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Configuring Users in Spok Messenger

Users in Spok Messenger are accounts that can be used to log into the system. Each user has a number of permissions granted, allowing them to perform certain operations in Spok Messenger, while disallowing others.

Editing Users Symbols

When editing users, the following symbols are used:

Indicates that the user is unable to view contacts of this department type. This symbol is equivalent to an empty box.

Indicates that the user is unable to view contacts of this department type. This symbol is equivalent to a box with a red “X.”

Indicates that the user is allowed to select whether or not they can see this type, but it is not shown by default. This symbol is equivalent to a circle within a box.

Indicates that the user is allowed to select whether or not they can see this type, but it is not shown by default. This symbol is equivalent to a box with a green eye.

 

Pre-Defined User Levels

There are six predefined user levels in Spok Messenger: Maintenance, Administrators, Operators, Guest, and Staff. Guest is a reserved account. The others are not enabled by default and represent typical configurations of permissions for these types of users.

 

User Hierarchy

Users are organized in a hierarchy. As such, every user must be grouped underneath another user (known as the parent), and every user may have other users grouped beneath it in the hierarchy (known as children). A necessary condition of this organization is that each parent must have at least the same privileges as each of its children. Equivalently, no child may have privileges that its parent does not have.

 

Password Requirements

When the Enforce Password Policy setting is enabled, user passwords must meet the following requirements when they are changed or created:

  • Include at least one uppercase alphabetic character
  • Include at least one lowercase alphabetic character
  • Include at least one non-alphanumeric (special) character
  • Include at least one number
  • Include at least 15 characters

 

Reviewing the Users Screen

This section includes information about the fields in each of the tabs in the Users form.

The Users screen is accessed by choosing Edit > Users or by using the shortcut, CTRL + U.

General Tab

In the example presented below, there is one enabled user, represented by a solid-color face. The Guest user is enabled, while the Administrators, Maintenance, Operators, and Staff/Recipients user are disabled.

Name

The username entered when logging in.

Password

The password entered when logging in.

Startup Dialog

Determines what screen opens when the user logs in. May be set to “Manual Paging” (the standard Spok Messenger screen), “Floor Status” (opens the floor status over the standard screen) or “Client Calls” (opens the dialer client events over the standard screen).

Signature

Text that is appended to all messages this user sends out.

Email Address

The user's email address. Messages this user sends to email recipients have their “From:” field set to this address.

User enabled

Allows logins for the user when checked. This setting is provided primarily to allow temporary disabling of user accounts, while still retaining the user’s settings.

Receive Popups

Determines whether incoming dialer client events cause the dialer client events screen to “popup.”

Use Windows authentication

Select this option if the account should authenticate against Windows AD. If Windows AD manages the rights for users at your facility, the password that is used to authenticate by clients should be the same password used with Windows AD.

When using Windows AD, there is no requirement to store that password within the Messenger configuration. If the account password is updated in Windows AD, that password change is reflected in Messenger for the given account.

This method of authentication can be used with desktop client, web client, and API client authentication.

NOTE: Windows Authentication is only supported for 1 domain (the domain the Messenger server is attached to).

Show advanced

When selected, this view shows more detailed information than the default view.

 

Privileges Tab

The information in the Privileges tab represents a complete list of functions that can be performed in Spok Messenger.

For each function, there are three possible settings, denoted by the following icons:

A red cross indicates that permission to perform the function is denied. Access to this function is either removed from the client’s screen or is disabled.
An eye indicates that permission to perform this function is granted, but may not be assigned to any other user that this user manages.
A green tick indicates that permission to perform this function is granted, and this function may also be assigned to other users that this user manages.

 

Department Filter Tab

The information in the Department Filter tab allows you to identify, at a department level, which recipients are visible on the manual paging screen for a given user. 

The check boxes can be in one of three states:

 

Indicates that the user is unable to view contacts of this department type. (With the exception of the above notes, i.e. if ALL departments are marked with a cross then the user can see ALL recipients.)

