diff --git a/docs/8.0/customer/docs/home-notifications.md b/docs/8.0/customer/docs/home-notifications.md new file mode 100644 index 00000000..e09bea8e --- /dev/null +++ b/docs/8.0/customer/docs/home-notifications.md @@ -0,0 +1,52 @@ +# Notifications + +This form shows notifications received in the last 90 days that are set to deliver "in app" rather than by email or other means of delivery. + +## How to access in-app notifications + +The bell icon at the top of AyaNova is used to open the in-app notifications list. + +The bell icon will change color when new notifications arrive and show a number badge beside it indicating the number of new unseen notifications that are in the list. + +## How the in app notification works + +Notifications are generated for both events that the user has [subscribed to](home-notify-subscriptions.md) as well as general system notifications specific to the user such as certain types of errors or general events built into AyaNova. + +The AyaNova web application checks for notifications by contacting the AyaNova server periodically on a cycle as follows: + +- Immediate check just after login +- Every 60 seconds while logged in + +If the web application can't contact the server during a check (for example if a cell signal has cut out temporarily), it will automatically slow down the frequencey of checks by a factor of 1.5 up to a maximum delay of half an hour. + +This is done to preserve battery life on a device by not checking as frequently when there is no signal available. Once contact is made then the cycle goes back to 60 seconds. + +If you are awaiting a notification and know you had a bad network connection and it has been restored, refreshing the browser page will reset the cycle back to 60 seconds and check immediately for notifications. + +Due to this built in delay in checking it's possible that a notifiable event can happen but notification not be received at the web app for up to 60 seconds even with a working network connection or the notification may arrive nearly instantly after the event happens depending on the timing of the event relative to the cycle of checking from the web application. + +When a notification has been fetched for display by opening the notifications form it will be flagged as having been seen and the "badge" beside the bell icon showing new notifications will vanish until more new notifications are received. + +In-app notifications are meant to be temporary and are only kept for 90 days then automatically deleted by the AyaNova server after which time they will no longer appear in this notifications form. + +If you require a permanent record of some notifications we recommend creating a duplicate [notification subscription](home-notify-subscriptions.md) with delivery via email so they can be kept in the email application itself. + +You can also delete notifications if desired but it's not necessary to do so. + +## Notification form features + +Notifications are presented in boxes on a time line view with the most recent at the top and the oldest at the bottom. On narrow screen devices they will display in a single column and on wider screen devices in two columns. + +Each card displays the actual notification itself with some controls. + +![notification in app example](img/notification-in-app-example.png) + +The title at the top is the Object of the notification and in most cases this is the name of the object being notified about however some types of notifications do not have a business object as their source so other descriptive information of the source will be displayed instead. + +Time and event description is displayed under the title and shows the date and time the event happened displayed in local time. + +Object type icon and label are displayed in the middle, this is also a hyperlink that can be used to open the object if it's an openable type. + +Delete button at the bottom left will delete the notification permanently. Deleting notifications is optional and they will self delete automatically when they reach 90 days of age. + +Open button is used to open the notification subscription itself. This is handy if you need to stop receiving this type of notification or to adjust the settings for it. diff --git a/docs/8.0/customer/docs/home-notify-subscriptions.md b/docs/8.0/customer/docs/home-notify-subscriptions.md new file mode 100644 index 00000000..199d425a --- /dev/null +++ b/docs/8.0/customer/docs/home-notify-subscriptions.md @@ -0,0 +1,79 @@ +# Notification subscriptions + +This form is used to control notification subscriptions which are events that happen within AyaNova that a User can subscribe to. + +Notifications can be delivered via email, SMS text (via email) or directly in the AyaNova web application. + +## Notification subscription list + +The list form shows all the notifications you are currently subscribed to. You can open a subscription to edit it by clicking anywhere on the row. + +## Notification subscription edit form + +Not all fields listed below are available for all event types, depending on the event type selected you will see different form fields as appropriate to that event. + +### Notification event + +This is where you select the type of event you are subscribing to. All event types available are listed in the table below. + +### Notify before event + +For time based events, this is where you set a time duration of how far in advance of the event date you want to be notified. + +For example if you are creating a subscription for `Service reminder` and you want to be notified 2 weeks in advance of the service date you would select 14 days here. You can select days hours and minutes as appropriate. + +Remember, this setting controls when you are notified _in advance_ of the actual date of the event whatever that might be. + +As you can subscribe to the same event more than once you can use this feature to create an escalating notification