Altova RecordsManager

User Management

Apps created in Altova RecordsManager offer granular options for managing user access and configuring reminders and notifications based on user roles.

Roles and Permissions

The roles that are available in RecordsManager apps fall into three categories:

  • Admin: Has access to the whole system to manage a list of users, their logins, email addresses, passwords, and user roles assignments.
  • All Users: This role is given to all users by default.
  • Custom Roles: The admin can define custom roles that can be assigned to users. These roles provide additional access or can restrict access to different containers and different functions (read-only, edit) within containers.

The Users tab in the admin interface shows a list of active and deactivated users and lets the admin add new users and assign them to one or more roles.

Users tab in RecordsManager online database app

The admin can define any number of roles, each of which can have access to different forms, allowing for precise control over which records and fields users can access and/or edit.

RecordsManager user roles

A user can be given one or more roles and added to an alert group.

RecordsManager alert groups

In addition to form access, the admin can limit user data access via previously defined filters - one for viewing records and another for editing them.

Limit data access using filters

To avoid errors, an Access overview button gives an admin a quick overview of all the forms a particular user can access based on assigned roles and data filters that restrict user data access.

Reminders and Alert Groups

Apps created in Altova RecordsManager include built-in functionality for reminding users about important dates and deadlines via reminders sent to alert groups.

An Alert Group defines a group of users who will receive reminder notification emails concerning a particular event. Any number of alert groups can be defined.

The way users are assigned to alert groups is very flexible:

  • The admin can make alert groups open so that users can add themselves to the alert groups of interest
  • Users can decide for a particular reminder which alert group(s) will be notified.
  • The admin can also preselect which alert groups will be notified. For more flexibility, this preselection is based on filters, so that different records can send notifications to different alert groups

A reminder notification is simply a calendar event and can be set on any field within a record. Therefore, each record can have its own reminder(s).

Configuring reminder settings in RecordsManager

Reminders have the following functionality:

  • Admin can define reminder categories (e.g., renewal, expiration, etc.) to help users differentiate between different kinds of reminders
  • Reminders can be entered by users as a specific date or a date recurring every day/week/month/year
  • For reminders on specific date, the reminder date can be calculated based on another date field in the same record. On/Before/After that date options are available.
  • Email notifications can be sent either once reminder date is reached or every day after that date until the user cancels or changes the reminder
  • Email notification content and layout are created using Email Forms

In addition to receiving optional email reminders, users can review all past due and approaching reminders on the overview page when they open the app, ensuring that important reminders are always accessible.

Reminders on the RecordsManager app

What's Next?

Apps build in Altova RecordsManager are designed to be easy for both system administrators and end users. Read more about how tools like easy navigation, straight-forward data searches, and guided data entry get end users up and running in no time.

Get Started with RecordsManager

RecordsManager is a free, pre-built MobileTogether solution that is available for you to start using when you install MobileTogether Designer. Use the link below to download and install the free Altova MobileTogether Designer to get started on your first RecordsManager app.