Overview

The SmartCard feature serves as a convenient repository for commonly utilized object data, which can be shared with other users, either individually or according to system roles.

Currently, the SmartCard feature is available for the following object data:

• UTA Level 1 records
• UTA Level 2 records
• UTA Level 3 records
• User
• Organization
• Transactions

Configuring SmartCards

Permissions

The authority to create, add objects to, and access SmartCards is governed by the Enable SmartCard setting found within the System Feature Permissions.

Utilize the lookup button for the Enable SmartCard setting to designate the roles that should have access to this feature.

Display Options

The system permits the display of three fields for each SmartCard item across all supported object types.

The fields displayed can be configured via the SmartCard Item Display Settings page.

1. Under the Configuration menu, select Global Settings.
2. Within the System Configuration header, click on the SmartCard option.
3. The SmartCard Item Display Settings page will be displayed.
4. Select the Object type from the first drop-down menu.
5. Click the button adjacent to the first drop-down, which features a tooltip that reads "Edit Object Type display settings".
6. A SmartCard display item will appear on the right panel, while all Standard and Custom fields associated with the selected Object Type will be shown on the left panel, beneath the second drop-down.
7. The second drop-down can be utilized to manage the display of fields below, restricting them to Standard fields, common Custom fields, or Type / Role / Category specific Custom Fields.
8. Required fields can be dragged to the SmartCard display item.
9. Fields can be removed from the SmartCard display item by clicking the X to the right of the field name.
10. Click Save upon completion. You will receive a notification that the SmartCard Display Settings have been saved.
11. To remove the entire item, click the delete option in the top right of the SmartCard Display item, then click Save.

Creating SmartCards

Selecting Individual Object Record

1. Navigate to the Object record that you wish to add to a SmartCard.
2. A small star icon will appear in the top right corner of the Object record. Click this icon.
3. You will be presented with a window that allows you to add to a new SmartCard or an existing SmartCard, depending on whether a SmartCard has been created for the current Object Type.

Selecting Objects from List View

1. Navigate to the list view for the Object Type that you wish to add to a SmartCard.
2. Perform a search and check the boxes for the records that you wish to add.
3. A small star icon will appear in the menu bar above the list view.
4. Click on this star icon.
5. You will be presented with a window that allows you to add to a new SmartCard or an existing SmartCard, depending on whether a SmartCard has been created for the current Object Type.

Adding to New SmartCard

If no SmartCard exists for the selected object type, you may create a new SmartCard.

1. Fill in the Title field with the name you wish to assign to the SmartCard.
2. Utilize the Lookup button adjacent to the Icon field to select any icon you wish to assign to the SmartCard.
3. You may choose to share the SmartCard.
4. Click the Add to New SmartCard button at the bottom.
5. The New SmartCard screen will refresh, and you should now see the SmartCard listed on the left side, with the create new options appearing on the right.

Adding to / Removing from Existing SmartCard

If existing SmartCards are available for the selected object type, you can add to these existing ones as well as create a new SmartCard.

The SmartCard screen will display the existing object-specific SmartCards on the left side and the Create New options on the right.

1. Each existing SmartCard will feature a star icon to the left of the SmartCard name.
2. If the star is solid in color, then the record or records already exist against the SmartCard. In this instance, you can click the star to remove the record.
3. If the star's border is a different color than its center, then the record or records do not yet exist against the SmartCard. In this case, you can click the star to add the record.
4. In each scenario, you will be notified that the SmartCard has been updated.
5. You also have the option to create a new SmartCard for the object using the options on the right side.

Sharing SmartCard

SmartCards can be shared with other authorized users, either individually or based on system roles.

1. To share based on roles, click the Lookup option beside the Select Roles option, select the roles with which you wish to share the SmartCard, and click OK.
2. To share with individual users, either type into the Select Users Ajax lookup field and select the user from the returned results or use the adjacent Lookup option to select users.

Using SmartCards

Accessing SmartCard

SmartCards can be accessed from the User Menu by selecting the My SmartCards option.

The user will be directed to the SmartCards page, which contains two tabs:

• My SmartCards - the SmartCards created by the current user, who has the ability to edit, delete, and share them.
• Shared with Me - the SmartCards created by other users, which can be viewed but not edited, deleted, or shared.

• Users can click on individual records listed and will be automatically redirected to that record.
• If a SmartCard contains more records than can be displayed on the screen, a small arrow icon at the bottom will allow scrolling through all the records.

Edit / Delete from My SmartCards

• The My SmartCards section displays those SmartCards created by the current user.
• The current user can remove individual records from SmartCards by clicking the Delete icon to the right of each record.
• The current user can edit the SmartCard by clicking the Edit icon.

• The user can rename the SmartCard and save it, or alternatively, delete the entire SmartCard.
• The user also has the option to share the SmartCard by clicking the Share icon, which presents the options to Select Roles and Select Users.