system for some events by setting a longer advance notice and having it deliver to a less immediate location. + +For example In application first and then another identical subscription but with a shorter time frame to a more immediately noticeable location such as direct SMS or an alternate address to another user to catch critical events in case they might get missed. + +### Delivery method + +Currently you can choose between _Deliver in application_ or _Deliver to email address_ (SMTP internet email) delivery. + +In app will deliver to the AyaNova [in-app notifications](home-notifications.md) form and alert via the bell icon at the top of the AyaNova application window. + +SMTP / email delivery will send notifications to an SMTP server however this form of delivery is not just for email alone as it can work with many different communications methods including 3rd party communication platforms and SMS / MMS via email gateways (see below). + +AyaNova SMTP (email delivery) notification messages are intentionally designed to be as short as possible, plain text with simple links where necessary and to the point so they work well with 3rd party services and small devices. + +#### SMS / Text delivery + +Delivery via SMS / Text message is supported through email delivery as nearly all cellular providers have a special "gateway" address that can be used for email to text deliveries. + +For example, in the US AT&T customers can use the address ##########@txt.att.net substituting the ### symbols for their cellular phone number. + +Wiki How has an overview: [SMS / MMS gateway](https://www.wikihow.com/Send-a-Text-from-Email) for how this works and the web site [https://smsemailgateway.com/](https://smsemailgateway.com/) hosts a public domain list of many global cellular providers and their email to text gateway accounts. + +Most providers also list this information on their web sites, look for the terms SMS Email Gateway address or contact them directly to get the address. + +#### Charges may apply + +Depending on your mobile / cellular data plan charges may apply for receiving notification texts, check with your provider. + +#### Slack and other communication services + +Many communication services support an SMTP gateway that can work with AyaNova's notification system; for example Slack supports sending emails to Slack in [several ways](https://slack.com/help/articles/206819278-Send-emails-to-Slack). + +#### Duplicate subscriptions for different delivery methods + +Users can create any number of duplicate notification subscriptions with different delivery methods for more complex scenarios such as a dedicated Slack email address, Gmail address, SMS text delivery to a smart phone, in app etc etc. In this way you can be notified in multiple ways at once for critical notifications. + +### Deliver to Address + +If SMTP / email delivery method is chosen this field is where you enter the address where the notification is delivered. + +By default AyaNova will fill this field in with your email address if it's set in your [User settings](home-user-settings.md) form however you can change it to any value you wish. + +## Customer notification event types and triggers + +The following table shows the types of notification events that can be made available to a Customer user for subscription. Your service company may not have enabled all notification types. + +| EVENT | DESCRIPTION | +| ------------------------------- | ---------------------------------------------------------------------- | +| CSR accepted | Customer service request accepted | +| CSR rejected | Customer service request rejected | +| Customer service reminder | Scheduled service date / time is within "Notify before event" selected | +| Work order completed | Service work order has been completed | +| Work order created for customer | A service type work order has been created for your Customer account | diff --git a/docs/8.0/customer/docs/home-password.md b/docs/8.0/customer/docs/home-password.md new file mode 100644 index 00000000..1a838e9e --- /dev/null +++ b/docs/8.0/customer/docs/home-password.md @@ -0,0 +1,51 @@ +# Change password + +This form is used to set the password of the currently logged in user. + +## How to access change password + +Change password is accessed from the [User settings](home-user-settings.md#set-login-password) Set login password menu option. + +## How to use this form + +Enter your login credentials and choice of new password and click save to make the change. + +You can click on the eye icon to conceal your entry from onlookers. + +### What is a secure password? + +#### Long, not complicated + +Current (2022) security industry best practices around passwords focus entirely on length and not 'complexity' and AyaNova fully supports this by allowing very lengthy passwords and not requiring any special characters. + +For an adequate level of security ensure your password is **at minimum** 15 characters long or as long as you can comfortably remember without writing it down. + +#### Memorable + +We recommend using a lengthy but easily remembered phrase as a password, for example a song lyric or a line from a poem that is **at least** 15 characters or more of words is currently _extremely_ difficult to hack by brute force methods. + +There is no security advantage in modern practice to using mixed case, unusual symbols or numbers in your password as brute force hacking techniques try all enterable characters anyway and it just makes the password harder to remember. + +It is more secure to have a lengthy password of plain alphabet text than it is to have a shorter one with a mix of numbers and characters. + +For example: this password `somewhereovertherainbowskiesareblue` is far more secure than this password `Ab3#@%5` and easier to remember without writing it down. + +#### Impersonal + +Make sure you have nothing personal in your password such as a relative or pet's