Managing Staff Accounts and Web Client Layouts Using the Staff Administration Page

Existing staff profiles can be edited to change the layout assigned to the profile. To modify an existing profile:

1. Click on the entry for the staff profile you would like to edit in the Profiles grid located in the Edit Staff Profiles section of the page:

   
   
   

2. Click the Edit button at the top of the grid:

   Tip: You can also double-click on the row to open the editing interface.

   
   
   

3. Use the Layout dropdown menu to change the assigned layout for the profile:

   Note: The profile name cannot be edited after a profile is created.

   
   
   

4. Click Update to save your changes:

   

To delete an existing profile:

1. Click on the entry for the staff profile you would like to delete in the Profiles grid located in the Edit Staff Profiles section of the page:

   
   
   

2. Click the Delete button at the top of the grid:

   
   
   

3. The profile is deleted. Any users assigned this profile will be re-assigned to the Default profile.

The Assigning Staff Profiles section displays all Aeon staff accounts and provides tools for assigning each account a profile and site group(s). To assign a profile and/or site group(s) to a staff account:

1. Click on the entry for the staff account in the Staff Accounts grid to select it.

2. The account's currently assigned profile and site group(s) will appear to the right of the grid:

   

   Keyboard users can use Control [Ctrl] + Right Arrow to shift focus from the Staff Accounts grid to the adjacent controls next to the grid.

3. Use the Profile dropdown to change the assigned profile for the account.

   Profiles are configured in the Profiles grid located above the Assign Staff Profiles section.

4. Use the Sites checkboxes to manage the site group(s) to which the account should have access. The individual sites within each group are displayed under the group name next to each checkbox. 

   Site Groups are configured within the Site Groups tab of the Staff Administration page.

5. Click Save Changes:

   

   Tip: You can also use the keyboard shortcut CTRL-S (Windows) or Command-S (Mac) to save your changes.
6. The changes to the profile are saved and the Changes Saved notification appears in the bottom-right corner of the screen.

To edit an existing layout:

1. Select the layout you want to edit using the Layout dropdown menu:

   
   
   

2. Use the controls in the Pages section and Grid Columns section to modify the fields that are displayed for the selected layout.

3. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

   

To delete an existing layout:

1. Select the layout you want to delete using the Layout dropdown menu.

2. Click Delete Layout:

   

   The Default layout cannot be deleted.

3. Click Yes in the Delete Layout? confirmation window to confirm deletion of the layout:

   

   Warning! Layouts cannot be retrieved once deleted.
4. The layout is deleted. Any profiles that were assigned to the deleted layout will be reassigned to use the Default layout.

To add a new field grouping to a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

   

   Note: The Default layout cannot be edited.

2. Select the page on which you want to add a field grouping from the Page dropdown located in the Pages section:

   

   Note: Currently only the field order on the User Information page can be modified.

3. To add a new field grouping to the page, click the + Add button in the Groups grid:

   
   
   

4. Enter the name that will be stored in the Aeon database to identify the grouping in the Group Name column.

   Each Group Name must be unique for the selected page but can be reused for different pages (e.g., you cannot have two "Identification" groups on the User Information page, but you can have an "Identification" group on two separate pages). This field is limited to 50 characters in length.
5. Enter the display label that will be used to display the name for the field grouping on the selected page in the Display Name column.

6. Click Update:

   
   
   

7. The new grouping will be added to the Groups grid. Use the Fields grid to add the desired fields to the grouping:

   

   See Customizing Fields Within a Field Grouping below for detailed instructions on this process.
8. Use the drag-and-drop controls () or the Move Up/Down arrow buttons () in the Groups grid to move the new grouping into the position where you would like it to display on the page, if necessary.

9. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

   

To remove a field grouping from a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

   

   Note: The Default layout cannot be edited.

2. Select the page from which you want to delete the field grouping(s) from the Page dropdown located in the Pages section:

   

   Note: Currently only the field order on the User Information page can be modified.

3. Use the Groups grid to select the grouping you want to delete from the page. The fields within that grouping will display in the Fields grid to the right:

   
   
   

4. Click Delete to delete the selected field grouping from the Groups grid:

   

   Warning! This will also remove all of the fields within that grouping from the page.

5. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

   

To change the name displayed for a field grouping on a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

   

   Note: The Default layout cannot be edited.

2. Select the page on which you want to rename the field grouping from the Page dropdown located in the Pages section:

   

   Note: Currently only the fields on the User Information page can be modified.

