TABLE OF CONTENTS

Attention

Until now, you have filled out a form to report authorised instructors. Since the release 2024.20, you can manage these directly via the system.

Important

From 1 January 2025, only the authorised instructors stored in the d.vinci system will be valid. Please enter your authorised instructors in d.vinci by then. 


Explanation of terms

To ensure data protection and information security in our collaboration with your company, we require at least one contact person who is authorized to issue instructions to us and, for example, to request changes to your d.vinci software products. You can name these people directly in d.vinci.

 

Configuration

If you go to the page Basic Settings and click on the tab Contract and then on the edit icon, you can enter or edit the authorized users in the field labeled Users Authorized to Issue Instructions.

See: Users Authorized to Issue Instructions - create or delete

 

Behavior in the system

  • Benefits
    By naming those authorized to receive instructions, you ensure that you can commission us to make changes to your system or to use additional services at any time.
    Authorized persons also receive information about changes relevant to the contract, such as a change of our data protection officer.
  • Permissions required
    No additional permission is required. All users who have the permission to edit basic settings in their role can store users authorized to issue instructions.
  • Minimum number of authorized users
    At least one person is required to be marked as user authorized to issue instructions.
    Based on our experience, we recommend designating two to three authorized users so that important changes to the system can be commissioned by you at any time, even during vacations or longer absences.
  • Users who are available for selection
    All users created in the system can be selected, except for API users and system users (identified by the gear symbol on the user). Regardless of their roles or authorizations.
  • Recognize users authorized to issue instructions
    On the page Users, you can see an overview of all users in the system. Those who are users authorized to issue instructions have the following symbol in front of their user name:  
    On the user details page, you can see the authorization as a separate line below the organizational unit in the page header. It then says: Authorized
  • Review of users authorized to issue instructions
    Every six months after the last update of the authorized users, users with permission to edit the basic settings will be reminded to review the listed users authorized to issue instructions for their accuracy. A yellow warning message will appear in the system with a link directly to the basic settings. There, in the warning message, you can click the "Confirm Users Authorized to Issue Instructions" button if no changes are required. 
  • Changes
    You can change users authorized to issue instrucations at all times. As long as one user is selected as user authorized to issue instructions.
  • Deletion
    Authorized users can be deleted. However, one person must remain as an authorized user. If you try to delete the last person, you must first define another and then delete the one you wanted to delete first.  
  • Deleting users with managerial authority
    Users who act as authorized users can be deleted. However, at least one person must remain as an authorized user. If you want to delete the user, you must first appoint another person as an authorized user.
  • Logging
    If users with management rights are added or removed, this is recorded in the change log.
    Look for the element of the same name for this.


This is how our customers use this

Many of our customers have made their key users (who are usually administrators) authorized to give instructions, so that each of these persons can request changes from us. If a non-authorized person contacts us and requests a change to the system, we will contact one of the authorized persons in writing and only send an offer for the changes if this person gives us the okay. If you have not named any or not enough authorized recipients, this may cause delays.

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