Issue/Symptom/Question

How to create a PENTA user when we are setup for Active Directory?

How to set up AD/NT authentication?

Applies To

• Active Directory (AD) Integration
• PENTA for Windows
• OnBase
• System Management > Security > Define Users

Resolution/Fix/Answer

Prerequisites

The user creating the new user must have the System Management Module Security rights and ability to update OnBase User Ids.

Process Steps & Screen Locations

1. Define Users window opens in insert mode. Enter the User Id based on what your Company has determined to use for User Ids
   1. NOTE: The PENTA User Id field has a max length of 6 characters. It is okay if the PENTA User Id does not match the windows/Active Directory user Id
2. Enter the new users full name in the Name field.
   
3. Enter the default password for the new User. 
   1. NOTE: The user will not be using this password to log into the system, they will use the windows password. It is recommended to assign a unique password here for each user regardless
      
4. In the Server User Id and Password enter the id and password that was given from PENTA Technical Services. If you are not sure what this should be, please submit a service desk ticket and request this information.
   
5. In the OnBase User Id field enter the Users windows User Name (AD User Name). 
   1. Note: By default OnBase Directory Service Authentication uses the sAMAccountName, so this is what is meant by “AD User Name”.
      
6. Enter the OnBase password, this can be the same as the PENTA password in Step 3.
   1. NOTE: this is not required, you can also tab through this field without entering an OnBase Password
      
7. Enter the appropriate Accounting Entry Authorization level for the user. Below are the available values.
   1. 1 - Open, Unrestricted Periods – User can only post accounting transactions to accounting periods in an open, unrestricted fiscal year. For example, fiscal year 2012 is still open and you want to restrict access to the first period of 2013. Once you restrict the first period of 2013, users with this authorization level cannot post to the restricted period.
   2. 2 - Open, Restricted Periods – User can only post accounting transactions to open accounting periods in an open fiscal year, regardless of whether the period is marked as restricted.
   3. 3 - Closed, Unreported Periods – User can only post accounting transactions to accounting periods not marked as being part of a Final Close.
   4. 4 - All Periods in Open Fiscal Yrs – User can post accounting transactions to accounting periods in any open fiscal year.
   
8. Duplicate invoice will default to ‘N’. This field should only be Y for AP Clerks, and only if those users should be authorized for entering duplicate AP invoice #'s
   
9. Enter User Type ‘H’ for Home Office user. Other User Types will be identified for special users.
10. Enter the appropriate Payroll Access Level for the user.
    1. 0 - No Access – The User cannot view pay rate and salary information for all employees
    2. 1 - Access Non-Confidential Only – The User can only view pay rate and salary information for non-confidential employees.
    3. 2 - Complete Access – The User can view pay rate and salary information for all employees
       
11. Select from the list of values or enter the user’s employee id in the Emp Id field. The user needs to be linked for OnBase and to be used in fields throughout PENTA.
    
    Note: The Employee will need the Window's User Id assigned to Log into PENTA for Windows with the Window's User Id.  The User/Employee Cross Reference window can be used to confirm that PENTA for Windows Users have the Window's User Id entered, after the User exists
    
12. Navigate to the Group Authorization block, Enter the User’s Security Group. Depending on security either enter an A or S in the All OU Code field.
    
13. Navigate to the Job Authorization tab and provide the list of jobs the user has authorization to view. 
    
14. If the User is an AP User navigate to the AP Check Forms tab and give access to the AP Check Forms
15. If the User is a Payroll User navigate to the Pay Groups tab to give access to Pay Groups
    
16. Close the window and the PENTA User will be created and the OnBase User will be created.