3. Click on the grouping you want to rename within the Groups grid, then click Edit:

   
   
   

4. Use the Display Name column to edit the display label that will be used to display the name for the field grouping on the selected page.

   The value in the Group Name column used to identify the grouping in the database is not editable. 

5. Click Update in the Groups grid:

   
   
   

6. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

   

To add a new field to an existing field grouping on a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

   

   Note: The Default layout cannot be edited.

2. Select the page on which you want to add the field from the Page dropdown located in the Pages section:

   

   Note: Currently only the field order on the User Information page can be modified.

3. Use the Groups grid to select the grouping to which the field should be added. The fields within that grouping will display in the Fields grid to the right:

   
   
   

4. Click the + Add button at the top of the Fields grid:

   
   
   

5. Choose the field you want to add from the Field Name dropdown.

   Fields in the Users database table and any User-type custom fields defined in the Aeon Customization Manager will be selectable in the dropdown.

   Handling for Duplicate Fields on a Page

   You cannot have multiple copies of the same field in the same field grouping on a page, however, you can have multiple copies of the same field on a page if each copy of the field is in a different field grouping. For example, you cannot have two copies of the FirstName field in the Contact Information group on the User Information page, but you can have one copy of the FirstName field in the Contact Information group and another copy in the Identification group on the User Information page.

6. Enter the name that should be displayed for that field on the page in the Display Name column.

7. Choose the width you would like displayed for the field in the Width dropdown.

   See Field Width Options above for examples of how each size will be displayed.

8. Click Update:

   
   
   

9. The field is added to the Fields grid:

   
   
   

10. Use the drag-and-drop controls () or the Move Up/Down arrow buttons () in the Fields grid to move the new field into the position where you would like it to display on the page, if necessary.

11. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

    

To remove a field from a grouping on a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

   

   Note: The Default layout cannot be edited.

2. Select the page on which you want to remove the field(s) from the Page dropdown located in the Pages section:

   

   Note: Currently only the field order on the User Information page can be modified.

3. Use the Groups grid to select the grouping from which the field should be removed. The fields within that grouping will display in the Fields grid to the right:

   
   
   

4. Click on the field that you want to remove in the Fields grid to select it.

5. Click Delete:

   
   
   

6. The field is removed from the Fields grid.

7. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

   

To change how a field is displayed on a page:

1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

   

   Note: The Default layout cannot be edited.

2. Select the page on which you want to change the display options for the field from the Page dropdown located in the Pages section:

   

   Note: Currently only the field order on the User Information page can be modified.

3. Use the Groups grid to select the grouping that contains the field that should be modified. The fields within that grouping will display in the Fields grid to the right:

   
   
   

4. Click on the field that you want to rename in the Fields grid to select it.

5. Click Edit:

   
   
   

6. To modify the name that should be displayed for the field on the selected page, change the value in the Display Name column.

7. To modify the width you would like displayed for the field on the selected page, change the value in the Width dropdown.

   See Field Width Options above for examples of how each size will be displayed.

8. Click Update:

   
   
   

9. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

   

To add a field to a grid:

1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

   
   
   

2. In the Grid Columns section at the bottom of the page, use the Grid Type and Grid Context dropdowns to choose the grid for which you want to add the field. The Columns grid below will display the existing fields in the selected grid:

   

   See Grid Customization Options above for detailed information on these options. 

3. Click the + Add button at the top of the Columns grid:

   
   
   

4. Choose the field you want to add to the grid from the Field Name dropdown.

   See Grid Customization Options above for information on which fields are available to be added to each type of grid.
5. Enter the name that should be displayed for that field in the grid in the Display Name column.

6. Click Update:

   
   
   

7. The Columns grid is updated with the newly added field at the top. 
8. Use the drag-and-drop controls () or the Move Up/Down arrow buttons () in the Columns grid to move the new field into the position where you would like it to display on the grid, if necessary.

9. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

   

To remove a field from a grid:

1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

   
   
   

2. In the Grid Columns section at the bottom of the page, use the Grid Type and Grid Context dropdowns to choose the grid from which you want to remove the field. The Columns grid below will display the existing fields in the selected grid:

   

   See Grid Customization Options above for detailed information on these options. 

3. Click on the field that you want to remove in the Columns grid to select it.

4. Click Delete:

   
   
   

5. The field is removed from the Columns grid.

6. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

   

To change the display name for a field in a grid:

1. Ensure that the layout for which you want to apply the changes is selected in the Layout dropdown at the top of the page:

   
   
   

2. In the Grid Columns section at the bottom of the page, use the Grid Type and Grid Context dropdowns to choose the grid for which you want to rename the field. The Columns grid below will display the existing fields in the selected grid:

   

   See Grid Customization Options above for detailed information on these options. 

