You must then activate DataGuard in the DataPro 900 software by entering the activation code,
DataGuard
Activate DataGuard. Step-by-step instructions are included in “Step 8: Setting up DataGuard (Optional)” on page 47. As part of the activation, GE Analytical Instruments strongly recommends you also follow the steps in the section called “Establish a New DataGuard Administrator Account” on page 48.Administering DataGuard
All DataGuard administration activities are performed in the DataGuard - Administration dialog box. Any user with a User Level set to Administrator can log in and set up, configure, edit, and view information.
For security purposes, the DataGuard - Administration window automatically closes after three minutes by default. A countdown timer appears in the lower left corner of the window; to extend the time the window is displayed, click the Reset Timer button. To close the window manually, click the Logout button.
Figure 31: The DataGuard - Administration Window
Creating and Editing User Accounts
DataGuard allows Administrators to define access to various menus, dialog boxes, and settings for each user, based on the user’s Login ID and assigned User Level. You can pre-define authorization levels and the allowed access to specific actions. See “Specifying Access for User Levels” on page 87. You can also customize the name of a user level. Refer to “Changing the Names of User Levels” on page 86.
To assign user levels
You will need to assign the appropriate User Level to each User ID. You can assign this level when you add a new user, or if needed, edit the User Level for an existing User ID.
1. Click DataGuard
Administration. The Administration dialog box appears.2. Complete the following, and then click OK.
• Login ID — Type your Administrator-level Login ID. • Password — Type your password.
3. The DataGuard - Administration dialog box appears.
4. Do one of the following:
• To create a new User ID, click Add User. A new Add User dialog box appears.
5. To modify an existing User ID, click Edit User. The Edit User dialog box for that user appears.
6. If this is a new user, complete the following:
• Login ID — Type a unique name or number to identify the user.
7. Complete or change the following: • Password — Type a password.
• Password — Type the same password to confirm the previous entry.
• User Level — Select a user level, either Technician, Lab Manager, Manager, or Administrator. • User Status — Select Active. (An Inactive status prevents a user from logging in to DataPro 900). • “User must change password at next login” option — Select or deselect this option, as needed. 8. Click OK. Any new user will now display in the User List of the DataGuard -
Administration dialog box.
Entering Signature Reasons
The Signature Reasons tab displays the list of reasons for signing an electronic document. Administrators can define up to ten Reasons with an independent Authorization Level. The user signing the record must have the minimum Authorization Level specified here. The Reason becomes part of the signature, is attached to the electronic record, and is displayed when signatures are viewed.
To specify signature reasons
1. Click DataGuard
Administration.2. Enter an Administrator-level Login ID and Password, and then click OK. 3. Click the Signature Reasons tab.
Note:
You can only enter information in the User Name and Login ID fields when creating a new User ID. You cannot change these fields for existing User IDs.4. Click in the first empty field in the Reason column and enter a brief description of why a digital signature is required (e.g., Review, Comment).
5. Click on the Authorization Level drop-down menu. Select the minimum authorization level required to sign with this reason. A user must have a user level equal to or higher than this authorization level in order to sign.
6. Continue entering reasons and authorization levels as needed, up to a total of ten reasons. 7. Click Logout to exit the DataGuard - Administration window.
Configuring DataGuard
You can customize your DataGuard environment by defining settings for login activities, audit trail comments and entries, and passwords.
1. Click DataGuard
Administration.2. Enter an Administrator-level Login ID and Password, and then click OK. 3. Click the Configure tab.
4. Set the values as desired:
• Automatically Enter Login ID — when checked, the last Login ID is automatically inserted into most login dialog boxes until the program is exited.
• Request audit trail comments — when checked, an audit trail comment box appears in certain dialog boxes; entering comments is always optional.
• Login Timeout — specifies how long the DataGuard - Administration window remains open before the Administrator is automatically logged out.
• Login Attempts — specifies how many failed login attempts are allowed. After the number of failed login attempts specified here, the user’s account is set to Inactive. Once an account is set to Inactive, an Administrator must reactivate the account by manually setting it back to Active.
• Min User ID Length — specifies the minimum character length for a Login ID. • Min Password Length — specifies the minimum character length for a password.
• Password Expires — specifies the number of days a password is active before it must be changed. • Max Audit Entries — specifies the number of entries allowed in the Audit Trail before you must
archive. (For more information see “Archiving the Audit Trail” on page 91.) 5. Click Logout to save and apply the changes.
Changing the Names of User Levels
DataPro 900 provides five default user levels. The names for two levels are fixed: Level 5 is set to Administrator and Level 1 is set to None. You can change the names of the other three levels by following these steps:
1. Click DataGuard
Administration.2. Enter an Administrator-level Login ID and Password and click OK.
3. In the DataGuard - Administration window, click Setup
User Level Names. The User Levels dialog box appears.4. Change the user level names as desired and click OK to save the changes. 5. Click Logout to exit.
