The next chapter in this manual deals with the Circulation system itself. This is where you specify the devices that are associated with Circulation (such as printers), define print options for reports and import/export formats, and set up an access system to guarantee security.

In order to interact with other devices (sometimes called “peripherals”), Circulation must know the device name and some other information about the device. Naviga sets up initial device information. If you subsequently add a device to your system, select this option to set up a record for the new device in this file.

To define a system device:

1. In character Circulation, select Device from the System menu to display the Device Setup screen.
2. Select Add and complete the following fields. Leave any fields blank if they are not applicable to the device.

   Field

   Type

   What to enter

   TYPE

   open (8)

   Enter the device type. Typically, this will be “printer”.

   NAME

   open (14)

   Enter the short name by which this device will be known to Circulation; for example, use the port name to which its communications cable is attached, such as “LPT1” or “COM2”. We recommend that you do an lpstat in UNIX and use the UNIX name.

   HOST NAME

   setup

   Enter the host name of the network to which this device is attatched. This will typically be blank—you only need to specify a host name if the printer is attatched to another network.

   PIPE IN

   open (60)

   Enter the system-level command used to pipe, or send, input from this device. With printers, this can be blank.

   PIPE OUT

   open (60)

   If the printer is local, enter the UNIX command to send data to it. This will typically be a “cat” command, for example: cat - > /dev/bpp0 (Sun parallel port) cat - > /dev/tty1 (IBM serial port)

   ENABLE DEVICE

   open (60)

   Enter the command to enable (start) the printer. In UNIX this is the “enable” command. So you will probably use something like: enable lp0

   DISABLE DEVICE

   open (60)

   Enter the UNIX command to disable the printer. In UNIX this is “disable”. The Enable and Disable fields are only important if you want to be able to enable and disable the printers from the application (this can be done from the View/Print Utility).

   RESET DEVICE

   open (60)

   Enter the system-level command used to reset this device, if applicable. You will typically leave this field blank.

   STATUS COMMAND

   open (60)

   Enter the system-level command used to display the status of this device. This is used in the View Print Utility, which has a Status option. Typically this will be “lpstat”. For example: lpstat -t -p lp0 (where the printer name is “lp0”)

   CANCEL COMMAND

   open (60)

   Enter the system-level command used to cancel a job sent to the device. The command will depend upon your operating system—typically it will be “cancel”.

   SPOOL OUT

   open (20)

   A spooler is software that holds files within the computer and sends them one at a time to the device (usually a printer) in the order in which they were received. Use of a spooler frees users’ terminals to perform other tasks. Circulation reports are spooled, and this is where you tell the application how to spool reports to the network printer. This will probably be the “lp” command, with “-c” (which copies the file to the printer queue). For example: lp -c Note: “-c” is usually required if you print reports without saving them; without the “-c”, unsaved reports might not reach the printer.

   PAGE SIZE

   integer (3)

   Enter the default number of lines on a page for this device (with most printers this will be 60). The default page size can be overridden by individual report configurations (see Report Configuration).

   COPIES PREFIX

   open (8)

   Enter the system-level command line prefix for default number of printed copies. This will most likely be “-n”.

   PRINTER PREFIX

   open (8)

   Enter the system-level command line prefix that indicates which printer to use if this device is a printer. This will be “-d”, or whatever you used in Spool Out.

3. Select Specifics | Device Control and enter escape sequences for printing barcodes on renewal notices, if applicable (see below).

4. Select Accept to enter the device information into the database.

5. Set up another device, or press F4 and select Exit to exit to the Setup menu.

About Barcode Printing

The USPS gives considerable discounts for printing the postal barcode on first class mailings, such as renewals. Printing barcodes, however, takes a certain amount of preparation:

• Most printers have barcode fonts, but you may need to buy special fonts and then install them in your printer. Consult your printer manual to determine if your printer can print barcodes.

• Barcodes print the Zip code, Zip code extension, and delivery point. Your addresses must have this information (through Quadient address cleansing or another product) in order to print the barcode. Circulation will group barcoded renewal notices separately from other renewal notices:

  Print By Route = “Y”: 1) Mail—non barcoded, by Zip code 2) Mail—barcoded, by Zip code 3) Route—by route and then Zip code

  Print By Route = “N”: 1) Barcoded, by Zip code 2) Non barcoded, by Zip code

  “Print By Route” is a field in Renewal Notices. If you route deliver renewal notices, notices for subscribers not on carrier routes (that deliver renewals) will still be mail delivered.

• In Business Rules, you must answer the Subscriber Billing question Should the ZIP POSTNET barcode print on the renewal notice? with “yes”.

• When you print renewal notices, the printer that is enabled for barcode printing must be entered in the View & Print Options window. This printer can be entered as the default printer in REPORT CONFIGURATION.

• You must use your printer’s manual to look up the printer commands, or “escape sequences” that are necessary for barcode printing. The commands are entered in the Device Control specific in Device setup.

Specifics, Device Control

Select this specific to enter escape sequences for your printer.