3. Click on the field that you want to rename in the Columns grid to select it, then click Edit:

   
   
   

4. Use the Display Name column to edit the display label that will be used to display the name for the field on the selected grid.

5. Click Update:

   
   
   

6. The field is updated in the Columns grid with the new display name.

7. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Layout option at the top of the screen in the Layouts section to save your changes:

   

To delete a group of restricted fields:

1. Select the group that should be deleted from the Group dropdown in the Edit Restricted Field Groups section of the page. The fields configured for that group will be displayed in the Fields grid below:

   
   
   

2. Click Delete Group:

   
   
   

3. The group is deleted and removed from the Group dropdown in the Edit Restricted Field Groups section and from the Restricted Field Groups grid in the Assign Restricted Field Groups section above.

   Any profiles that were assigned to that restricted field group will now have access to the fields that were previously restricted (unless those fields have been restricted in another existing restricted field group assigned to that profile).

To configure the restricted field groups assigned to a profile:

1. Select the profile for which you want to configure the restricted field group assignments from the Profiles dropdown in the Assign Restricted Field Groups section of the page.

2. The Restricted Field Groups grid below will display the current restricted field group assignments for that profile:

   
   
   

3. To assign a restricted field group to the profile, check the checkbox next to the group in the Restricted Field Groups grid. To unassign a restricted field group from that profile, uncheck the checkbox next to the group in the grid:

   

   Tip: Use the Group dropdown located in the Edit Restricted Field Groups section below to view the fields within a restricted field group.

4. The selected profile will be automatically updated with the new restricted field group assignments. Any staff users assigned to that profile on the Profiles tab will no longer have access to the fields in the assigned restricted field groups for the profile. 

To modify an existing field in a restricted field group:

1. In the Edit Restricted Field Groups section at the bottom of the page, select the group where the field you want to modify is located from the Group dropdown. The fields configured for that group will be displayed in the Fields grid below:

   
   
   

2. Click on the field you want to edit in the Fields grid to select it, then click the Edit button:

   
   
   

3. Use the Table Name and Field Name dropdowns to change the restricted field/table as needed. If restricting an individual field in the Users table, select the field that should be restricted from the Field Name dropdown. If restricting an entire database table, select * in the Field Name dropdown.

   Note: Currently, individual fields can only be restricted from the Users database table. Several other database tables are available in the Table Name dropdown, but can only be restricted in their entirety and cannot have individual fields restricted. See Restricting Tables above for more information.

4. Click the Update button in the Fields grid:

   
   
   

5. The entry for the field is updated in the Fields grid.

6. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Group button under the Groups dropdown to save your changes:

   

To delete an existing field from a restricted field group:

1. In the Edit Restricted Field Groups section at the bottom of the page, select the group in which the field you want to delete is located from the Group dropdown. The fields configured for that group will be displayed in the Fields grid below:

   
   
   

2. Click on the entry for the field you want to delete in the Fields grid.

3. Click the Delete button in the Fields grid:

   
   
   

4. The field is removed from the Fields grid.

5. Use the keyboard shortcut CTRL-S (Windows)/Command-S (Mac) or click the Save Group button under the Groups dropdown to save your changes:

   

To edit the description of a site group or to change the individual sites assigned to a site group:

1. Click on the site group you want to modify in the Site Groups grid. The sites associated with that group will be displayed in the Sites in Group grid to the right:

   
   
   

2. To edit the site group description, click the Edit button in the Site Groups grid:

   
   
   

3. Change the description of the group in the Description column, then click Update:

   
   
   

4. The entry for the group is updated with the new description in the Site Groups grid:

   
   
   

5. Use the Sites in Group grid to the right to change the sites assigned to the group, if necessary. The web client will automatically save your selections as they are made:

   

To delete an existing site group:

1. Click on the site group you want to delete in the Site Groups grid. The sites associated with that group will be displayed in the Sites in Group grid to the right:

   
   
   

2. To delete the selected group, click the Delete button in the Site Groups grid:

   
   
   

3. The group is removed from the Site Groups grid.

4. Re-adjust the site groups assigned to staff accounts as needed using the Profiles tab of the Staff Administration page.

   After deleting a site group, you should ensure that each staff user has at least one site group assigned to their account. Errors will occur when staff user logs into the web client without any site groups assigned to their account.
   See Assigning Profiles and Site Groups in the Managing Profiles section above for more information on this process.