Note: You must have the authority, "User Setup," (Diamond Administration group) to access this function. You may then add, edit and make users inactive.
User Setup is a very important function in Diamond, because each user's login and authority limits are set up here. Anyone accessing Diamond must have a valid login to be recognized as a user. Authority limits are what gives each user rights to access different functions in Diamond, such as Billing, Claims, Policy Processing, etc. Then, within each of those functions, there is a further breakdown of components that a user can or cannot access.
To begin adding a user:
From the Employee Wen Main Menu, choose Utilities / Administration / Users and Workflow Queues / User Setup
When the User Login Setup screen displays, choose Add.
On the New User screen, make the following entries and selections:
Login: The name the person uses when logging into Diamond. For example, if Bob Simon is the user's name, his login would be: bsimon.
Domain: The name of the network domain. (Note: Domain is used for the non-agency UIs where Diamond must validate against your user against the "Active" directory. Agency users do not require a domain, because they are coming from the Web. "Home Office" users need the name of the domain; agency users do not.)
Password: Enter the user's password.
User Must Change Password at Next Login: This is used to reset a user's password when logging in for the first time after the flag has been set on their user record. Place a check in the field to force the user to change their password after the first login.
User Code: Entry is required if the "Require User Code" system setting in the Diadmin folder has been set to "1." This field stores a non-changeable code for each user and is ten (10) characters in length; user defined. When a user code is entered, it displays the User Code on the Claims Transaction List (at the end of the list), and it also displays the user code after the Claim Personnel Name on the Claim Personnel Setup screen in Claim Detail and on the Claim Feature.
ACD Adjuster Code: If this is an ACD Adjuster, enter their code here.
User Category: Choose a category best describing the user from the combo box: "Agency," "Employee" or "Client."
Employee: If "Employee" is selected in the previous field, the Employee selection is active and contains a listing of all employees established in the system.
Agency: If "Agency" is selected as the User Category, the Assign button is also activated. Select this button to return the Agency Assignment screen. Listed at the bottom of the screen is a list of all agencies listed for your company. To assign an agency, highlight it and click the Select Agency button. The first agency selected is the "Primary" agency associated with the agency user. You can select more than one (1) agency, so if you need to do so, find the agency, highlight it and click the Select Agency button. When assigning any agencies to a user, this allows the user the ability to view and enter policies / transactions for that agency.
Client Lookup: If "Client" is the selected User Category, the Client Lookup button is active. Choose to return the Client Files screen for selection of the appropriate client record.
Assign Secondary Agencies: If the user is an agency, select to display the Assign Secondary Agencies screen, if necessary. To assign a secondary agency, highlight an agency in the list of available agencies and click the single right arrow (>) to move the agency to the Assigned Secondary Agency list view. Scroll down the list of available agencies, repeating the procedure. Click Save when finished.
User's Email Address: Optional; enter the user's email address.
Attributes: Defaults with a check mark in the Active field. This indicates the user is an "Active" employee, who will be using Diamond. To make the user "Inactive," click in the Active field to remove the check mark.
Setup User Security Questions: If you would like to ensure an extra security measure for a user logging into the Web, you can select the Setup User Security Questions button. This returns a User Security Question screen that contains three (3) questions / corresponding answers. Select a question from the list provided and enter the user's response for each question. Click Save when finished. When the user forgets their password, they will then be prompted with the answers contained here.
Notify Underwriting: When the field is selected, it places a check mark in the field. Only those users having a check mark are displayed and available for selection when the Underwriting button is chosen on the New Notify Underwriting screen in the Claims System.
External User: For use with a “De-Coupled” Claims System. When selected, this indicates if the user exists in an external system. If a Claims Task is assigned to an external user, Diamond will send the task information to the External Task Service instead of creating the task within Diamond.
Dashboard / Template / Use as Startup: Used for the Web. If you have established a Dashboard for a user or group of users (for example, claim personnel) that displays a customized desk top containing only those items pertinent to them (e.g., Open Tasks, Notes, etc.), select the template from the Template combo box. Placing a check mark in the Use as Startup field ensures that the customized desktop is displayed as opposed to your company's home page.
Security Groups: This allows you to add a user to Security Groups that have been set up in your system.
Workflow Queues: Select Add to return the Workflow Queues screen. Choose a queue the user is assigned to and click OK. Workflow Queues are used as a place holder for tasks that are not currently assigned to an individual user. Users assigned to specific queues can work on the list of tasks in the queues they are able to access.
