Who is this article for?

Administrators responsible for managing the system.

System Settings Administrationpermissions are required.

System Settings provide access to settings and configuration that will apply to all users within your organization. This article explains what the settings in each tab control, allowing you to tailor the system experience to your preference.

1. General Information
2. Web Settings
3. Password
4. Document Control
5. Testing and Training
6. Workflow

1. General Information

You can view a summary of your Ideagen Quality Management user licenses here.

This information is tied to your system's License Key, it cannot be modified without contacting our Support Team and receiving a new Key.

• License Key - Your unique Quality Management key.
• Dedicated Users - License assigned only to a single user account. This is typically an Administrator or Quality Manager. Only that user can login with that license.
• Legacy Features
  • Concurrent Users - License shared among many users. For example, you may own 5 Concurrent licenses and have 30 users assigned to them. This means only 5 of the 30 can be logged in at a time.
  • Testing Users - Testing and Training license shared among many users. Works similar to a traditional Concurrent license.
  • Expiration - Time period after which a session is set to expire, if at all.

2. Web Settings

You can configure settings around the Quality Management website and user sessions here.

• Dedicated Session Timeout (Minutes) - Specifies the maximum time (in minutes) a dedicated licensed user can remain idle before they're automatically logged out.
  Lower settings help prevent unauthorized access in cases where users may leave the system open and unattended.
• Legacy Features
  • Concurrent Session Timeout (Minutes) - Specifies the maximum time (in minutes) a concurrent licensed user can remain idle before they're automatically logged out.
  • Testing User Session Timeout (Minutes) - Specifies the maximum time (in minutes) a user logging in with a Testing and Training license can remain idle before they're automatically logged out.
  • Default language for logged out users - Specifies the language the user interface is displayed in when the system is accessed while the user is not logged in.
• Homepage - Selects the .html Document created for the Homepage and adds it to the Documents Tree.
• Login Redirect - Selects which page the user is redirected to on login.

Documents Tree Selector will only display controlled .html Documents that have been published.

3. Password

You can modify the password settings and requirements for all users accounts here.

These settings do not affect Active Directory users' accounts, details of which are controlled by your Active Directory configuration rather than Ideagen Quality Management.

• Minimum Length - Minimum number of characters required in passwords.
• Minimum Non-Alpha Characters - Minimum number of non-A-Z characters required in passwords.
• Minimum Mixed Case Characters - Minimum number of characters that can differ in case (upper or lower) from the rest of the other characters.
• Number of Previous Passwords to Store - Number of prior passwords remembered by the system, requiring new ones to be different.
  Old passwords can be reused once the number of passwords between now and then exceeds this setting.

If you've enabled LDAP or SSO for a given user, the password for their domain/provider account is never stored in the Ideagen Quality Management database.

• Allow Use of Default Password - Allows the Default Password field to be used when a password is reset.
  Don't enable this if you want to require that users reset their password from the Default Password setting to something they choose when they next login.
• Default Password - Value the Reset Password button changes the password to. Use UserName if you want the password to be identical to their case-sensitive Login Name.
• Expire Passwords - Turns on expiration for passwords. Once checked, it will activate other password expiration options.
  • Expiration Value and Expiration Frequency - Value and frequency (in days, months or years) in which password expiration should occur.
    For example, enter '3' in the value field and select 'Years' from the frequency drop-down if you want passwords to expire every three years.
  • Days Before to Remind User - Amount of days before the password is going to expire when a user will be notified when they are logging in that their password must be reset.
• Failed Attempts before Account Locked - Maximum number of failed login attempts permitted before the account is automatically locked, requiring Administrative resetting and a new password.

LDAP Server Configuration

Configure this section to specify which Active Directory (LDAP) domain(s) on your network user authentication will be allowed against when logging into Ideagen Quality Management.

If multiple domains are configured, users are required to login with a "Domain\Username" or "Username@domain" format. Be sure to configure which domain a user authenticates against in their Personnel profile.

