The OASIS Administrator, often called the OASIS admin, admin user, or admin, is an OASIS user with full administrative rights in OASIS. This article will:
- Define admin security settings
- Highlight key admin responsibilities
- Provide admin best practices and recommendations
Admin Security Settings
Having full administrative rights is synonymous with having full security access. This allows OASIS admins to carry out all admin functions and responsibilities.
Security access is set up on the Security tab in the User Editor. Once the admin checkbox is checked, OASIS will automatically grant access to all other security functions (Create, Read, Update, Delete, View All, and Reports). Learn more about the function of each security checkbox.
Common Admin Responsibilities
Below is a list of articles that describe typical admin responsibilities:
- Using the Configuration Tool in OASIS
- Defining Global Settings
- Managing OASIS Updates
- Accessing the Delete Log
- Setting up Workgroup Terms & Conditions
- Disconnecting Blockers
- Disconnecting Users
- Creating Search Tags
- Exporting Data for OASIS Support
- Copy User Settings Tool
- Attachment Configuration
OASIS admins are also typically responsible for creating entries such as users, workgroups, manufacturers, etc., in OASIS. View our OASIS Walk Through articles to learn more.
Admin Best Practices
Below are general guidelines for managing OASIS as an OASIS admin.
- Create at least two OASIS admins. This is to ensure that one is available at all times.
- Use the delete function sparingly and with extreme caution. Delete does not mean archive like in other programs. Deleted items can rarely be recovered from a backup.
- Communicate to your team that you are an OASIS admin so they know when to contact you for specific processes or information requested by OASIS Support.
- Make sure you have an OASIS backup process in place.
- Learn how OASIS licenses work.
- Review the OASIS security guidelines for the product/service you are using.
All users should have their own account. The purpose of having a user account for each user is to know who created, edited, or deleted what item at what time. Sharing accounts defeats this purpose and violates our license agreement. When managing and creating user accounts:
- Never reuse or rename a user account when an employee leaves the company. This prevents you from preserving historical records for each user. When an employee leaves the company, OASIS admins can deactivate user accounts by unchecking the Active box on the General tab of the User Editor.
- Do not delete or overwrite the demo account. Once the admin accounts have been created, deactivate the demo account. This is important so that the demo account can be reactivated to recover an admin account if needed. Note: the demo account is created during your company's initial setup.
While OASIS does allow users accounts to be set up without a password, it is strongly recommended to use one for security purposes. Passwords are also required for O4. When using passwords:
- Create a unique and secure password.
- Do not use the same password as another program or account.
- Do not reuse old passwords.
User Security Rights
Limiting access is crucial to protect and secure information within the database. Failure to limit access appropriately could result in users accessing information outside of their department, for example, quoters or CSRs being able to access commission payment information. When setting up a user's security:
- Grant access based on department or job description.
- Only grant full security access rights to OASIS admins.
- Reserve the Delete function for OASIS admins only unless it's absolutely needed.
Accessing OASIS remotely is a common practice in the post-pandemic world, but important that it is set up securely. When setting up remote access for OASIS users:
- Do not allow direct access to the database port for external access.
- Use a VPN or terminal server.
Up to Date Servers and Software
Current operating systems are constantly updated with security patches and features. However, operating systems have lifespans. Once the vendor stops supporting the operating system, it will no longer receive security updates. When managing your server:
- Make sure you are using a supported operating system.
- Make sure all available patches and updates are applied in a timely manner.
- Make sure you are using the latest OASIS server installation. Please email firstname.lastname@example.org to confirm the latest installation release.
Important notifications such as yearly maintenance and support invoices could be missed if outdated contact information is on file. If it's time to update your company's contact information, please download and fill out the contact form below and email it to email@example.com.
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