Note:
Administrator-level accounts are subject to the maximum allowable Login Attempts, so it is possible for Administrators to lock themselves out of the system. If this happens, con- tact GE Analytical Instruments Technical Support at 1-800-255-6964, 303-444-2009, or in the United Kingdom at 44 161866 9337.Specifying Access for User Levels
DataPro 900 lets you assign a minimum user level to basic actions: users must have a user level equal to or higher than the indicated authorization level in order to perform the action. Setting the authorization level to None indicates that anyone can perform the action, and a Login ID and Password are not required.
To set authorization levels, follow these steps: 1. Click DataGuard
Administration.2. Enter an Administrator-level Login ID and Password.
3. In the DataGuard - Administration window, click Setup
Function User Levels. The User Functions Levels appear.4. Specify the minimum user level required to perform each of the actions by selecting the desired level from the drop-down menus.
5. Click OK to save the changes. 6. Click Logout to exit.
In the dialog box shown), the User Level of Technician is required to open protocol or result files, but the higher User Level of Lab Manager is required to save protocol files. The highest User Level, Administrator, is required to change settings in the Set Options dialog box or to change the system clock.
Moving DataGuard
To move DataGuard to another location on the current computer or to a different computer, click Setup
Move DataGuard in the DataGuard
Administration window (see Figure 32). The Current Location is where DataGuard currently resides. Type in the New Location (or use Browse to navigate to the correct folder on the computer), then click OK. All files and directories move to the new location and the connection is automatically updated. DataPro 900 does not move.Figure 32: The Move DataGuard Dialog Box
Verifying DataGuard
DataGuard maintains a list of known protocol, result, and system files. You can compare this list against the files stored in the protocol, result, and system directories to verify that all of the known files are present in their expected locations by clicking Setup
Verify DataGuard in the DataGuard - Administration window. A status message at the bottom of the dialog box indicates if any files are missing. Missing files are listed in a file called VerifyLog.txt.Setting Default Connections
There may be several DataGuard file systems in a computer network; however, DataPro 900 can only be connected to one copy of DataGuard at any given time. You may want to change the connection to a different copy of DataGuard depending on the type of work being done or to look up information. Additionally, each copy of DataGuard has a separate list of users. By sharing a common DataGuard, user accounts only need to be set up one time and can be maintained in one place.
Up to three default connections can be predefined. The Administrator can name a connection and then set the path to a DataGuard file system; only the connection name is visible when the user changes the connection. To set up default connections, follow these steps:
1. Click DataGuard
Administration.2. Enter an Administrator-level Login ID and Password.
3. In the DataGuard - Administration window, click Setup
Default Connections. The Default Connections dialog box appears.4. Enter a brief description in the Name field, and then enter a complete Path to the file or Browse to the appropriate folder.
5. Click OK to save the changes. 6. Click Logout to exit.
Reviewing the DataGuard Audit Trail
DataGuard maintains an audit trail of all user activity from the time DataGuard is activated and may be viewed by any user with a sufficient user level setting. You can review the audit trail via one of two methods:
• Click DataGuard
Review Audit Trail.The most recent user actions appear at the top of the list. Use the Up and Down arrow keys on the keyboard to scroll through the list. Details of the selected line are displayed in the bottom section of the window. The audit trail identifies who performed the indicated action and the time of the event. If the action was associated with a specific file, the file name is displayed. Any comments that were entered are also displayed.
As in the main DataPro 900 window, you can change the order in which columns are displayed by clicking on a column name and dragging it to the desired location; other columns will automatically shift position to
accommodate the move. Click a column name to sort the data by that column.
To print all or part of the audit trail, click Print. Select All and click OK to print the entire record. To print a specific range of records, click Range, enter Start and End dates, and click OK.
Archiving the Audit Trail
Over time the audit trail can become quite large. To move the oldest data from the audit trail into an archive file, follow these steps:
1. Click DataGuard
Administration.2. Enter an Administrator-level Login ID and Password and click OK.
3. In the DataGuard - Administration window, click Audit Trail
Archive Audit Trail.4. Enter the Start Date. All data previous to this date will be removed from the audit trail and archived. Data created within the last 30 days cannot be archived, so the starting date must be set to at least 30 days prior to the current date.
When you archive the audit trail, data will be saved to the DataGuard Archive folder as two separate but identical files: AuditTrailArchive.dg and [year,month,date]AuditTrailArchive.dg. For example, the files created from the settings in Figure would be named AuditTrailArchive.dg and 2004APR13AuditTrailArchive.dg. Each time you archive data, DataGuard overwrites the previously saved AuditTrailArchive.dg file.
The AuditTrailArchive.dg file is intended to be a record of the most recent archive (thus is it over-written each time you archive the audit trail). The dated audit trail archive files are meant to be a historical record of all archived data over time; back up the dated archive files so you have a complete archive of your audit trail.
Reviewing the Audit Trail Archive
You can review the archived audit trail entries in the AuditTrailArchive.dg file by following these steps: 1. Click DataGuard
Administration.2. Enter an Administrator-level Login ID and Password.