SSL Requirements

To enable SSL:

1. Create a signed, trusted SSL certificate on the Quality Management web server.
2. Configure Microsoft IIS for SSL on the web server.
3. Open Quality Management.
4. Go to Administration from the Navigation Menu.
5. Select System Settings.
6. Switch to the Passwords tab.
7. Tick SSL under LDAP Servers.
8. Switch to the Web Settings tab.
9. Change the URL to https://{servername}.

Additional SSL Certificate Information

Signed SSL Certificate (recommended for sites with no IT) is a certificate signed by a third party trusted source, such as Verisign or GoDaddy.

Self-Signed Domain Certificate (recommended for larger sites with IT support) is a certificate used by organizations that have a corresponding CA (Certificate Authority) server on their domain. By using this method, you can create your own signed certificate and not have to pay a third party to sign it. Certificates issued by a CA server will be trusted by all machines on the same domain.

Self-Signed Certificate (not recommended) is a certificate that is only signed by the IIS server that created it.

4. Document Control

You can configure global settings related to the Document control and file processing here.

• Show Link to Edit File for Published Documents on Document Properties - Adds a link on the Document properties tabs to the source (edit) file and the PDF generated by Ideagen Quality Management, as shown below. This allows both files (typically Word) to be used if need be, rather than only the PDF version.
• Enable the "Verify Up to Date" option when a Document expires - Allows the user reviewing an expired Document to send it out for instant re-approval without having to check the Document in and out, in cases where no changes are required.
• Maximum Serial Level approvers - Maximum number of approval groups/users Documents can be required to stop at before publication.
• Allow Track Changes - Turns on Track Changes functionality for all users.
• Allow Document and Folder Coloring - Allows the Tree Display properties to be modified.
• Allow Uncontrolled Documents - Allows users to create Documents that are exempt from Document control. Such Documents only exist in a published status and are updated through the replace feature. There is no approval or review option for these Documents.
• Use Automatic File Transfer - Allows for use of the Automatic File Transfer tool. We recommend leaving this setting enabled at all times.
• Show User their Working Folder - Allows users to view and modify their Working Folder.
• Default Working Folder - Designates a default Working Folder for any newly added user. This setting can be modified by the user at any time through their User Preferences page.
  It also does not affect existing users. In other words, you can't globally change all users' Working Folder locations through this setting and must change them individually.
• Prohibited Extensions (comma-separated) - Prevents users from adding files with specific extensions.
  For instance, if you're trying to force usage of newer Microsoft features, you may choose to disable .doc and .xls file types, so users are forced to use .docx, .docm, .xlsx, and .xlsm.
• Disable Automation for the following Documents (comma-separated, by ID) - Used by Ideagen Quality Management Services for troubleshooting.
  This setting turns off Automation for specific Documents. To use this setting, you must enter the Document ID# for each Document, separated by a comma (i.e. 532, 1211, 9927).

5. Testing and Training

You can configure this setting to control the assignment of Tests and Trainings here.

• Propagate tests and trainings to all subgroups within groups - Allows all subgroups nested under the group assigned as a Tester or Trainee to be be sent Tests and Trainings.
  This behavior occurs when a Test or Training is initially manually sent, when a Test or Training expires, when a Test may be sent through an associated Document update, or when new members are added to a group.
  When this setting is not enabled, Tests and Trainings are only sent to the immediate group members (not subgroups) specified on the Training and Testing definitions.
  Enabling this setting will send any applicable Tests and Trainings to subgroups that have never received those items the next Send event.

6. Workflow

You can configure settings for how Workflow Definitions here.

• Automatically fix small errors when putting workflow definitions online - Allows the system to automatically correct errors when putting a Workflow online in cases where there is only one option to fix the error. For example, if Audit Managers are not a required party for a route, the system will add them as a Responsible Party.
• Show Time Stamp on Workflows - Adds a clock time to the Route detail lines in the header section of a Workflow instance. By default, a calendar date stamp is already included.
• Default Email Action Settings - Configures the default format for new Email Actions.
  Since Email Actions can be automatically generated, either when manually creating a Workflow definition in the system or when importing a new Workflow through the Workflow Designer tool, we highly recommend using this feature.