USER GUIDE (7) SITE ADMINISTRATION
Contents
1. Ownr Occ MHAPrivateCarel to tenancy_type GN Assured Section 13 RTB 246947 Changed from tenancy_type New Hybrid GN Assured 513 to tenancy_type New Hybrid GN Asd SYhld 5 247392 Changed from tenancy_type GN Assured to tenancy_type GN RTB Leasehold Showing 1 to 50 of 101 entries Start lt 1 2 3 gt End ignore ALL and go back to upload screen When you have ticked those queries you want to be included in the upload process click the purple Include selected in upload button If you wish the update process to ignore all the queries click the grey Ignore all and go back to upload screen button You will then be returned to the summary report screen Processing Type Count of records in type Actions Records already created 0 Records already updated 220 Records skipped 41840 Records already archived 0 Queried and held 82 0 selected Select which held queries to upload Failed 0 Y Complete Data Upload Click the green Complete data upload button to complete the update process Page 19 Page 20 Page 21 Page 22 Arena Partnership Ltd Rowan House Queens Road Hethersett NR9 3DB T 01603 813932 W www arenapartnership co uk E support arenapartnership co uk Page 232. Security amp Password Policy Settings Minimum Password Length Number of uppercase required Number of lowencase required Number of special characters required Number of digits required Number of unsuccessful attempts allowed Lockout Duration Password Expiry Duration minutes days Allow special characters Allow password change allow users to be able to change their password Alto account kordonit Force reset password amp passphrase after admin resets password Expire Password Today The Admin contact field links to messages which users will see if they get blocked at any time the message will direct them to contact the person named here Admin Contact Make any amendments to the settings and click the green Update policy button to save the new settings Page 4 6 3 Security Manage roles SS E th Profiles 8 Participation gt Manage Password Policy Communication Menara Roles a Feedback gt gt Manage Users h Support Admin D Security y Click on the Manage roles option to access the controls for creating Roles which determine where users can go what they can see and what they can do within Tracker You will initially see a list of all the Roles already set up Roles 10 Y records per page search Name No Users Arena Admin 15 View Edit Dele Adiminttrate
3. TRACKER USER GUIDE 7 SITE ADMINISTRATION LAST REVISION 16 3 15 INDEX 6 Site administration 6 1 Introduction Page 2 6 2 Security Password policy Page 3 6 3 Security Manage roles Pages 6 4 Security Manage users Page 6 5 Database Personal reference sequences Page 10 6 6 Database Manual updating tenants Page12 6 7 Database Manual updating households Page15 6 8 TP Update Report contacts Page16 6 9 TP Update Transaction history Page17 Page 1 6 1 An introduction to the Admin functions There are a number of over riding controls which landlords can manage to determine how their Tracker site is configured and used In each module is a Set up section for managing dropdown lists and other field options In the Admin section are controls for managing SECURITY Manage the format of passwords which can be created for user access controls Create the password renewal reset policy for all users Determine where users can go what they can see and what they can do in Tracker Set up individual users linked to the access packages above DATABASE Control the automatic generation of Personal references for non residents who are added manually into Tracker Respond to Query reports generated by the automatic TP Update process which keeps designated fields in your Tracker database synchronised to your main housing management database Manually updat
4. link will be replaced with a Check 8 upload link to the right of the upload file details y Date File Upload Status 13 03 2015 18 00 28 TPTracker csv Processing partially completed Check amp Upload The summary report will then include a further link for you to review the queries and Select which queries to upload Processing Type Count of records in type Actions Records already created Records already updated Records skipped 41840 Records already archived Queried and held 82 0 selected Select which held queries to upload Failed v Complete Data Upload You will then see each of the queries and can select those which you wish to be included in the update tick these or which you wish the update process to ignore leave these unticked Page 18 Use this box to Queried and Held Records from upload Tick Untick all the boxes in the 50 v records per page list below Search Personal Reference Data Queries Include Query in Upload 100731 Changed from tenancy_type New Hybrid GN Assured 513 to tenancy_type New Hybrid GN Asd SYhid 5 10516 Changed from tenancy_type New Hybrid SH C2 Asd Shld to tenancy_type OH Warrington Shrd OYshp 11222220990006 Changed from tenancy_type GN Assured Section 13 RTB to tenancy_type Ownr Occ MHAPrivateCareL 112824 Changed from tenancy_type Supported License to tenancy_type SU Supported Assured 241113 1 Changed from tenancy type