To enter escape sequence information:

1. Select Specifics | Device Control from the Device Setup screen to display the Device Control Setup screen.
2. Select Add and enter information for the “start barcode” escape sequence in the fields described below. Then press F1.

   Field

   Type

   What to enter

   TYPE, NAME

   display

   The device type and name are displayed from the Device Setup screen.

   CONTROL TYPE

   predefined

   Indicate whether this is the Start barcode, End barcode, Start OCR font, or End OCR font escape sequence.

   ESC SEQUENCE

   open (unlimited)

   Enter the escape sequence for this sequence type. Escape sequences should be listed in your printer manual. Enter <ESC> for the escape character on your keyboard, if this character is used in the escape sequence. <BS> can be used to “back space”. This allows you to custom align the barcode on the form. If used, this should be at the beginning of the sequence.

3. Select Accept to accept the escape sequence.

4. Follow steps 1-3 to enter “end barcode” escape sequence, or press F4 and select Exit to exit to the Device Setup screen.

This section guides the user through the menu options that are available under the Security menu.

Options on the System menu enable you to customize settings within the Circulation system.

The topics covered in this section are as listed below:

User groups are defined using the Group option; users are then assigned to certain users groups in User Profile. When planning your user groups, you must consider both functionality and security.

To set up a user group:

1. Select Group from the Security menu to display the Group window.
2. Click Add and enter a group name and description.

   Field

   Type

   What to enter

   GROUP

   open (8)

   Enter a user-defined name for this group.

   DESCRIPTION

   open (30)

   Enter a description of this group.

3. Click OK to save the group.

Security is based on user ID. In order to access Circulation, a user ID must be set up for the user in User Profile. Once user IDs are defined, they can be assigned to one or more user groups. Each user group can be linked to one or more security IDs. The security ID is then linked to a menu item (menu, submenu, and/or menu option) or transaction type.

Access to menu items is restricted by security ID. This means that if a menu item has been assigned a security ID, only users in user groups linked to that security ID may access the menu item. Only one security ID may be assigned to a menu item, and if a menu item is not assigned a security ID, all users may access it. The same basic rules apply to transaction types.

You may also set up field level security for devices, companies, publications, and reason codes. And, security thresholds can be defined to limit the number of days or dollars entered in complaints, expire changes, extend grace transactions, grace writeoffs, and subscription payment adjustments.

One other area that is protected by security is spool files. Reports that are saved to spool must have a security setting (i.e. a security ID). This is specified in the View & Print Options window (see Viewing and Printing Reports in the User Manual). If a user ID does not belong to a user group (or their user groups are not linked to a security ID), the user will not be able to run reports in Circulation. So, you should have at least one security ID that is valid for all users.

The diagram below is an example of how security might be set up.

• In this example, Dick is the accounting manager. He is part of user group ACCTMGR, which is linked to security ID ACCT. This allows Dick access to options on the Accounting menu. He occasionally enters Customer Service, so he is also part of user group SERVICES. However, he cannot access the Setup menu.

• Jane is the system administrator. She is linked to user group SYSADMIN. Since the system administrator might need access to Circulation at any level, SYSADMIN is linked to all security IDs, and is thus able to access all menu items and transactions.

• Mike is a Customer Service associate. He is linked to user group SERVICES. The diagram shows that he has access to Customer Service, and may modify payments.

• Jim is a district manager. He is part of user group DM, which means he is linked to security ID ALL. At this site, security ID ALL is used for spool security. Jim cannot access the Setup or Accounting menus or Customer Service, but he can access all other menu items (because there is no security on them). Note that all other user groups are also linked to security ID ALL—that is because all users will use ALL for spool security.

Now let’s say we have a new employee, Alice. She will be a Customer Service associate. To add Alice as a user and give her appropriate security clearance, we would first set up a user ID for her in User Profile. Then we would select Specifics | User Group and add her to the group SERVICE and, of course, to ALL.

When planning security, it is a good idea to start by determining which menu items and transactions need to be secured. Look at the combinations of users that can access these items: for each different combination, you will need a different security ID. Once you have determined the security IDs, try to organize the users that need access to the same security IDs into functional groups (such as Customer Service, Accounting, and Publishing). Once you know the menu items/transactions that need to be secured, and the users, user groups and security IDs that will need to be set up, follow the steps below to define security.

Overall procedure to define security:

1. Define user groups (described below).

2. Define individual users (see User Profile) and set up Customer Service preferences for them (see User Profile - CR).

3. Link the users to the user groups (see Specifics, User Group)

4. Define security IDs (see Security ID).

5. Link security IDs to user groups (see Specifics, Security Group).

6. Enter the menu security, if you will use it (see Menu Security).

7. Enter the transaction security, if you will use it (see Transaction Security).

8. Enter field security, if you will use it (see Field Security).

9. Enter security thresholds, if you will use them (see Security Threshold).

The Services menu is where Customer Service associates do most of their work (starts, moves, draw changes, etc.). Some Service defaults can be set up for individual users using this option.

To define Customer Service defaults for users:

1. Select User Profile - CR from the Security menu to display the User Profile CR screen.
2. Click Add and complete the following fields.