name or relative's date of birth etc. + +#### Properly secured from others + +Do _not_ write down your password anywhere unless it's to be immediately placed in a locked fire-proof safe. + +In the current climate of hacking and malware we recommend you do _not_ enter your password on any device for safekeeping, in particular do not email it or save it in a document either online or locally unless it's a dedicated password manager utility. Password managers have built in protection from malware interception when using their interface which does not exist in a Word document or an email. + +#### Backed up by Two factor authentication + +AyaNova has [built in support](home-tfa.md) for the current most secure form of Two factor authentication and we encourage you to use it for all users. + +In particular any User account that has the Business administration role (such as the built in superuser account) should be backed up with with two factor authentication codes as these roles are extremely powerful and can be used to easily circumvent security by assigning roles to other Users or creating entirely new Users. + +### Password manager + +Many people prefer to use a password manager utility and AyaNova supports password managers by allowing copy and paste in the password field, clearly identifying the fields on the login form as password type HTML field in the page markup so the password manager can detect it to autotype the values and including an "eye" icon that you can use to reveal or conceal the password as you enter it. diff --git a/docs/8.0/customer/docs/home-tfa.md b/docs/8.0/customer/docs/home-tfa.md index f863da4e..384c97e6 100644 --- a/docs/8.0/customer/docs/home-tfa.md +++ b/docs/8.0/customer/docs/home-tfa.md @@ -6,11 +6,6 @@ Passcodes are generated in a 3rd party TFA App running on a device that you "lin Enabling TFA means that even if a login name and password were to be accidentally exposed a malicious user would still not be able to login unless they had that User's device with their TFA authentication app available. -If AyaNova can be accessed outside a private network, we **strongly** recommend all users enable TFA, in particular the SuperUser account and any User accounts with Business Administration roles. - -## Authorization Roles required - -This form is available to all users regardless of role. ## How to access Two factor authentication diff --git a/docs/8.0/customer/docs/home-user-settings.md b/docs/8.0/customer/docs/home-user-settings.md index 7b44804b..1757341b 100644 --- a/docs/8.0/customer/docs/home-user-settings.md +++ b/docs/8.0/customer/docs/home-user-settings.md @@ -2,12 +2,6 @@ This form controls various settings for the currently logged in User and is available to all users. -Administrators can also modify these settings on behalf of a User in the [User administration form](adm-users.md). - -## Authorization Roles required - -This form is available to all users regardless of role. - ## How to access user settings User settings are accessed in the following ways: @@ -27,7 +21,7 @@ This is a local device setting only (not saved to the server) to allow for diffe #### Translation -This setting is _required_ and controls which [translation](adm-translations.md) of AyaNova is used to display program text to the current logged in user. +This setting is _required_ and controls which translation of AyaNova is used to display program text to the current logged in user. The default value is "en" for English. If you change the language setting here you must logout and back in for the changes to take effect. @@ -83,20 +77,16 @@ This particular setting is _not_ stored at the server but is kept with the brows #### Override browser Language code Optional settings to override the Language code used by the web browser by default. This should not need to be set in most cases. -See [Localization override](ay-start-localization.md) for details. #### Override browser Time Zone Optional settings to override the Time zone from the devices default setting used by the web browser by default. This should not need to be set in most cases. -See [Localization override](ay-start-localization.md) for details. -#### User color -This setting is used to define a unique color for this User which is currently used on chart type dashboard widgets that have multiple User's data displayed at once. ### Menu options -In addition to the [common edit form menu options](ay-start-edit-forms.md#common-edit-form-menu-options) the User settings edit form also has these options: +In addition to the common edit form menu options the User settings edit form also has these options: #### Set login password @@ -106,4 +96,3 @@ Opens the [change password form](home-password.md) to allow the user to change t Opens the [Two factor authentication form](home-tfa.md) to allow the user to set up two factor authentication for the strongest possible login security. -We strongly recommend the use of two factor authentication if AyaNova will be accessible from the internet, particularly for any higher security roles such as the SuperUser or Business Administration roles. diff --git a/docs/8.0/customer/docs/img/home-user-settings-darkmode.png b/docs/8.0/customer/docs/img/home-user-settings-darkmode.png new file mode 100644 index 00000000..f7dad094 Binary files /dev/null and b/docs/8.0/customer/docs/img/home-user-settings-darkmode.png differ diff --git a/docs/8.0/customer/docs/img/home-user-settings-lightmode.png b/docs/8.0/customer/docs/img/home-user-settings-lightmode.png new file mode 100644 index 00000000..d4073e0f Binary files /dev/null and b/docs/8.0/customer/docs/img/home-user-settings-lightmode.png differ diff --git a/docs/8.0/customer/docs/img/notification-in-app-example.png b/docs/8.0/customer/docs/img/notification-in-app-example.png new file mode 100644 index 00000000..33b0c8b6 Binary files /dev/null and b/docs/8.0/customer/docs/img/notification-in-app-example.png differ