5. Expire passwords today check box Security amp Password Policy Settings Help Minimum Password Length 6 Allow special characters Admin james Contact Number of uppercase required l e Allow password change allow users to be able to change their password Number of kavercase required Number of special characters required Number of digits required Number of unsuccessful attempts allowed Lockout Duration D minutes Password Expiry Duration Gl days Page 9 6 5 Personal reference sequences People who are in both the Tracker database and the landlord s own master database will have the same Personal reference in both databases these are always generated by the landlord and originate from the landlord s master database However users can add other people usually service customers or other non residents to the Tracker database Because they are not originating from the landlord s master database Tracker has to generate a Personal reference for each of them You can manually enter Personal references but there is always a risk that you may duplicate a reference if you have not carried out thorough checks to discover what the next sequential reference should be If you wish you can set Tracker to create these automatically keeping a standard format and adding references in correct sequential order for a given Tenancy type only if that Tenancy type is not being m
6. avoid problems with Excel when sorting numbers exported from Tracker Click the green Update sequence to save your settings Page 11 6 6 Database Manual updating tenants ks 4 Participation gt gt Tenants ry 2 Communication E gt Personal Reference Sequences gt Use the Manual Updating Process Households gt Use the Manual Updating Process Datab 7 aia TP Update gt Report Contacts gt Transaction History Manual Upload File Help File noose File Ha file chosen File type Landlord Column Header Apply data removal warning will blank vut data about tenants Archive Kissing Records warning will remove tenants from the database BROWSE Browse for the upload file on your system this must be in Excel csv format and use the column headers agreed The file template is not yet live on screen contact the Help Desk for a copy FILE TYPE FULL UPLOAD Tracker will expect all the agreed upload columns to be present in the upload file and exactly as per the standard wording and format If the column headers are not present or are worded formatted incorrectly then Tracker will reject the upload Tracker will also expect all the people who are in your Tracker database excluding those with a protected tenancy type see page 14 to be included in the upload file If any are not then Tracker will assume they are no longer residents and will A
7. 201 y t Dek Level 1 dit Dele Level 3 30 View Edit Dele Lew t Dek Prol y dt Del Support Y dit Dek Fee t Dele Dar E it Dele nication t Del octane Fror Previous 1 2 Next Last Create Role This list includes some standard default Roles which you can use but which you cannot edit or delete e Administrator gives access to all functions e Level 3 gives access to all functions except for password and security management e Level 2 gives access to all functions excluding any admin options e Level 1 gives view only access and does not allow access to any of the personal data just reports and analyses Page 5 Roles that you create and name in addition to these can be edited or deleted as required To create a new Role click the blue Create role button n f R Ten Create Excel Hints and Tip Create How T Create Techn nf nsh D Excel Hints and Tip Delete How T Delete Techn nf nsh Manage Excel Hints Tips Arena Manage Roles Arena 2 O Manage uppont Detail Arena Mana pe Support Guides Arena gg Wh Manage Technica Info Sheetes Arena O D Mana ge Users Arena Read Excel Hints and Tip Read How T Read Technical inf nsh up Group Update Excel Hints and Tips Update How T Update Techn nfonmation sheets Give your new Role a name 4 and leave the Who can use this Field 5 set to Everyone can use this the other options are for Arena s
8. anaged through the TP Update process from the master database Go to Admin gt Database gt Tenants gt Personal reference sequences E E E Tenants rt 7 ia Communication gt gt Personal Reference Sequences gt Use the Manual Updating Process a Feedback gt Households gt Use the Manual Updating Process Database TP Update Security gt Report Contacts A a arar a gt Transaction History Page 10 Reference Sequencer Tenancy Types O Help Y records per page Search 2 Tenancy Type Sequence Format The first screen will show a list of Tenancy types and in the Sequence format column it will identify those that are linked to the master database by saying that the Personal reference allocated to a record will be As uploaded If a Tenancy type shows a blank in this column it is not linked to the master database and you can manually add anything you like in the personal reference field when adding a record with this Tenancy type Alternatively you can click Edit to get Tracker to automatically generate personal references for you Edit Non resident Reference Seguente Help Non NR 000001 resident Each reference must comprise a two letter prefix and a six digit number Enter two letters you want as a prefix and the six digit number from which you wish the sequence of references generated by Tracker to start numbering from 000001 will
