5.9 Login Manager

5.9.1 Introduction

There are three different access levels with different access privileges to AgilityBMS, which are as follows:

System Administrator – System Administrators have access to all areas of the Admin Suite and User Suite
Document Administrator – Document Administrators have access to the Admin Suite but do not have access to the System tab in the Admin Suite. This allows for creation and maintenance of Items without any possibility of making changes to the settings of the Admin Suite or User Suite
User – Users have access to the User Suite only. They can view Items, participate in the Item Life Cycle and submit Feedback on individual Items and on the system as a whole.

In addition, System Administrator and Document Administrator can also have the following additional privileges:

Document Control Override – Document Control Override is not an access level but an access privilege allowing Document or System Administrators to bypass the Item Workflows
Management of Change – This is an additional module within AgilityBMS that enables you to control and manage changes within your organisation; this is not to be confused with Item Revision control though.

In order to give a user access to the Admin Suite or User Suite a Login has to be activated and the Access Level with Access Privileges has to be specified.

The number of Logins permitted will depend upon the number of Licences purchased. There is no difference between Administrator and User Licences. The Access Level for an individual is set when activating the login and can be changed at any time.

The concurrent licence functionality allows a single licence to be assigned to more than one user although it can only be used by one person at any one time. The Agility concurrent licence limits the number of licence holders that can access Agility in any 30 minute period. Once that limit has been reached, any new users attempting to use the application who have been granted a concurrent licence will be presented with a "No access" message until the number of concurrent licence holders drops below the limit set in the Agility Licence for that licence type. For a User to drop off the list of concurrent users they have to be inactive on the system for more than 30 minutes.

With the addition of the concurrent licence option, there are three different types of licences available, which are as follows:

Named – Full functionality of both the Admin Suite and the User Suite, guaranteed access to Agility
Standard – Full Functionality of the User Suite, not guaranteed access to Agility (normally a ratio of 10:1)
Basic – Reduced functionality of the User Suite (read access only), not guaranteed access to Agility (normally a ratio of 25:1). Restricted functionality for Login with a Basic Licence:

Will not have a Person Item
Will not have access to My Roles and Responsibilities
Will not have access to My Tasks
Will not be able to raise or search for Feedback
Will have access to Contacts
Will have access to Glossary
Will have access to My Documents
Will have access to Risk Reports.

When the Logins are set, the system will not allow the Administrators to downgrade the licence from Standard to Basic or Named to Basic, as described in the examples below:

From: Named (System Role: System Administrator) to Standard or Basic licence
From: Named (System Role: Document Administrator) to Standard or Basic licence
From: Standard (System Role: User) to Basic Licence.

To degrade the license, the System Administrator should remove the Login and then add the Login again. Prior to this, ensure to use the Person Maintenance tool to re-assign any Item Responsibilities to another Person Item.

Licence Availability: