DAVINCI EXPLORER is the administration tool for the DAVINCI SERVER. Using DAVINCI EXPLORER the main people responsible can create and manage new timetables that are to be processed together, as well as create new users for the purpose of work-based planning and information exchange, granting them fine-tuned access to the various responsibilities of the scheduling with user rights management.

DAVINCI EXPLORER is copied to your computer together with the installation of DAVINCI. An explicit installation is therefore not necessary.


Since the DAVINCI EXPLORER only works in conjunction with DAVINCI SERVER the installation and configuration of DAVINCI SERVER is a requirement in order for the program to start successfully.

In addition, a connection to the desired DAVINCI SERVER must already be established on the PC on which the DAVINCI EXPLORER is executed.

For Windows XP / Vista / 7

  • Click on the Windows Start menu and then onPrograms > STÜBER SYSTEMS > daVinci-Explorer 6 to start the DAVINCI EXPLORER.

For Windows 8:

  • Open the Windows App view, and then click Programs > STÜBER SYSTEMS > daVinci-Explorer 6 to start the DAVINCI EXPLORER.

For Windows 10:

  • Click the Windows Start menu and go to Alle Apps > STÜBER SYSTEMS > daVinci-Explorer 6 to start the DAVINCI EXPLORER.

When the program starts the login window "Connect to DAVINCI Server" will appear.

User Login when starting DAVINCI-EXPLORER

To log into DAVINCI EXPLORER a user account with corresponding access rights is required. In the case of an initial installation, only the default administrator account is enabled, which allows you to log in with the admin username and a blank password field.

To log into DAVINCI EXPLORER when you start the multi-user management, please follow these steps:

  • Select in theServer field the name of your DAVINCI SERVER that you have assigned when you set up the server connection.

  • In user field enter the Username you wish to log in with in order to access the DAVINCI SERVER.

  • Enter in the password field the password of the user account you want to login with.

  • If you are frequently logged on to the same user account, you can mark the option Save user name so that the specified username has already been entered on the next login.

  • Confirm with OK.

You are now logged into DAVINCI SERVER with DAVINCI EXPLORER and can access the administration of users, tenants and timetable files.

NOTE: The default administrator account with the admin username can not be deleted and is present each time you reinstall. Like every user you assign the administrator role to, it has full access rights to all areas of the timetable. Therefore, as soon as you've created new users who either have administrator rights themselves or at least have the right to access the user management of DAVINCI EXPLORER, you should immediately deactivate them or protect them with a password against unauthorized access. You can find out how to do this in the section on user administration.

Manage Server Connections in DAVINCI EXPLORER

All functions for managing the locally set up server connections and the current connection to DAVINCI SERVER selected at the start of the program are summarized on the "Servers" tab in the upper left of the main program window of DAVINCI EXPLORER.

Manage Server Connections
  • Connect to server: If you are currently not connected to a DAVINCI SERVER, you can use a DAVINCI SERVER to connect this menu item: The dialog "Connect to DAVINCI Server" is described in the section "Program start". Alternatively, you can also click the identical icon in the upper left corner of the main program window, which has the same function.

  • Disconnect from the server: If you're currently connected to a DAVINCI SERVER, you can disconnect the connection using this menu command. You can also click on the identical icon in the upper left corner of the title line, which has the same function.

  • Update from the server: The DAVINCI EXPLORER and the DAVINCI SERVER automatically match each other with each completed work step. If you want to ensure that the current status of all resources managed with the DAVINCI EXPLORER is displayed before starting a work step, for example, if you have no longer executed a work step, you can use this menu item. Here you can alternatively click the similar arrow icon at the top left of the title bar, which has the same function.

  • Manage server: If you want to add a new connection to a different DAVINCI server on your local PC or edit/delete an existing connection, you can use this menu item to access the "Manage Server" dialog. The operation of this dialog is described in more detail in the section Setting up the server connection of the workstation PCs.

  • Server Information: If you would like to know which server you are connected to and which users are currently accessing this server, you can use this function, which displays the "About DAVINCI SERVER" dialog.

Server Information

Options: Click on this menu item to change the language of the program dialogs in the "Options" dialog.

User Management in DAVINCI EXPLORER

With DAVINCI EXPLORER you can manage users and groups on your DAVINCI SERVER.

The creation of individual user accounts for all users of DAVINCI SERVER is for the individual identification of your users, which can then be assigned to one or more user groups, depending on the respective task area, just as you can assign individual access rights to individual users that deviate from the group guidelines at any time. Through the individual user accounts and the personal data, your planners always know when conflicts occur, who is currently accessing the currently processed plan resource.

User groups are used to group several individual users with similar tasks so that they can be managed as a group. You can then use the user groups to access, for example, all members of a group, such as your timetabler, substitution planners, members of the administration, etc., access to a plan directory instead of having to capture each individual user individually. In order to make your work easier, the DAVINCI SERVER already provides the sample user groups "Master Planner", "Timetable Planer", "Substitution Planner" and "Look User" during the initial installation.

List of User Groups

Add a User Account

Adding a user account initially means that the new user is known in future to the DAVINCI SERVER and is set to active after being added. Whether and with which program the currently created user may access certain plans in a certain extent depends on the settings made in a second step in the area of ​​the policies and the assignment of the new user to user groups. The first step towards granting a user access to planning with the DAVINCI SERVER is to create a user account first.

Add a User

Add a new user to the user list of the current DAVINCI SERVER in the following way:

  1. Select the Start tab in the DAVINCI-EXPLORER program window, and then click Add in the menu bar. The "Add user" dialog box opens with the "User Account" tab.

  2. Enter the name in the Username field, which should be used to log on to the DAVINCI SERVER with one or more programs of the DAVINCI Enterprise program family.This name is used only for logon to the server, you can enter the full name of your users elsewhere.

  3. In the Tenant field you can optionally select a tenant if the user account is to be restricted to one tenant only.

  4. Specify the user type of the account. You can distinguish between the identifications for teachers, classes, students, administrators, staff and guests.

  5. Optionally, provide a comment for the user account.

  6. Select a password that your newly created user must enter into the DAVINCI SERVER when logging in, and enter it in the New passwordfield. If you want to check the spelling of the password, you can select the option Show password in plain text.

You have now entered the details that are required to create a new user account. If your password is at least 8 characters long, a new user is created on the DAVINCI SERVER as soon as you confirm with OK.

NOTE If the specified password has fewer than eight characters, the button for confirming the change remains inactive. Please always select passwords of at least eight characters.

In addition to the existing information, you can optionally have additional options for setting up new users.

  1. If you do not want to assign a password for certain reasons, you can deactivate the option Define new password. Your user can then log in with his/her username without having to enter a password.

  2. If you do not want to activate the newly created user account, you can deactivate the option User account is active. The user can only log on to the DAVINCI SERVER again as soon as a user reacts to the user administration by re-selecting this point.

  3. If you select User is administrator, the user as administrator will have full access to all DAVINCI Enterprise programs in the future.

  4. If you select the option User can change his own password, the corresponding user can then change his own password in some programs of the DAVINCI Enterprise program family.

  5. To collect personal information, such as your user's name and e-mail address, you can navigate from the User Account tab to the Personal data tab and enter your user's personal data into the appropriate fields.

You have now made all the details for creating a new user, as soon as you click `OK you confirm the "Add Ùser" dialog box and the newly created user is displayed in the "User" list in the main program window of the DAVINCI EXPLORER.

Change a User Account

To change the data collected for a user, first select the user account to be edited from the list on the "User" tab by clicking on the left mouse button and then select the menu item Properties from the menu "User". Alternatively, you can also right-click the desired user and select the Properties menu item from the context menu that appears. The dialog box with the properties of the user account opens, on which you can add or change all the properties listed in the previous section.

Remove a User Account

To completely remove a user's account from the server, in the list of user accounts, select the account you want to edit by clicking the left mouse button, then select the Remove menu item from the "Users" menu. Alternatively, use the right mouse button to click the required account and select the Remove menu item from the context menu that is displayed.

As soon as you confirm the security query with OK the selected user account is completely deleted from the server.

Note: If you do not want to temporarily use a user account, you can temporarily disable it instead of completely removing it. To do this, call the properties of the corresponding user account as described in the previous section and remove the checkbox User account is active.

Edit Memberships of a User

A user that has an account on DAVINCI Server can also be a member of a so-called user group. User groups serve to comfortably manage access rights of single users listed in groups. The management of the access rights of user groups and access rights in general is described in the following sections: Editing the policies of a user group and Managing the access rights to plans and timetable folders with DAVINCI Explorer. In this section you will first learn how to add a user to a user group and how to remove a user from a user group.

To assign a user to a user group or remove it from the membership list please proceed as follows:

  • In the "User" tab left click the user whose memberships you would like to edit and then click on the Memberships menu option in the "User“ menu area . Alternatively you can also right click the user to be edited and select the Memberships option from the popup menu. A program dialog "User Memberships“ will open containing a list of all the user groups the selected user is a member of.
List of memberships of a user
  • If you want to add the user to a user group please click on Add: The dialog „Add Memberships" that shows a list of all user groups the selected user is not a member of. Select one of multiple user groups then click OK to add the user to the selected groups.
Add User Groups to the memberships
  • If you want to remove a membership from the currently selected user, select the user group from which you want to remove the user, in the "User Memberships" dialog, and then click Remove. As soon as you have confirmed the security prompt with Yes the user will be removed from the corresponding user group.

Export a List of Users

List View of existing Users

To save the information collected for your users or to save typing on entering a longer list of users who may already be a document, you can import and export lists of your users. The export as well as the import takes place in or from the CSV file format, which you can manage with any text editor but also comfortably with spreadsheet software like Microsoft Excel.

To export the list of your users to a text file CSV format please proceed as follows:

  • Select User tab then click the Export button on the menu bar.

  • In the Export User dialog enter a path to the desired location of the CSV file to be created, or click Browse to specify the location and filename in a file browser.

  • If you want to change the default setting for the delimiter from semicolon used to separate the individual data fields in the generated CSV file into another character you can do this in the Use CSV Separator field.

  • Confirm with OK in order to export the list of your users.

PLEASE NOTE: When the users are exported the password will be output in encrypted form. Thus, the list would be a possible basis for the administrator to inform the users of their username and password.

Import a List of Users

Import a User List

You can import a list of DAVINCI EXPLORER exported users at any time using the export function Import. If however you want to use an existing list from another application, such as Microsoft Excel when you create your users, you must ensure that the order of the fields matches the expected succession of the DAVINCI Explorer. To do this, first export the data of a user already existing in the DAVINCI EXPLORER list of users, and then format the order of fields in your list accordingly.

Export DAVINCI User Data

The easiest way to generate users in DAVINCI EXPLORER is to extract the teachers, classes and students from DAVINCI. If the usernames have already been added you can apply them too.

  • Load the appropriate timetable file in DAVINCI
  • In the master data of teachers, classes and pupils you can open the context menu via the right mouse button. Select Create UserName to automatically generate it for all entries that don't have any users yet.
  • To begin exporting the user data select `Plan|Import and Export|Export DAVINCI User Data.
Select Export of DAVINCI User Data
  • Select whether you want to export teacher, class and/or student data. Specify the path and name of the file to export, then click Weiter to begin exporting.
Select Export DAVINCI User Data

Start Import

To import a list of users from a CSV file into DAVINCI Explorer please proceed as follows:

  • Click Import on the "User" tab.

  • In the "Import User" dialog box that opens enter the file path for the corresponding CSV file, or use the Browse button to select the desired CSV file in a file browser.

  • If you want to change the default setting for separating the individual data fields from semicolons to another character, please adjust the desired separator in the CSV separator field to your specifications.

  • Confirm your entries with OK to import the data contained in the specified CSV file into the list of users.

PLEASE NOTE: If you have previously exported the DAVINCI user data you can use the file created from DAVINCI for the import.

The list of your users exported to CSV format can save you have to enter them manually when transferring and re-creating users. However, it doesn't contain all the settings for these users, such as access rights, group memberships, etc. If you want to back up all the user settings you have configured for your DAVINCI SERVER the please include a copy of the "DAVINCI.users" file located in the DAVINCI SERVER working directory in your Backup. This file contains all user settings for your server.

Automatically Generate Passwords

If no passwords were included in the user data import you can generate passswords for multiple users automatically. Selecting the Generate Passwords button from the "Start" tab will do exactly that.

Manage User Groups with DAVINCI EXPLORER

List of User Groups

Creating and administrating user groups when working with DAVINCI ENTERPRISE is used to define policies and access rights to specific plans and areas for groups of people. Instead of defining specific policies and rights for each user individually, you can assign the appropriate users to a user group to which you only need to apply the applicable rules to once. The rules applied to the user group then apply to all users who are registered as members of the appropriate user group. As you can see from the initial installation of sample user groups for schedulers, scheduling planners, etc., a typical usage case for user groups is the assignment of access rights according to the task area during planning. How you work in practice with the various possibilities to define guidelines for individual users, user groups, plans and timetable folders is explained in a separate section. The following section describes how to create, edit, and delete user groups.

Add a User Group

If you want to add a new group to the list of user groups please proceed as follows:

  • In the program window of DAVINCI Explorer select the User Groups tab and click Add on the menu bar. The "Add User" dialog will open.
Add a new User Group
  • Enter a name in the "Group Name" field for your new group.

  • Optionally, you can enter an additional description in the "Description" field to be displayed in the list of user groups in the main progream window.

  • If you wish to deactivate the newly created user group you can untick the checkbox „Group Account is activated“.

  • Confirm with OK to create the user group.

Change a User Group

If you want to rename or deactivate/reactivate a user group please proceed as follows:

  • Left click the desired user group from the displayed list under the User Group tab and select Properties from the User Groups menu area. Alternatively you can open the Properties menu by right clicking on the user group. The dialog window "User Group Properties" will open.

  • Apply the desired changes in the fields "Group Name“, "Description" and „Group Account is activated".

  • Confirm your changes by clicking OK.

PLEASE NOTE: Deactivating a user group only affects the rights associated with the membership in this user group. A user who is a member of a deactivated user group has exactly the same rights that he would have if his membership in that group were removed. You can use this feature to temporarily grant or revoke certain rights.

Remove a User Group

A user group can be removed from the server as follows:

  • Select the appropriate user group in the list of "User Groups" by selecting the menu item Remove from the menu "user group". Alternatively, you can also call the Remove menu item from the context menu by right-clicking on the appropriate user group.

  • Confirm the following security prompt with OK to permanently delete the user group.

Add a Member to a User Group

To add individual members to a user group proceed as follows:

  • In the main program window in the list under the User Group tab, select the user group which you want to add new members to.
  • Select the Members option from the User Groups menu group. A program dialog "User Group Members“ will open displaying a list of all current members of the selected user group.
Member List of a User Group

Click the Add button: A dialog "Add Member“ will open showing all users who are not currently members of the selected user group.

  • Select one or more users you wish to add from the list and click OK.

  • The selected users are now members of the user group.

Remove Members from a User Group

To remove users from a user group perform the following steps:

  • Highlight the user group whose membership list you want to edit.

  • Select the menu item Members from the menu group "User Group". The program dialog "Members of User Group" will open displaying a list of all users who are currently members of the selected user group.

  • In the list select one or more users that you want to remove from the member list of the selected user group and click the Remove button.

  • Confirm the following security prompt with OK.

The selected user(s) have now been removed from the appropriate user group.

Manage Timetable Files in DAVINCI EXPLORER

You can access the view for managing your plans by selecting the "Timetable Files" tab in the program window. You can then organize them into as many folders and subfolders as you want, and in a second step, use user policies to determine whether the corresponding folders and plans are available to all or only certain users logged into DAVINCI Server.

The Timetable Files Tab

In the program view of DAVINCI EXPLORER which is used to manage your timetable files, you will find on the leftTo create a timetable folder on DAVINCI SERVER please do the following: side the area "Timetable Folder" where the folder structure you created on the server to organize your timetable files is displayed in a tree view . In the initial setup only the root directory "Workspace" is displayed, in which you can create as many folders and subfolders as you want. On the right is the area "timetable files". This lists all the maps in the left-selected folder, as you also know from Windows Explorer, when you display the contents of a file folder. Plan folders are not only used to group your plans meaningfully and clearly, you can also assign special rights to specific users or groups of beneficiaries for individual folders or subfolders only. To learn how to grant users and user groups access rights to specific plans and timetable folders, see the following section. This section describes how to create timetable folders and new plans, as well as load and download timetable files to the server or download them from the server to their local system.

Add a Timetable Folder

To create a timetable folder on DAVINCI SERVER please do the following:

  • In the left pane "Timetable Folder“ left click the workspace or folder under which to create the new folder as a subfolder and select the Add option from the "Timetable Folder" pane. Alternatively you can also right click an element in the tree view and select Add from the context menu: The program dialog Add Timetable Folder will open.
Add a new Timetable Folder
  • Enter the desired folder name in the „Folder Name“ field.

  • Select or deselect the "Plan folder is enabled" checkbox to choose whether your folder and the contained timetable files should be available for access.

  • Confirm your selection with OK in order to close the dialog and create the timetable folder.

Edit a Timetable Folder

Please follow the steps below if you want to change the name of a timetable folder or activate or deactivate a folder later:

  • In the "Timetable Folder" tab of the "Timetable Files" tab, left click the folder where you want to make changes and select the menu item Properties from the "Timetable Folder" menu. Alternatively, you can also right-click a folder and select the Properties command from the context menu: The "Timetable Folder Properties" dialog box opens.
Properties of a Timetable Folder
  • Complete your desired changes in the "Folder name and "Timetable Folder is activated“ fields.

  • Confirm and apply your changes with OK.

Remove a Timetable Folder

How to remove a timetable folder from the server:

  • In the "Timetable Folder" area left click the folder you want to delete and select the Remove option from the "Timetable Folder" area. Alternatively you can also right click on a folder and select the Remove option from the context menu.

  • Confirm the security prompt with OK to permanentely remove the selected timetable folder.

WARNING: If you delete a timetable folder containing timetable files all timetable files contained in the folder at the time of deletion will be deleted! If you want to temporarily lock a folder for access, you can temporarily disable it, as described in the section Editing a Timetable Folder.

Add a Timetable File

To create a new timetable file on DAVINCI SERVER proceed as follows:

  • In the left pane select the workspace or folder where you want to create the new timetable file and select the menu item Add from the "timetable file" menu. Alternatively, after you have selected a timetable folder you can right-click in "Timetable Files" area on the right side and select Add from the context menu: The "Add Timetable File" dialog window will open.
Add a Timetable File
  • Enter the desired name in the „File Name“ field of the new plan.

  • If you wish, add a description in the field which should also be displayed in the list of timetable files.

  • Select or deselect the "Plan file is enabled" checkbox in order to determine whether the newly created plan is ready to be accessed.

  • Confirm your selection with OK to close the dialog and create the timetable file. The newly created timetable file is now available on the DAVINCI server ready to access the programs of the DAVINCI Enterprise program family. The tenants programs display the newly created file as a completely empty plan. If on the other hand, you want to provide your users with a plan that already contains certain basic information, you must load this basic plan onto the server. This is explained in the section "Load a local timetable file onto the server".

Edit a Timetable File

How to activate/deactivate or rename a timetable file at a later time:

  • In the left pane, select the workspace or folder that contains the timetable file you want to edit and select the file from the left pane "Timetable Files". Then select Properties option from the "Timetable File" menu area. You can also right-click an element in the "Timetable Files" area and select the Properties command from the context menu: The "Add Timetable File" dialog box will open.
Edit Properties of a Timetable File
  • Apply the desired changes in the fields „File Name“, „Description“ and „Timetable File is Activated“.

  • Confirm and apply your changes with OK.

Remove a Timetable File

How to remove a timetable file from the server:

  • Left-click the file you want to delete in the right pane on the "Timetable Files" tab and select Remove from the "Timetable File" menu area. Alternatively you can also right-click on a timetable file and select the Remove command from the context menu.

  • Confirm the following security prompt with OK to permanently delete the selected timetable file.

Load a Local Timetable File on the Server

Using the „Add Plan“ function, newly created plans are displayed as completely empty plans. If on the other hand, you want to make your plan available to a plan that already exists as a local file, please proceed as follows:

  • Create a new plan, as descrbed in the "Add a Timetable File“ section, using the Add and enter the desired name and description.

  • Select the created plan on the "Timetable Files" tab in the list of plans and click on the "Upload" menu command in the "Timetable File" menu area. Alternatively, you can select the Upload menu command from the context menu of the selected plan.

  • In the File Browser select "Select local DAVINCI Timetable File" select the local file that you want to deploy on the server, and then click Open.

  • Confirm with OK.

A copy of your local file is now ready and waiting under the name specified when adding on the server for access via DAVINCI Enterprise.

Download a Plan from the Server

If you want to save a plan stored on DAVINCI SERVER as a DAVINCI file on your local PC please perform the following steps:

  • In the program view of the "Timetable Files" tab select the plan you want to download from the server.

  • Select Download from the menu area "Timetable File“. You can also find the Download command in the context menu of the selected plan.

In the "Save local DAVINCI Timetable File As" dialog choose a location, enter the file name to save it locally as, and confirm with Save.

  • Confirm with OK.

A copy of the plan saved on the server has now been saved locally under the specified name.

Manage the Access Rights to Plans and Timetable Folder with DAVINCI Explorer

Each requirement is always valid for a specific folder in the child window „Timetable Folder“ of the program view "Timetable Files“ or – this is the simplest case, which is set for the default user groups during the initial installation – for the whole root folder "Workspace“ and thus for all timetable files on the server.

Administration of user and user group rights with DAVINCI EXPLORER is used to grant or revoke certain rights for users or user groups to work with certain plans. Definitions are always valid for a particular folder in the "Timetable Folder" subfolder of the "Timetable File" program view or - this is the simplest case, which is set for the default user groups during the initial installation - for the entire root folder "Workspace" and thus for all timetable files on the server.

The user rights are always defined in three steps:

  • A specific element of the workspace for which the user rights are to be edited is selected. This can be the workspace as a whole, a folder or a single Pland file.

  • The policy dialog of the selected item selects whether the policies to be edited should apply to a specific user or to a specific user group. This is done either by selecting a user or user group from a list, or adding a user or user group to a list.

  • If, therefore, the area of ​​the work area and the group of people has been defined in step 1 and step 2, the individual guidelines are processed.

These three principal steps are explained in detail in the following sections Examples and the corresponding program functions.

General Information About Working With User Groups

As a reminder: In the section "Managing User Groups with DAVINCI Explorer" you learned how to Sie summarize the individual users of specific people groups with similar tasks in user groups, such as the timetable, the representative planner, the school management or the secretary. During the initial installation DAVINCI Enterprise provides some example user groups for „Master Planer“, „Timetable Planer“, „Substitution Planer“ and „Look User". Defining policies for individual users or user groups does not differ in principle. A determination for a user group simply has the effect that the user has been individually defined for all members of the user group.

General Information About Working with Timetable Folders

At the beginning of this section, it is already mentioned that the first step to work with access rights always consists in the selection of a lanord or a Plandatei, for which the specified specifications are to be applied. If your "workspace" is divided into several folders and subfolders, the hierarchical folder structure of the workspace provides additional options or special features for managing the access rights to plans and timetable folders, according to the tree view in the left-hand pane "Timetable folder" on the "Plan files" tab . For example, all of the elements in the tree of the workspace "subordinate", that is, in policies that are applied to a member of the "workspace", that is, A definition that you make for the "Workspace" root folder applies without exception to all folders and subfolders, and all the timetable files that are contained in it, but if you would specify a "Folder 1" instead of the workspace as a whole The policies defined in the Edit policies of Folder 1 dialog apply to all subfolders and timetable files contained in Folder 1, but not to the plans and subfolders contained in Folder 2.

Tab with Timetable Files

The second special feature of folder hierarchies is the possibility to graduate user guidelines. Let's assume that in the figure above, as is the case with the initial installation, the user group "Timetable Planners" is assigned to the entire work area. This has the right to open and edit plans by default. If you now assume that "Folder 2" contains the plans of the last year, which are only to be used by the timetables for the view but are no longer to be edited, the user group "Timetable planner" can be assigned to "Folder 2" even though the user group is already assigned to the "workspace". In this way, only the special features for this folder can be recorded for the user group "Timetable Planners" in the policy dialog of "Folder 2". Thus, only the policy for editing Pland files is set to "Not allowed", otherwise the general definitions for the parent root folder "Workspace" will apply.

TIP: Using policy management extensive and finely tuned work scenarios can be managed according to the principles mentioned above. Especially when managing numerous users the possibility of staggering policies is a powerful and work-saving tool. Conversely, the complex combinations that result can however be confusing. Therefore, when integrating into DAVINCI Enterprise it is recommended that you first limit yourself to the root directory "workspace" when defining new guidelines, as is the case with an initial installation for the user groups. That way all settings are always valid for every timetable file on the server and it's easy to get an overview.

Opening the Dialog „Policies“ for a Timetable Folder

To open the dialog for defining the user groups or user group policies for a timetable folder or timetable file please proceed as follows:

  • On the "Timetable Files" tab in the left pane „Timetable Folder“, select the folder you want to define user policies for or change.

  • From the "Timetable Folder“ menu select Policies. Alternatively you can also right click on the desired timetable folder and select Policies from the popup menu. The dialog "Policies" of the selected folder will open.

The settings you have made will be applied with you edit the policies for a timetable folder for all the plans contained in the selected folder and subfolders.

Open the "Policies" dialog for a Timetable File

To open the dialog of a specific timetable file for defining the user and user group policies please proceed as follows:

  • On the "Timetable Files" tab in the left pane „Timetable Folder“, select the folder containing the timetable file of user policies you wish to define or edit.

  • In the left pane "Timetable Files“ select the timetable file containing policies you wish to edit

  • From the "Timetable File" menu select Policies.

  • The dialog "Policies" of the selected timetable file will open.

The settings which you made in the "Policies" of a timetable file dialog then only apply to this single timetable file.

The Policies Dialog Window

The "Policies" dialog window which can be opened seperately in the program view "Timetable Files" for the root directory "Workspace" each timetable folder within the workspace and also for each single timetable file, is divided into both views "User" and "User Groups". On the left side of the dialog there is a subwindow with a list of user and user groups, to the right of this is a view with a list of the policies that apply to the user selected on the left or the user group selected on the left.


Edit the Policies for a Timetable Folder or User

To edit the user access rights or user group for a specific part of the workspace please proceed as follows:

  • Open the 'Policies' dialog for the workspace element for which you want to edit the appropriate policies.

  • Select the User or User Groups depending on whether you would like to edit the policies for a single user or a user group.

  • Select the user or User Group from the list of users or user groups for which you would like to edit or define policies. If the desired user or user group is not yet available in the list click on the Add button and then complete the following steps:

  • In the Add User Groups or Add User dialog select the user groups or users which you would like to add from the list.

  • Confirm your selection by clicking OK. The added users or user groups are now available in the Policies dialog window.

Adding User Groups
  • In the Policies dialog window in the right pane select policy you wish to edit and click on the Edit button.

  • In the Edit Policy dialog box that appears, select the value for the value specified in thePolicy field from the Value selection list. The following values are available:

  • Use parent policy- The policy set in the folder hierarchy of the workspace does not change for the policy that is shown under Policy.

  • Not allowed – The "Policies“ in the field displayed action is not allowed in the selected area for the selected user or user group.

  • Not allowed – The displayed action which is in the selected area for the selected user or user group.

Editing a Policy
  • Confire your selection in the dialog window Edit Policy with OK.

  • If necessary, adapt additional guidelines to your requirements. When you are done with your work, you can close the dialog box.

An Example For Working with Policies

The master planer of our DAVINCI school is Mrs Jones who works with both timetable planners Mr Williams and Mr Davison using DAVINCI SERVER working together to create the timetables. In order to set up access rights for all three Mrs Jones opens the User tab and first creates three users "Jones", "Davison" and "Williams". She then opens the membership properties of her own user account and adds the user group "Master Planers". Then on the User Groups tab she opens she opens the member list of the user group "Timetable Planners" and adds the users "Davison" and "Williams". Finally she goes to Timetable Files tab and opens the workspace policies. Here the user groups "Master Planner" and "Timetable Planner" are already available as standard. The result is that Mrs Jones can access all timetable folder and plans on the workspace plan with the rights of a master planner. Mr Williams and Mr Davison can also access all folders and plans in the workspace but with the rights of the user group "Timetable Planner". To be absolutely sure Mrs Freitag is creates a new plan called "New Plan" and adds Mr Williams as a user into the policies of the plan "New Plan". In fact, the access rights for Mr Williams are displayed according to the policies of the user group "Timetable Planner" because Mrs Jones has added the user group "Timetable Planner" to the workspace with their corresponding policies.

An example for Group Policies

Since Mr Williams would like to familiarize himself with the work in the "Representation Plan" module on the basis of a sample plan, Mrs Jones grants him the appropriate rights in the policies of "New Plan".Thus, access to the substitution planning is for Mr Williams only possible with this plan.

Managing Tenants in DAVINCI EXPLORER

In DAVINCI EXPLORER you can set up Tenants on the same name tab. A tenant is generally a school. A DAVINCI SERVER manages multiple tenants. For tenants the following applies:

  • Any user and any user group can be assigned to a tenant.

  • A user assigned to a tenant can function as a sub-administrator when you select the option User is Administrator.

The tasks of the super administrator (no tenant assigned) and the sub-administrator (assigned to a tenant) result from the following table:

Super-Administrator (tenant-independent) Sub-Administrator (for a tenant)
Add und Delete Tenant Add and Delete Further SubAdministrators for the Tenant
Add and Delete Sub-Administrators Add and Delete Plan Subfolders for the Tenant
Add and Delete Timetable Folders for each tenant Add and Delete Users for the Tenant

Set Up Tenants

Add a Tenant

As an administrator (not as a sub-administrator) you can set up new tenants on the „Tenants“ using Add. A tenant must have a unique name for all tenants and an optional description. It is therefore appropriate to use the school number as a unique name for schools.

Tenant tab. Not visible for sub-administrators

Set Up User and User Groups

Tab with Users

Both the super-administrator and the sub-administrator can set up additional users using Add, the sub-administrator exclusively for his tenant. The name of a user group must be unique to all tenant. This way is makes sense Thus, e.g. Meaning to always start the user group name with the pre-given school number.

Tab with User Groups

Create Timetable Folder for Each Tenant

Timetable Folder for Each Tenant

On the „Timetable Files“ tab the super-administrator creates a folder below the workspace for each tenant by giving the folder a name, e.g. The school number and assign it to a tenant.

Assign Policies and Define Policies

Subsequently, the administrator or the sub-administrator of the tenant assigns the respective users or user groups to this folder which are intended for the tenant.

Set Up Sub-Administrators for Tenant

Add Sub-Administrator

A sub-administrator is a user who has been assigned a tenant in the "Tenant" input field and has been designated as a sub-administrator by the "User is Administrator" option. In contrast to a super-administrator, that is, a user without a tenant assignment marked as an "administrator", a sub-administrator can only work in the area of his tenant, that is, i.e. he only sees the following:

Tab Visibility for Sub-Administrator
User Only users of its tenant
User Group All User Groups of all Tenants
Timetable Files Only the timetable folder of its tenant
Tenants Not visible

A sub-administrator can create further sub-administrators as weel as further users or user groups - but exclusively for its tenant. The user assigned to a tenant can only see the folder of its tenant \ (his school ).

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