9. and passphrase will only be used once Security amp Password Policy Settings Minimum Password Length 6 Allow special characters Admin James Contact Number of uppercase required 1 i Allow password change allow users to be able to change their password Number of lowercase required A Allow account lecken Number of special characters required Force reset password amp passphrase after admin resets password Number of digits required Expire Password Today Number of unsuccessful attempts allowed 2 Lockout Duration 0 minutes Password Expiry Duration 0 days Page 8 The Group and Landlord fields will be pre populated unless you are managing a group of Tracker sites In this case you will be able to restrict access to one of the sites only or give access to multiple sites as required Click the green Create user button to save the user and settings iso JESSE In the list of users there are options for each to View Edit or Delete the user and their settings There is also an option to Reset password and passphrase for a user click this if you want to force them to reset next time they log in If you want to force EVERYONE to reset next time they log in you can either a Use the screen above and click Reset password and passphrase for each user in the list or b Go to the master controls at Admin gt Security gt Manage password policy and tick the
10. e other people or households fields in your Tracker database via ad hoc file uploads as required Access automated files of data exported back out of Tracker using the Reverse upload process for you to update your own database s Page 2 6 2 Security Password policy gt Manage Password Policy wh Profiles 2 Participation Communication gt Manage Roles de Support Security Click on the Manage password policy option to view the current controls on passwords that are being applied by Tracker Current Security amp Password Policy Settings 5 Help Minimum Password Length amp Allow special characters Mo Admin Contact James Mackay Number of uppercase required 1 Allow password change Ves Created By Mot found Number of lowercase required a Allow account lockout Ves Date Created 2013 11 29 1300 38 Number of special characters required a Force password and passphrase change Yes Last Updated 2014 08 06 100123 Number of digits required Number of unsuccessful attempts allowed 2 Lockout Duration Password Expiry Duration 50 u Tum of Security and Password Policy Edit Policy If you want to turn the controls so that there are no restrictions on how passwords can be formatted or when they should be renewed then click the red Turn off security and password policy button If you want to amend the existing controls click the blue Edit policy button Page 3
11. etmatters com alanarenapartnership couuk chrerabyanetmatters com arenaBbarenapartnership co uk Role Administrator Arena Administrator Arena Adminttrator Arena Administrator Page Group Tracker Dem Tracker Dem Tracker Dem Tracker Dem onstration Site onstration Sate onstraton Sate onstration Site gt Landlord Landlord A Landlord A Landlord A Landlord A Help Live Users Only u Seardhdlan 1 DA Le Ad dl a View Edit Reset password amp passphrase Delete View Edit Reset password amp passphrase Delete View Edit Reset password amp passphrase Delete View Edit Reset password amp passphrase Delete Create User To create a new user click the blue Create user button Leer Details Help First Name Last Mame Emait Job Tiks Telephone Role Administrator id Password Passphrase Groupe Please select group kd Landlord Please choose a group first gt Enter the required personal details of the new user and select the Role from the dropdown list which best defines the access arrangements you want them to have Give them an initial password and passphrase note that these will need to comply with any rules you have set up see Security Manage password policy p 3 If your password policy forces users to reset their passwords as soon as they log in following an Admin reset as here then this initial password
12. hen attempting to get file column headers The Upload status column will identify if any uploads failed and the reasons why For successful uploads click View summary to see a report of what happened Upload Summary O Help Processing Type Count of records in type Records created 0 Records updated 4223 Records skipped 4 Records archived 0 Queried and held 0 Failed 0 RECORDS CREATED This is the number of new records people added to the database i e someone found in the upload file who was not already in the Tracker database so is assumed to be a new resident Page 17 RECORDS UPDATED These are records where a change was made to one or more fields because the upload file was different to the existing data in Tracker RECORDS SKIPPED There were no differences between the data held in Tracker and the data uploaded so Tracker skipped these records without making any changes RECORDS ARCHIVED These are records existing in Tracker which were not included in the upload and the upload was not designated as a partial upload so Tracker assumed they were no longer residents and archived them QUERIED AND HELD These records included one or more field where a there was a difference in the data and b the field is designated as Query and hold rather than Automatically over write Call the Helo Desk if you want to change any of these settings If there are any queries the View summary
13. rchive them Page 12 FILE TYPE PARTIAL UPLOAD Use this facility to update part of your database e g to amend the phone numbers for say 20 people without changing anything else for those people or anything at all for anyone else in the database Tracker will only update the fields and records people in the Tracker database that are included in your partial upload file e Tracker will NOT amend any fields that are not included in the upload file e Tracker will ONLY amend the fields that are included in the file for the people who are included in the upload file not for anyone else e Tracker will NOT archive any people who are not included in the upload file unless you expressly instruct it do so by ticking the Archive missing records check box see below LANDLORD COLUMN HEADER If you are uploading data for a Group of Tracker sites several landlord sites linked together with a common database then you will need to identify the column header in the upload file which will tell Tracker to which site each row of data needs to be linked APPLY DATA REMOVAL Unless you tick this check box Tracker will not overwrite data in Tracker if a Blank exists in the relevant field in the upload file If you do tick this check box Tracker will replace data in Tracker with a Blank from the upload file but only for those records people included in the upload file not for anyone else You can use this featu
14. re to delete incorrect data in Tracker ARCHIVE MISSING RECORDS Unless you tick this check box Tracker will not archive any records that are missing from the upload file If you do tick this check box Tracker will archive any record that it does not find in the upload file as defined by their personal reference unless the Tenancy type of the record in Tracker is defined as Protected Page 13 PROTECTED TENANCY TYPES A Protected tenancy type e g Non resident means that it is not covered by the TP Update process and is manually created and managed within Tracker UPLOAD Click the green Upload tenant data file button to process the upload Page 14 6 7 Database Manual updating households Not yet live contact the Helo Desk if you need this function Page 15 6 8 TP Update Report contacts If you are using the automated TP Update process to maintain the alignment of your Tracker database with your master database then Tracker may generate Alert emails These will report back to you on the outcomes of each update They may also include a link for you to review any queries raised You need to tell Tracker who these emails should be sent to that may be more than one person and you can add or amend their emails through this screen Go to Admin gt Database gt Report contacts 15 E z lth Profiles gt 2 Participation z Tenants f ee g
15. t Personal Reference Sequences O Feedback gt Use the Manual Updating Process support Households f Admin gt Use the Manual Updating Process Database TP Update Security gt Report Contacts Arena gt Transaction History 50 v records per page Search Email Address mary smith com x Showing 1 to 1 of 1 entries lt lt Start lt 1 gt End Create report contact Hide A E mail v Create Report Contact Delete any emails you no longer want included and or add any new emails click the Create report contact button to save Page 16 6 9 TP Update Transaction history Here you can see all the files that have been uploaded via the automated TP Update process m IN BEE th Profiles gt 2 Participation Tenants p a gt Personal Reference Sequences O Feedback gt Use the Manual Updating Process support Households f Admin gt Use the Manual Updating Process Database TP U d t paate gt Security gt Report Contacts Arena gt Transaction History D Transaction History Help Upload Status All M 50 v records per page Search Date gt File Upload Status 10 03 2015 14 28 36 Landlord A partial Processed View Summary upload csv 10 03 2015 14 19 32 Landlord A partial Processed View Summary upload csv 12 02 2015 10 54 49 TPTracker csv Processed View Summary 12 02 2015 09 10 04 TPTracker csv Failed Error File TPTracker0 csv was not found w
16. use only Because there are several hundred options within the permissions list what can be accessed seen and done we have broken them up into sections 6 you can then skip any sections that are not required and just look at the options that you want to consider Select a section 6 and the permissions listed below 7 will change Tick any of the permissions you want to enable for this role and then move on to another section If you make a mistake and want to clear all the selections you have made so far click the grey Reset button and start again When you have been through all the relevant sections and ticked all the relevant permissions save this role by clicking the green Create role button 8 To edit an existing role go to the list of roles and click the appropriate Edit option Page 6 6 4 Security Manage users BE gt Manage Password Policy i z r k Communication Security gt gt Manage Roles gt Manage Users Click on the Manage users option 9 to access the controls for creating new users amending the security or access settings for existing users or removing an ex user from the list You will initially see a list of all the Users already set up Users 10 T records per page 1 Firstname Surname James Mackay Alan Marshall Chre Raby Arena Tester Showing 1 to 4 of 4 entries Email james Mackay n
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