1 CBORD 2018 User Group Conference Presentation Using

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Using Flags for Access Control Make your access life easier with Flags Presented by: Chris Kelly – Hardin-Simmons University HSU One. Card Support – Systems Support/Networks and Internet ckelly@hsutx. edu 2 | CBORD 2018 User Group Conference | Presentation

FOUNDED 1891 “The 40 acres” - Private university located in Abilene, Texas, affiliated with the Baptist General Convention of Texas since 1941. An Education Enlightened by Faith. 3 | CBORD 2018 User Group Conference | Presentation

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How can Flags help me? Primarily Ease of Access Assignments Alpha Flags used for Activites or Attendance Ease of granting/removing assignments by using imports With Admin. Web, can place limits on access controls for an IUG Easy reporting on flag granted access SAMPLE VIEW: Housing IUG Limited View 5 | CBORD 2018 User Group Conference | Presentation

Housing IUG Limited Flag View 6 | CBORD 2018 User Group Conference | Presentation

Physical Therapy IUG Really Limited View 7 | CBORD 2018 User Group Conference | Presentation

Flag Creation – Flag Wizard 8 | CBORD 2018 User Group Conference | Presentation

Flag Admin is hidden. . er, located in the GUI under Administrator Utilities User/Group Config Click the “magic wand” icon Pick a Flag Number and Name 9 | CBORD 2018 User Group Conference | Presentation

Select the Flag Type from the drop down For access we use Boolean Choices are Group, Boolean and Alpha Max Length = 1 Default Value Typical is Null Mandatory/optional Mandatory – always shows up on the Flag tab Optional – only shows up on a patron’s Flag tab if assigned Next 10 | CBORD 2018 User Group Conference | Presentation

Flag not in a Group? Groups are “special” – better cover that later Next! 11 | CBORD 2018 User Group Conference | Presentation

Group Access Permissions Set Permissions for User Group(s) Flag GUI – Admin access Patron GUI – visibility There is also an easier way on the Patron Flag Permissions Tab Next 12 | CBORD 2018 User Group Conference | Presentation

Summary and Finish 13 | CBORD 2018 User Group Conference | Presentation

Flag Creation – Flag Admin Screen 14 | CBORD 2018 User Group Conference | Presentation

Click the “paper” icon to create then enter the Flag Number Select the Flag Type Boolean – Trigger Alpha – can be used as a counter Give it a name Mandatory – shows on every Patron account Optional – Shows up only on accounts using the flag Typical settings for Boolean Max 1, Mandatory, Null Set Permissions for User Group(s) Flag GUI – Admin access Patron GUI - visibility Click Disk to Save Changes Remind young’uns in the room about floppy disks… 15 | CBORD 2018 User Group Conference | Presentation

Patron Flag Permissions Tab Nice visual on User Group Flag visibility – can also make changes here – Set all the Flags for a User Group WARNING ! Default is PERMIT for all User Groups. Next step would be to limit exposure as required. 16 | CBORD 2018 User Group Conference | Presentation

Patron Flag Permissions Tab Set the access to a Flag for all User Groups: Highlight the Flag, set Global access, click Set All User Groups You can then pick the individual IUG(s) and set the permission as needed. 17 | CBORD 2018 User Group Conference | Presentation

Link Flag to Patron Group - Two Ways - 18 | CBORD 2018 User Group Conference | Presentation

Linking the Flag (or Flag Group) to a Patron Group – Creating the assignment “trigger” The Old/GUI Way System Config Table Editor DIEBOLD. PATRONGROUPDESC Enter Flag number on line with GROUPID CAUTION! Click off your Flag line to another line to make change permanent. You CANNOT remove a Flag assignment from here. Bummer SQL Incantation: SQL> update patrongroupsdesc set flagnumber = NULL where groupid = 56 1 Records Updated 19 | CBORD 2018 User Group Conference | Presentation

Linking the Flag (or Flag Group) to a Patron Group The New Way Web. Admin Find Patron Groups in the menu (Gold Admin (may need to access Priv Editor to find it) Find the Group, select the PROPERTIES tab Click edit next to FLAG Enter the Flag number and set! NOTE – You CAN remove the Flag from a Group with this method. Otherwise, it’s SQL to get it out of there. 20 | CBORD 2018 User Group Conference | Presentation

Creating a Group Flag and Assign Child Flags with Surprises 21 | CBORD 2018 User Group Conference | Presentation

Flag Groups Starts same as a flag 22 | CBORD 2018 User Group Conference | Presentation

Flag Groups Type is Group (naturally) Same options as Flag 23 | CBORD 2018 User Group Conference | Presentation

Flag Groups It’s not in a Group because it is a Group (no options here – Next!) 24 | CBORD 2018 User Group Conference | Presentation

Flag Groups Set Permissions, etc 25 | CBORD 2018 User Group Conference | Presentation

Flag Groups Finish and Done with the Group Flag 26 | CBORD 2018 User Group Conference | Presentation

Flag Groups – Child Flags Start as Normal Here’s where it gets a little weird 27 | CBORD 2018 User Group Conference | Presentation

Child Flags Instructions from CBORD say to make the Child Flags True and Mandatory. 28 | CBORD 2018 User Group Conference | Presentation

Child Flags True + Mandatory settings require you answer “Yes” Umm…I don’t happen to have 6437 active patrons…but OK…if you say so. . . 29 | CBORD 2018 User Group Conference | Presentation

Child Flags Add the Child to the Group, set permissions and done. 30 | CBORD 2018 User Group Conference | Presentation

Child Flags - Problems created by the True + Mandatory setting requirement EVERY PATRON RECORD gets the Child Flag(s) -Shows up in Access -Report on a child flag returns every record 31 | CBORD 2018 User Group Conference | Presentation

Child Flags - Problem HOWEVER “I wonder what happens if the flag is optional…” 32 | CBORD 2018 User Group Conference | Presentation

Child Flags – Optional Much Better Does not flood the database with flags 33 | CBORD 2018 User Group Conference | Presentation

Child Flags Hah – it still works 34 | CBORD 2018 User Group Conference | Presentation

Drag-N-Drop Flags to a Group Sorta-non-obvious but you can drag-and-drop flags into groups – click and hold on a Flag, drag to the Group folder. OK, wasn’t obvious to me… Save your changes But wait, before you think it’s that easy… 35 | CBORD 2018 User Group Conference | Presentation

Combining Flags in a Group “I’ll just right click on the flag and set the options. . . ” Testing shows that a Flag used as a Child Flag must be defined as such from the start – you cannot change from “Null” to True and have the Flag work. The flag will work once, then not work the next time for that patron 36 | CBORD 2018 User Group Conference | Presentation

Flag Groups Wizard Group Surprise You used the Wizard, made your Group, making some Flags for the Group…Hey, where’s my Group!? !? ! 37 | CBORD 2018 User Group Conference | Presentation

Flag Groups Wizard Group Surprise Group Flag Catch 22 Before you can use the Flag wizard to add Flags to the first Group you build, there has to be a Group. This was a Stump the Help Desk item. My Final Solution – Placeholder Group 38 | CBORD 2018 User Group Conference | Presentation

Using the Flags in Admin Web Make It So J. L. Picard 39 | CBORD 2018 User Group Conference | Presentation

Admin. Web J. Random Student as seen by Housing User Group 40 | CBORD 2018 User Group Conference | Presentation

Admin. Web One Click, Save assigns the permission Note Housing’s limited view of system Flags 41 | CBORD 2018 User Group Conference | Presentation

Admin. Web Review in Access Assignments 42 | CBORD 2018 User Group Conference | Presentation

Using Alpha Flags From Madeline F. , 8 years old, Lewisville, TX. What 2 words contain the most letters? Post Office! 43 | CBORD 2018 User Group Conference | Presentation

Alpha Flag “Flag 7” Used at HSU as attendance counter for Chapel Attendance 44 | CBORD 2018 User Group Conference | Presentation

Alpha Flag The parts: CBORD Attendance Reader plus an EL Rule to increment the Flag. New i. Fangled CBORD Reader Chapel. Swipe. Limit is 30 minute lockout (thrown in for confusion) 45 | CBORD 2018 User Group Conference | Presentation Older Model CBORD Attendance Reader

Alpha Flag Shows as count on Flag tab of Patron 46 | CBORD 2018 User Group Conference | Presentation

Reporting Here is the Treasury Department's report, sir. I hope you'll find it clear. Clear? Huh. Why a four-year-old child could understand this report. Run out and find me a four-year-old child, I can't make head or tail of it. Rufus T Firefly 47 | CBORD 2018 User Group Conference | Presentation

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Example Flag Report 49 | CBORD 2018 User Group Conference | Presentation

Activity Reporting Options 50 | CBORD 2018 User Group Conference | Presentation

Activity Report Sample NOTE “Activity Message” shows the count BEFORE the transaction listed 51 | CBORD 2018 User Group Conference | Presentation

Flag Imports 52 | CBORD 2018 User Group Conference | Presentation

Flag Imports For Access Assignments Only need 3 items: Update Mode PIK Flag(s) coded P or D (PXX) = Permit (DXX) = Remove You can stack flags in the list if you like Excel Custom Format Sample: 41 Format “(P”####”)” Result: (P 41) 53 | CBORD 2018 User Group Conference | Presentation

Alpha Flag Imports Alphas – You overwrite the existing number UPDATE_MODE = C Key FLAGx = value to write (FLAG 7, FLAG 200, etc) 54 | CBORD 2018 User Group Conference | Presentation

Alpha Flag Imports “Add one” Import Trick Done in Excel from a CSV report to give some group of Patrons a bump in their count. Import as written: UPDATE_MODE Patron ID New Count Old Count Import will ignore the last column – no error 55 | CBORD 2018 User Group Conference | Presentation /DELIMITER=", " /FIELDS=UPDATE_MODE, PRIMARYKEYVALUE, FLAG 7 C, 000336619, 3, 2 C, 000370947, 32, 31 C, 000378519, 11, 10 C, 000391896, 65 C, 000258603, 4, 3

Questions 56 | CBORD 2018 User Group Conference | Presentation

THANK YOU! PLEASE FILL OUT AN EVALUATION IN THE APP 57 | CBORD 2018 User Group Conference | Presentation