1. Delete the file named AuditTrailArchive.dg or move it to a different folder. 2. Copy the date-named file containing the data you want to review and rename it as
AuditTrailArchive.dg.
3. In the DataGuard - Administration window, click Audit Trail
Review Audit Trail Archive.You can print and export an archived file just like a non-archived audit trail. See “Reviewing the DataGuard Audit Trail” on page 89 for more information.
Working with the Administration Log
The Administrator Log is a record of all Administrator-level actions that appear in a format similar to the regular audit trail. To review the Admin Log, in the DataGuard
Administration window click Admin Log
Review Log.The most recent administrator actions appear at the top of the list. Use the Up and Down arrow keys on the keyboard to scroll through the list. Details of the selected line are displayed in the bottom section of the window. The Admin Log identifies who performed the indicated action and the time of the event. If the action was associated with a specific file, the file name is displayed. Any comments that were entered are also displayed. To print all or part of the Admin Log, click Print. Select All and click OK to print the entire record. To print a specific range of records, select Range, enter Start and End dates, and click OK.
To export the Admin Log to a .csv (comma-separated) or .txt (tab-separated) file, click Export. The data is exported to the default location set up by the administrator in the Set Options dialog box (see “DataPro 900 Main Screen” on page 53 for details).
Archiving the Administration Log
Archive old data on a regular basis to ensure optimum running time for DataPro 900. Over time the administration log can become quite large, which can slow down processing.
To move the oldest data from the log into an archive file, follow these steps:
2. In the DataGuard - Administration window, click Admin Log
Archive Log. The Archive Administration Log dialog box appears3. Use the up and down arrows in the Start Date field to enter a new date. All data previous to this date will be removed from the audit trail. Data created within the last 30 days cannot be archived, so the starting date must be set to at least 30 days prior to the current date.
When you archive the log, data is saved to the DataGuard Archive folder as two separate but identical files: AdminLogArchive.dg and [year,month,date]AdminLogArchive.dg. For example, a start date of 13-Apr-2004 will generate files named: AdminLogArchive.dg and 2004APR12AdminLogArchive.dg. Each time you archive data, DataGuard overwrites the previously saved AdminLogArchive.dg file.
The AdminLogArchive.dg file is intended to be a record of the most recent archive (thus is it over-written each time you archive the audit trail). The dated admin log archive files are meant to be a historical record of all archived data over time. Back up the dated archive files so you have a complete archive of your Administration Log.
Reviewing the Admin Log Archive
You can review the archived audit trail entries in the AdminLogArchive.dg file by following these steps: 1. Click DataGuard
Administration.2. Enter an Administrator-level Login ID and Password.
3. In the DataGuard - Administration window, click Admin Log
Review Admin Log Archive.If the data you want to review is older than the most recent archive and exists in one of the files named with the year, month, and date you must do the following:
1. Delete the file named AdminLogArchive.dg or move it to a different folder.
2. Rename the date-named file containing the data you want to review as AdminLogArchive.dg. 3. In the DataGuard - Administration window, click Audit Trail
Review Audit Trail Archive.Changing Passwords
Passwords may be changed at any time; however, users will be forced to change expired passwords when the value in the Password Expires field in the DataGuard
Administration window is met. The new password cannot match the old password and must meet the minimum length specified by the Administrator in the DataGuard
Administration window (see “Configuring DataGuard” on page 85 for more information). To change your password, follow these steps:1. Click DataGuard
Change Password. 2. Enter an active Login ID in the Login ID field.3. Enter the existing password for the Login ID in the Old Password field. If the password has been forgotten, the administrator must assign a new password in the Edit User window (see “Creating and Editing User Accounts” on page 82 for more information).
The new password cannot match the old password, and must meet the minimum length specified by the administrator in the DataGuard
Administration window (see “Configuring DataGuard” on page 85 for more information).4. Enter the same new password in the New Password and Verify Password fields. If the new passwords do not match exactly, the password change will be rejected and the old password will remain in effect. 5. Click OK to save the changes and exit.
Figure 34: The Change Password Dialog Box
Signing Protocols
When a protocol is run or saved, a signature is automatically required, along with the reason for the signature, the identity of the individual signing, and the time the signature was applied.
Note:
Before signing files, you must first set up Signature Reasons in theDataGuard - Administration dialog box. See “Configuring DataGuard” on page 85 for details.
To sign a record or view previously signed records, follow these steps: 1. Make sure the protocol or result is displayed on-screen.
2. Click DataGuard
Signature and then one of the following menu items:• Sign Protocol — Prompts you for a Login ID, password, Signature Reason, and comments. • Sign Result — Prompts you for a Login ID, password, Signature Reason, and comments.
• View Protocol — Prompts you to select a protocol file from the list of known files. Highlight a file name and click Open to display the signature data. Click the Prev and Next buttons to scroll through the signatures attached to the selected file.