

Exercise 5.1¶

1. Identify company interfaces
2. Review company interface procedures and policies
3. Confirm company reporting and notification needs

Check Your Understanding¶

1. Can platform releases affect interface field data?¹⁴
2. Does a REST connection require programming work by a customer?¹⁵
3. Can REST results be archived to document repositories?¹⁶

Lesson 6: Module Development¶

Overview¶

Applications are created and maintained using Module Builder a tool used by Module Developers for importing, exporting, copying, creating, modifying, and managing modules. Administrators assigning Module Developer, Viewer, and Importer roles must enforce Module Builder configuration guidelines and SQA policies.

Lesson Objectives¶

By the end of this lesson, admins will be able to:

1. Review module developer topic discussions
2. Manage access to Module Developer licenses
3. Define cross-module behaviors
4. Monitor module import history logs

Reading¶

1. The Module Developer tool is used to build and test modules without the need for custom configuration.
2. Administrators who have been granted a Module Developer license can manage Module Developer roles to users as a Module Viewer, Module Importer, or Module Developer.
3. The Import module tool allows for the importing of module definition XML files from other areas
4. The Export module tool allows for the exporting of individual modules or packages of modules to be imported into another area
5. The Cross-Module Functions screen lets developers define behavior that can apply to many modules at once
6. The Module Tools screen displays the history and set customizations (overrides) to apply during a module import

Exercises¶

Exercise 6.1¶

1. Review Module Developer license requirements
2. Review the SQA Policies and Procedures
3. Identify company users who may have or could benefit from Module Developer training or access
4. Identify company users who are responsible for assisting Module Developers with Import or Export tools.

Check Your Understanding¶

1. What role does TrakWay play in the SQA process?¹⁷
2. Who is responsible for the Release Plan where Module Builder changes are promoted to the production environment?¹⁸
3. Can a user with the Module Importer role make changes to a Module?¹⁹
4. What can some of the Module Tools do?²⁰

Lesson 7: Sharing Dashboards¶

Overview¶

Area Administrators can share dashboards with individual users, users with specific roles, or a team. Users without an admin role are only able to share a dashboard using the dashboard's URL.

Lesson Objectives¶

By the end of this lesson, admins will be able to:

1. Share a dashboard with users based on their role or team
2. Using the role option, request that the shared dashboard by set as a default dashboard

Reading¶

1. Admins can share dashboards by role, team, or to individual users and request that the dashboard be set as the default dashboard based on their role

Exercises¶

Exercise 7.1¶

1. From the left-side dashboard region hover over a dashboard and click the Share icon
2. Select a role and toggle on the "Set as Default Dashboard" option select cancel or apply
3. Review the list of teams
4. Search for an individual

Check Your Understanding¶

1. Can users with a participant role share a dashboard with a team?²¹
2. Are requested default dashboards automatically set?²²
3. If a user deletes a dashboard that they have shared, is it automatically deleted everywhere?²³

Lesson 8: Security Settings¶

Overview¶

Administrators play a vital role in ensuring a company's information is secure and that the data contained in the system meets the company’s requirements.

Lesson Objectives¶

By the end of this lesson, admins will be able to:

1. Identify security setting needs such as
   1. login settings
   2. IP restrictions
   3. Reporting Authorities, Role, and Record Access Control
   4. Classified Information
   5. Access deactivation

Reading¶

1. Administrators play a vital role ensuring the security settings meet subscriber requirements
2. Security best-practices should be reviewed and approved by the subscriber’s security department
3. Confidential data settings must be set to protect against unintentional, unlawful, or unauthorized access, disclosure, or theft

Exercises¶

Exercise 8.1 - Security Options¶

1. Review Password policies and confirm that they match the system rules and behaviors
2. Confirm Session Timeout settings for when a user's session should be terminated
3. Review company Single Sign On (SSO) policies
   1. The platform can force the use of SSO for all users, meaning that users cannot log in directly without using SSO.
4. Become familiar with active directory connections and user and person objects
5. Review and address questions or issues identified under Security Best-Practices and Confidential Data

Check Your Understanding¶

1. Can a hosted company force the use of SSO access?²⁴
2. What role can grant other users an administrative role?²⁵
3. What is Data Confidentiality?²⁶

Course Conclusion¶

Throughout this course, participants have been introduced to vital information, guidelines, and tools every administrator should know. By actively exploring the administrative settings, experimenting with different options, and engaging in practical exercises, administrators can deepen their knowledge, gain confidence in their ability to improve functionality and monitor accessibility and security.

Upon completing the 2010 level courses, administrators are encouraged to participate in the Level 2020: TrakWay, Resources, and Requirements Gathering Course. Participants should have administrative access and understand the business process rules for the applications they manage. The course will cover submitting a TrakWay ticket, administrative tools, and how to write requirement requests and the manage platform releases.