How to Add a User in Data Tools

Fleetwatch FMS · Data Tools 4 Setup

How Do I Add a New User to Data Tools?

These steps are for agencies on an on-premises system, or agencies that log in with a Data Tools user name and password. A Data Tools administrator gives an existing employee a login under Setup > User Access.

The person must already be an Employee. Only employees appear in the User Access list. If they’re not there, add them first under Employees > Settings > ACTIONS > Add New. Only the Employee Number is required. If the user won’t be fueling, leave Employee Can Fuel unchecked. They can still have Data Tools access.

Do NOT use these steps if your login page has an SSO Login button

If the Data Tools login page shows an SSO Login or Okta Login button, your agency uses single sign-on. Adding a user here would create a separate user name and password that bypasses your agency’s cybersecurity policies. Instead, have your agency’s IT administrator add the user to the Data Tools access group in your SSO system.

Open User Access

Log into Data Tools as an administrator. The yellow numbers on the screenshots match the steps.

1	Click Setup in the left menu.
2	Click User Access.
3	Click the + (add) icon above the list. The Grant User Access window opens. You can only add one user at a time.

Setup > User Access: 1 Setup, 2 User Access, 3 the + add icon

Find the Employee

4	Under Employee Search, type the Employee Number. Or search by First Name or Last Name instead. Don’t know them? Look up the employee’s number, first name or last name in the Employees section (left menu). Use the search bar at the top, or Employee List under Settings.
5	Click Search Employees.
6	Under Search Results, click the employee. The rest of the form opens so you can fill it out.

Not in the results? They aren’t an employee yet. Add them under Employees first.

Grant User Access window: 4 Employee Number search box, 5 Search Employees button, 6 the employee in Search Results

Set Up the Login

7	Email Address: enter the user’s email. It’s used for welcome emails and password recovery.
8	Optional: check Send Welcome PDF to Email to email the user a getting-started guide.
9	User Name: enter the name they’ll log in with. User names can be case-sensitive, so tell the user exactly how it was entered.
10	Choose how they sign in (see the table below). For a Data Tools password, check Use DT Password Instead Of Active Directory and enter a User Password.

User Information: 7 Email Address, 8 Send Welcome PDF to Email, 9 User Name, 10 Use DT Password Instead Of Active Directory and User Password

Sending the welcome email? Have the user change their password.

Tell the user to change the password you set to a secure one of their own the first time they log in:

Log into Data Tools.
Click the user icon (the little person) in the upper-right corner.
Under Password Details, enter the current password, then the new password.
Click Save.

Upper-right corner of Data Tools with the user (person) icon outlined in red

Sign-in method	How to set it
Data Tools user name and password	Check Use DT Password Instead Of Active Directory, then type a password in User Password. Give the user their user name and password securely.
On-prem Windows Active Directory (LDAP)	Leave it unchecked. Enter their Windows (network) user name. They log in with their normal Windows password, so the password field is grayed out. Your agency’s IT handles that password.

Other options in this section: Limit Reports To Assigned Facility shows the user only their facility’s report options. Allow To Edit Transactions lets the user edit transactions in SAM or the archives.

Set Permissions and Save

Scroll down in the same window.

11	Group Permission: pick the user’s permission group, such as Administrator, User, Tank Clerk or Human Resources.
12	Report Permission: click 10 so it’s highlighted. 10 is the default report group. Don’t skip this. If 10 isn’t highlighted, the user won’t see any reports at all.
13	Program Section Permissions: set each section to match the user’s group in the User Access Matrix below (Full = Write, Read = Read, — = No Access). Always set Map, AVL and RTS to No Access. Those sections aren’t in use.
14	Click the Save icon at the top of the window. The new settings take effect the next time the user logs in.

Permissions: 11 Group Permission, 12 Report Permission, 13 Program Section Permissions with Map, AVL and RTS set to No Access, 14 the Save icon

User Access Matrix

Use this table for step 13. Find the user’s access setting, then set each Program Section Permission to match. In the codes, + means Write and − means Read (r Reports, v Vehicles, e Employees, s Setup, t Tank, o Organization, u Utilities).

Group	Reports	Vehicles	Employees	Setup	Tank	Org.	Utilities
User r+	Write	—	—	—	—	—	Low
Tank Clerk r+ t+	Write	—	—	—	Write	—	—
Human Resources r+ e+	Write	—	Write	—	—	—	—
Service Clerks r+ v+	Write	Write	—	—	—	—	—
Supervisors r+ e+ v+	Write	Write	Write	—	—	—	Low
Supervisors u+ r+ e+ v+ u+	Write	Write	Write	—	—	—	Write · Medium
Supervisors u+ s+ r+ e+ v+ u+ s+	Write	Write	Write	—	—	—	Write · High
Power User r+ e+ t+ v+ o+ u+	Write	Write	Write	—	Write	Write	Write · High
Power User s+ r+ e+ t+ v+ o+ u+ s+	Write	Write	Write	—	Write	Write	Write · All but Admin
Administrator r+ e+ t+ v+ o+ u+ s+	Write	Write	Write	Write	Write	Write	Write · Full
Administrator s− r+ e+ t+ v+ o+ u+ s−	Write	Write	Write	Read	Write	Write	Write · All but System

Map, AVL and RTS: No Access for every group. Utilities levels: Low = Standard utilities; Medium adds Special Report, Employees and Vehicles utilities; High adds Special System; All but Admin adds Special Tank; All but System = everything except Special System; Full = all, including Admin. Only User, Supervisor, Power User and Administrator groups can open Utilities.

Give only the access the user needs. Pick the lowest access setting that covers their job.

✔ Done

Give the user their user name, plus their password if you set one, and the Data Tools web address. Each logged-in user uses one Data Tools license, so remind users to Logout when they’re finished.

Changing an existing user later? In User Access, click their row, then the Edit icon (left of the +). Make your changes and click Save.

Not sure which permissions a user needs? Contact Fleetwatch Support.