Click Save. The User Login Setup screen returns.
Once the user's login has been set up, the next step is to add their authorities.
To add authorities:
From the User Login Setup screen, highlight the user's name in the list view and double click or choose Edit.
When the Edit User <User's Name> screen displays, click Add in the lower left of the screen in the Modify User Authorities section.
Next, do the following when the Add User Authority screen displays:
Company: Select the name of the company from the combo box.
Branch: Choose the corresponding branch the user works in from the combo box.
Department: Select the department the user works in from the combo box.
User Type: Choose the user type from the combo box that best fits the user's job responsibilities.
Click Save.
Answer Yes to the confirmation question: "Set authority to default for user type <Name of User Type>?"
All Authority Groups are then shown in the middle section of the screen. Because the user is given established authority within his or her user type, you may want to add or remove some of the authority. If you are uncertain of what an individual authority does, you can highlight the authority listed and use the scroll bar at the bottom to see the definition.
To add an authority:
In the Authority Group section on the left side of the screen, highlight the first authority group.
On the right hand side of the screen, all authorities within the selected authority group are shown. Those having a check mark were default authorities given based on the user's authority defaults.
To add a single authority not granted, click in the field next to the authority. This places a check mark in the authority.
Authorities that have "N/A" listed in the Amount column do not require a dollar amount. Other authorities may require a dollar amount limit. When these are selected, they return an Amount screen for entry. Enter the dollar amount and click Save. The amount is listed in the Amount column.
If all available authorities should be granted, simply click the All button.
Continue to arrow down the list of Authority Groups listed. Add any available authorities the user needs.
To remove authority:
In the Authority Group section, highlight the first authority group.
Authorities may be displayed which have been given to the user.
To remove a single authority granted, click in the field to remove the check mark.
If all granted authorities should be removed, click the None button. All check marks are removed.
Continue to arrow down the list of Authority Groups shown. Remove any granted authorities the user does not need.
Once all authorities have been maintained, click Save, then select Close to exit the screen and return the Edit User <User Name> screen. You will see Company / Branch / Department Type and User Type assigned for that user at the bottom of the screen in the list view.
Let's say, you have one or two authorities you do not want a user to have, but they may have the rest of the authorities listed. Place a check mark in the boxes they will not have authority for. Click Invert. The system places check marks in all the remaining boxes, and removes the check marks from the existing boxes, indicating those authorities are not granted.
Likewise, if you have all of the authorities with check marks except for one or two and you select Invert, the system removes all the check marks from the existing authorities and places check marks in the fields previously unselected.
To make changes to an existing user:
From the User Login Setup screen, highlight the user's name in the list view and double click or choose Edit.
When the Edit User <User's Name> screen displays, make any changes necessary.
Next, if changes need to be made to authorities, highlight the company / branch / department / user type in the list (if more than one), and click Edit.
Make any changes on the Edit User Authorities screen.
Choose Save, then select Close.
To return to the User Login Setup screen, click Close again.
Users cannot be deleted from Diamond; however, they can be made "Inactive." You may want to do this when an employee leaves your company.
To make an employee "Inactive:"
First, make sure the person has no open tasks by accessing the Open Tasks List.
Transfer any open tasks to either yourself, if you have the authority, or to a workflow queue.
Next, access Diamond Administration / Users and Workflow Queues / User Setup.
On the User Login Setup screen, highlight the user's name in the list view and double click or choose Edit.
When the Edit User <User's Name> screen displays, click on the check mark in the Active field. This removes the check mark and makes the person "Inactive."
Click Save, then select Close. The person is moved from the "Active" to the "Inactive" list.
This function allows authorities to be copied from a specified user to the current user (or a user being edited).
To copy authorities:
Click the Copy Authorities button on the Modify User Authorities toolbar.
When the Copy Authorities screen displays, select the <User Name> in the From combo box. This is the user whose authorities will be transferred to the user listed in the To User field.
Click Copy.
Answer Yes to the confirmation: "Copy authorities from <Selected User's Name> to <User Being Edited>?"
The authorities will begin to be copied.
When finished, the Edit User Authorities screen displays.
If no further editing is necessary, close out of the screen and select Save on the Edit User screen.
To completely exit out, click Close.