Introduction
The administration activity is split into five sections;
A User refers to the individual login required per user.
A Role is a specific category of user with custom activity permissions. You can assign different roles for different user activities (such as Bill Entry or Energy Managers).
The permission management is for updating users who have restricted access to a select group of sites. For example, a Head of a school The User Admin activity allows you to manage your Users and their Roles. You can also define the Site(s) Users have access to.
The Activity is split into the following sections:
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Introduction
A User is the individual. Each User has a unique log on. We recommend Users are set up using the first initial and last name of a user, ie Keith Smith's log on would be ksmith.
A Role is the set of Activities that a User has access to. There are default Roles already in Sigma, and new Roles can be added to suit the needs of your Users.
The Permission Management section is for updating Users who have restricted access to a selected Site(s). For example, a Headteacher may want access just to the Energy Viewer for their school , and not the whole portfolio.
By default you will have a template role that has all available activities. It is recommended you configure your required roles before creating the individual users. Selecting one of these thumbnails will open that activity in a new tab.
Default Roles
Admin User – full access (read and write) including Admin activity.
Read Only User – read only access to all activities excluding Admin.
Standard User – full access (read and write) excluding the Admin activity.
Note: You will only be able to see a sub-activity if the master activity has been selected.
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Logging into User Admin Activity
- Click on the User Admin Activity on the Welcome page
- Or use the Activities dropdown or the Activity Launcher
Dashboard Tab
This is the default page for the User Admin Activity, useful and is used to view your Login details at a glance.
The Widgets layout can be changed in the same manner as the main Dashboard. Drag and drop to rearrange.by dragging and dropping the sections.
Last Logged In
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section
This Widget displays Shows when the users Users last logged in, the date the users Users were created and if a user has 'Never' logged in.
- Select
to save the
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- section to an XLS file
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- Select
to refresh the
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- section
- Select
to amend the Settings of the
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- section. The
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- section can display the Users, the Roles or the Users and the Roles
Select 
- Select
to maximise
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- to
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- screen size. Click again to minimise
Total Weekly / Monthly Logins
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Section
This Widget section displays how many logins there have been into in a week or month – this is for both User Roles and User Aliases. The Widget can be displayed month. The section can display data as a Pie Chart, Bar Chart or rotate between both.
- Select
to save the
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- section to a zip file
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- Select
to refresh the
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- section
- Select
to amend the
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The Data can have an interval of Month with a maximum of 12 or Week with a maximum of 8.
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- settings of the section
- Chart selection - choose between Bar, Pie or Rotate both
- Period - choose between Week or Month
- Number of Intervals - choose between 1 - 8 for a Week, or 1 - 12 for a Month
- Select
to maximise the
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- section to full screen.
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- Click again to minimise
OR
Weekly / Monthly Logins
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Section
This Widget section displays how often a User Alias or User Role has logged in each Month or Week. There is a table of data at the top and a chart below.
- Select to save the
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- section to a zip file
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- Select to refresh the
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- section
- Select to amend the
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- settings of the
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The Widget can display data as a Pie Chart and/or Bar Chart.
The Data can have an interval of Month with a maximum of 12 or Week with a maximum of 8.
The Widget can display data for Users (User Alias), Roles (User Roles) or both.
- section
- Role - choose between Show Users, Show Roles or Show Users and Roles
- Chart selection - choose Bar or Pie
- Period - choose Month or Week
- Number of intervals - choose between 1 - 8 for a Week, or 1 - 12 for a Month
The Chart at the bottom will display details for the first user in the table by default, select another in the table for the chart to update.
- Select to maximise the
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- section to full screen. Click again to minimise
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Managing Roles
- Click
The list of all Users is shows on the left hand side.
Default Roles
- Admin User – full access (read and write) including Admin activity
- Read Only User – read only access to all activities excluding Admin
- Standard User – full access (read and write) excluding the Admin activity
- Click on a Role to see the details in the Role Management section.
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- Each Activity or Sub Activity can be
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- ticked/unticked to be included/excluded in
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- a Role
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Adding a new Role
- Click Add Role
- Role Name - enter the name of the new Role
- Schema - choose from the dropdown, i.e. Read and Write or Read Only
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- Tick boxes - tick
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- the Activities that apply to this Role
- Click
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Managing Users
- Click
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Creating a
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New User
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Populate all fields that require input; required fields are marked with the 
symbol.
Next select the Role of your User; these will have been defined in the Manage Roles section.
Selecting 'Override Validation' means that the User will be able to use their password to override a failed validator on an invoice in the Bill Entry activity.
Click Save to commit the changes. An email will be sent to the specified email address providing details for users to access the system and set their password.
Resetting Passwords
From the Manage Users tab, click on the User.
Click 
An email will be sent to the specified email address:
When the User clicks on the link, they are required to change their password.
They enter the password and the following prompt appears:
The User can now log into Sigma with their new password.
Resetting Secret key
The Secret Key is used to facilitate Two Factor Authentication.
When this has been enabled, it provides an extra layer of security whereby users must provide a verification code that they have generated, in addition to their username and password.
| Info |
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Where the Secret Key is reset, the User must update their authenticator app before they will be able to login again. More details on Two Factor Authentication can be found here. |
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Click on 
Adding a new Data Permission Group
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Click here for information on how to create a new User
Resetting Passwords
Users are able to reset the password themselves from the Sigma log on screen. However Admin Users can also send out the reset password email on their behalf.
User Reset
Users should click here for more information on how to reset their own passwords.
Admin Reset
Administrators can reset a password for a User. Click here for more information.
Adding a User to a Group from the Manage Users tab
- Click on the Manage Users tab
- Highlight the User
- Tick the Group from the Data Permission Mapping dropdown
- Tick the Restricted field
- Click
Managing Permissions
- Click on
Groups are added into this section and are usually for 1 or 2 sites. This narrows down the Users log in so that they only have access to the selected Site(s). Once the Group has been added, it can then be assigned to a User.
Adding a new Data Permission Group
- Click Add a group
- Enter the name of the new group
- Click OK
Adding Users to a Group
- Select the Group
- Drag and drop the the User(s) from the Available Users section to the Selected Users
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- Drag and drop the Site(s) from the Data Selector to the Selected Items section
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- Click
- Tick Restricted to restrict the User to that Group
Adding Users to a Group from the Manual Users tab
If the User and the Role already exist:
- Click on the Manage Users tab
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- Click on the User
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- From the Data
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Tick the Restricted field.
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- Permissions Mapping dropdown, choose the Role
- Click Save
Bulk Importing
Use the below example to create a file for importing Users in bulk.
View file name Import users example.xlt height 250
Note: Click 
then click on 
to download the CSV file.
- Once created, click on
- Click
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- Upload
- Choose the File to upload
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