Controlling Access

The 'System Configuration' page enables a user with full administrative rights to add 'Users' to the recordX system. This enables 'System Administrators' to not only control access to recordX but also access to the 'Call Records' and 'Call Recordings'.

For example a 'User' with full Administrative rights would be able to access any recordings on the system, whilst a 'Default User' would only be able to access their own calls.

The left-hand pane contains the following:

• Users - the upper left-hand pane holds the 'hierarchy' for the recordX system 'Users' grouped in a tree, which represents the organisational structure of the organisation.
• Policies - contains the three pre-defined security policies that control a users access to the system data.
• Devices - shows the user details of the phone system connected to recordX, which has been configured within 'Comms Suite Setup'.

Right-clicking the mouse on a 'Group' invokes a context-sensitive menu offering the following options:

• Rename Group - enables you to edit the name of the selected 'Group'
• Delete Group - remove the selected 'Group'
• Add Group - adds a new 'Group' within the selected (highlighted) 'Group'
• Move Up - moves the selected 'Group' up the tree
• Move Down - moves the selected 'Group' down the tree.

The first step is to add new 'Groups' within the 'Users Hierarchy' to act as 'containers' for the new 'Users'. Probably the best way to organise the 'Groups' would be to mirror the company structure (hierarchy).

Right-click 'Users Hierarchy' with the mouse and select 'Add Group' from the context-sensitive menu.

The new 'Group' will appear at the foot of the tree ready to be 'Renamed'.

Once all the 'Groups' have created, the new 'Users' can be created.

Highlight the 'Group' the new 'User' belongs to with a single mouse-click to open...

... the 'User Management' page. Most of the fields are self-explanatory.

The 'Policy' drop-menu offers the following choices:

• Default Users - can only view their own 'Call Records' and playback their own 'Recordings'
• Department Users - can view and playback all the 'Recordings' for the entire 'Department' 
• Administrators - have full access to all the 'Call Records' and 'Call Recordings' for the entire company.

♣ Note: If a 'Call Recording' contains additional 'Participation' elements, then the 'Recording' will not be available to a 'Default User' and may not be available to a 'Department User' if the other participant or participants belong to another 'Department'.

The 'Password' field enables you to set a password for the new 'User'.

If the user has imported a large number of new 'Users' into recordX, the easiest way of organizing them is via the drag & drop facility within the application.

When the new 'Users' are imported into recordX, they are all placed in 'Unallocated Items' at the foot of the 'Users Hierarchy' tree. Assuming you have already created the new 'Group' containers (see above), then it only remains to move the 'Users' from 'Unallocated' into their respective 'Groups'.

♣ Note: The 'Unallocated' group above 'Unallocated Items' contains the three default 'Users' automatically created by recordX: 'Administrator', 'Dept User' and 'Guest'.

... can now be dragged and dropped into the appropriate 'Group' under 'Users Hierarchy'.

Click the screen-shot to see a larger image...

Repeat this process until all the new 'Users' have been moved to their departmental groupings and the 'Unallocated Items' folder is empty.

'Users' can be moved from one 'Group' to another in exactly the same way as described above.

recordX includes three pre-defined 'Policies' that are used to control 'User' access to the system. The 'Policy' not only controls what the 'User' can access or change within the recordX system, but also what calls the 'User' can see and hear. The pre-defined 'Policies' (located in 'All Policies') are:

• Administrators - have full and unrestricted access to the system and can see and play all the 'Call Recordings'.
• Department Users - can only manage the 'Organizational Views' and see and play 'Call Recordings' belonging to that 'Department'.
• Default Users - have no rights to system configuration and can only see and play their own 'Call Recordings'.

Click the screen-shot to see a larger image

The configuration options available to the user makes 'Policies' very flexible and simple to setup

To view or edit any of the pre-defined 'Policies', right-click the selection in the main pane and select 'Edit' to open the 'Policy Editor' window. The text and screen-shots show the settings for the 'Administrators''Policy'.

The first tab simply contains the name and description of the 'Policy'.

The 'Privileges' tab comprises three elements: 'System', 'Report' and 'Record'.

The 'System' tab controls the 'Users' access to the main recordX 'Management' facilities. The majority of available options are self-explanatory and need no further comment with the exception of 'Devices'.

The 'Devices' pane shows the user details of the phone system connected to recordX, which have been configured within Comms Suite Setup'. Unlike the 'Users Hierarchy', this pane shows all the system 'Extensions' as a flat list.

If the 'User' has administrative rights to configure 'Devices' they can make changes, e.g. 'Add', 'Edit' or 'Delete' entries.

The 'Report' tab is used to control what 'Call Records' a 'User' can see.

♣ Note: The 'Call Record' is, as its name implies, the actual details of the 'Call Recording' which are held on the system, but is nevertheless separate from the actual physical recording itself. It is simply a 'listing' of the 'Call Recording'. If you like, the 'Call Record' is the 'pointer' to the 'Call Recording'.

Using this enables the user to view the details of the call, but if you want them to be able to listen to the recording...

...you should use the 'Record' tab.  This controls 'User' access to the actual 'Call Recordings' as opposed to the 'Call Records'. Since we are looking at an 'Administrators'policy in this example, all the 'Call Recordings' on the system are available to this 'User'.

Unlike the 'Report' tab, 'Record' offers a number of additional options; most of which are self-explanatory. The additional 'Advanced' that are not shown here are:

• Manage Notes
• Manage Flags
• Hear Live Calls
• See Audit Trail
• Export Recordings 
• Email Recordings
• Modify Extension's On Unmatched Recordings
• Call Player Restrictions:
  • No Restrictions (Default)
  • Only Play Definite Matches
  • Only Play 90%+ Matches
  • Only Play 80%+ Matches
  • Only Play 70%+ Matches
  • Only Play 60%+ Matches
  • Only Play 50%+ Matches

♣ Note: we recommend the 'No Restrictions' setting should only be assigned to the top level 'Administrator' setting within the system 'Policies'.  The 'Default User' should be set to 'Only Play Definite Matches'

The remaining tabs allows 'exceptions' to be set. The 'Calls' tab deals with the 'Call Records', whilst 'Recordings' manages access to the physical 'Call Recordings'.

For example, you may wish to restrict other 'Administrators' from being able to see or hear 'Call Recordings' belonging to the company Managing Director or Financial Director and this would be accomplished by creating a new 'Policy' with full 'Administrators' rights but with exceptions set on these two tabs to 'Deny' access to certain 'Extensions'.

As you can see the selection has now changed to 'Deny'. Repeating this process will change the selection setting back to 'Allow'.

The same process is repeated on the 'Recordings' tab to either 'Allow' or 'Deny' the playback of 'Call Recordings'.

The 'Devices' pane shows you details of the phone system connected to recordX.  Unlike the 'Users Hierarchy', this pane shows all the system 'Extensions' as a flat list.

Assuming you have sufficient privileges (Policies | Privileges | System | System Management | Manage Organisational Views) then the 'Extensions' of the Phone System can be configured from within recordX.

If you right-click on an entry, you have following options: 

• New Item - add a new entry
• Edit Item - edit the selected item
• Delete Item(s) - delete the selected item(s)

You can also double-click an item to open...