 

Indicates that the user is allowed to select whether or not they can see this type, but it is not shown by default.

 

Indicates that the user is allowed to select whether or not they can see this type, and it is shown by default

 

When configuring a user, the   option should only be used if more than one department is to be allowed. For only one department, use the  option.

 

Management Tab

The Management tab allows you to determine which users may be modified.

If the selected user can modify a user’s privileges, a green tick appears in the box next to that user, otherwise the box remains blank. An arrow in these boxes indicates that the selected user can already modify a parent of that user, and hence can also modify that user.

Adding Users

A user can be added to the system.

  1. Select  Users > Edit. The Users dialog displays.
  2. If you are not automatically directed to the General tab, click on the General tab. The fields for the General tab display.
  3. Select a parent user from the list.
  4. Click New. If you have selected a parent user, the fields open up and information can be entered. If you do not select a parent user, the following message is displayed when the New is clicked:

  5. Enter the desired information into the fields.
  6. Click Save. The new user is created.

 

Editing Users

An existing user can be edited.

  1. Select the user to be edited from the left panel.
  2. Select the General tab. The information for that user is populated in the fields.
  3. Change the desired information.
  4. Click Save. The changes are saved.

 

Changing the Settings for Privileges

  1. Select the Privileges tab.
  2. Highlight the entry in the privileges tab for which you like to change a privilege.

  3. Right-click on the entry to display the shortcut menu.

  4. Select the privilege you would like to change. Descriptions of the options are shown below.

    Denied

    Changes this privilege, and all privileges grouped below it, to a red cross.

    Allowed

    Changes the setting for this privilege to a green eye.

    Allowed (including children)

    Changes the setting for this privilege, and all other privileges grouped below it, to a green eye.

    Allowed & Visible

    Changes the setting for this privilege to a green tick.

    Allowed & Visible (including children)

    Changes the setting for this privilege, and all other privileges grouped below it, to a green tick.

  5. Click Save to save the changes. The changes are saved.

 

Configuration Rights for Staff Assignments

The configuration rights for staff assignments can be altered in Spok Messenger in the Users dialog. Editing the configuration rights for staff assignments determines if a user has the ability to edit the following fields for staff assignments: Name, Password, Startup dialog, Signature, and Email address.

  1. Click the Privileges tab. The Privileges tab displays.
  2. Expand the Staff/Recipients option in the list. A list of entered staff members and recipients displays.

  3. Select the staff member or recipient you want to edit the privileges for from the Staff/Recipients list. The name becomes highlighted and information for that staff member displays.

  4. Select the Staff Allocation option from the list. The Staff Allocation options display.
  5. Configure the desired information:

    Add

    The Add option allows you to configure if users have the ability to add staff allocation assignments.

    Edit

    The Edit option allows you to configure if users have the ability to edit staff allocation assignments.

    Delete

    The Delete option allows you to configure if users have the ability to delete staff allocation assignments.

    View Summary

    The View Summary option allows you to configure if users have the ability to view staff allocation assignment summaries.

    View All

    The View All option allows you to configure if users have the ability to view all staff allocation assignments.

    Unlock Schedules

    The Unlock Schedules option allows you to configure if users have the ability to unlock schedules.

    Enable Full Scheduling Rights

    The Enable Full Scheduling Rights option allows you to configure if users are given full scheduling rights in the system.

  6. When all desired changes are made, click Save . The changes are saved.

 

Deleting Users

An existing user can be deleted. Please note that when users are deleted, that user’s private reminders are permanently deleted.

  1. Select Users > Edit. The Users dialog displays.
  2. If you are not automatically directed to the General tab, click on the General tab.
  3. Select the user to be deleted from the panel on the left. Please note that in most cases, the categories can be expanded.
  4. Click Delete on the screen or press the delete key on the keyboard. A confirmation dialog displays.

  5. Click Yes to delete the chosen record.
    NOTE: Staff Users cannot be deleted from this list. If a user cannot be deleted from the list, the user displays as disabled.