   Field

   Type

   What to enter

   USER NAME

   open (8)

   Enter the User ID of the user that you are setting up defaults for.

   SIGNON PRODUCT

   setup

   Enter the default publication to be used when the user logs in to Circulation. Leave this field blank if there should be no default.

   SEARCH MODE

   predefined

   Enter the default search mode for the user when locating customers. This determines what field the search starts in. Press F2 for a list of choices.

   SEARCH TYPE

   predefined

   Enter the default for the Search Type field when locating customers. Search Type indicates the subscription status of the customer and can be set to active subscribers, all subscribers (active or inactive), non subscribers, or all households (both subscribers and non subscribers).

   DEFAULT TAB

   predefined

   Indicate whether the user should see the Transaction or the Subscription tab as the default in the Customer Service window. The default can be temporarily changed in Services | Signon.

   DISPATCH METHOD

   predefined

   Indicate the primary dispatch method for this user (District, Route, Service Area, Truck, or Zone). Dispatch (service) drivers may be responsible for delivering products, publications, and/or messages to certain geographic areas. These service drivers may be assigned to a zone, district, route, truck, or service area which indicates the method for dispatching. For example, you may have set up two service areas to which all of your routes have been assigned for dispatching purposes.

   DISPATCH ORDER

   predefined

   Indicate the primary dispatch order for this user (Number Calls, Complaint Total, Shortage Total, Urgent Total).

3. Click OK to enter the default information into the database.

Circulation options can have security at the menu level, submenu level, and/or option level. To assign security, you must first set up user profiles, user groups, and security IDs. Then you can use this option to limit options to one certain security ID.

If a menu, option or item has no security ID associated with it, everyone has access to it. If a menu or option has a security ID, then only those groups associated with that security ID have access to that menu or option. To change security on a menu that is security protected, you must log in with an appropriate user ID (i.e. as a user that has the right security ID for that option). You can then use MENU SECURITY to assign a different security ID.

To secure a menu item:

1. In character Circulation, select Menu Security from the Security menu.

2. Select the area of Circulation (such as Setup) for which you want to establish security.
3. Press F1 (or Ctrl-X) when the menu you want to establish security for is highlighted. To access submenus and menu options, press Enter as you normally would, and then highlight the submenu or menu option.

4. Enter the appropriate menu security ID and write security ID. Menu security controls whether the menu option can be used at all. Write security affects the Add, Copy, Delete, Default, Enter, and Modify options.

5. Continue applying security to menu options, or press F4 to exit to the Setup menu.

Security ID Change allows you to change the name of a security ID.

To change a security ID:

1. In character Circulation, select Security ID Change from the Security menu to display the Security ID Change screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter
3. Select Continue to change the security ID.

Access keys, also known as API keys, aid in ensuring the safety and management of API (Application Programming Interface) access. They provide benefits such as:

1. Access keys provide an effective way to authenticate users or accounts when accessing an API. This ensures that only authorized groups can interact with the API, ensuring the security of the data.

2. API keys can be revoked or regenerated if they are compromised, which helps minimize security threats.

Publishers who want to give third-party vendors access to the Circulation API can create a user ID and generate an access key through which the third-party vendor can access the database securely.

• The users can define whether an access key is required to access the application based on the Business Rule— Should the CIRC API require a valid access key be passed to it? (CircAPI section). The default value of the BR is set to Yes. If the value of this BR is set to Yes, the Access Key must be provided along with the User ID for each Circ API call.

To retrieve the account information using the Distribution API, a client must first create an account and then generate an Access Key for the account. In the URL request to the Distribution API web server, both the Account ID and the Access Key must be provided.

• The users can define whether an access key is required to access the application based on the Business Rule— Should the Distribution API require a valid access key be passed to it? (Distribution - API: General section (CMO)). The default value of the BR is set to No. If the value of this BR is set to Yes, the Access Key must be provided along with the account ID for each Distribution API call.

If the access key has not been provided and the above-mentioned BRs have been set to Yes, an authentication failed error message will be displayed.

To generate the access key:

1. In character Circulation, select Generate Access Key from the Security menu to display the Generate Access Key screen.

2. Select Add and complete the following fields.

   Field

   Type

   What to enter

3. Select Accept to provide access to the specified user or account.

   • Application: Circulation API

   • Application: Distribution API

Example

The Security Report, a listing of the current security setup, can be useful when defining or updating security settings. For example, if you have a new user and want to make sure the individual has access to the right options, you can run the report and see all of the user groups to which the new user belongs, and all of the menu options those groups have security for.

To create a security report:

1. In character Circulation, select Setup | System | Security | Security Report to display the Security Report screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   SECTION

   predefined

   The report has different sections, one or all of which can be included:

   • Fields. Security IDs and user group access are shown for each deliverable, company, device, reason code, district or miscellaneous charge that has security attached.

   • Items. Security IDs and user group access are shown for each security transaction type.

   • Menus. Security IDs and user group access are shown for each menu option.

   • Users. Each user is listed, with the user groups to which he or she belongs.

   To include all of the above sections on the report, enter “*”.

   MENU AREA

   predefined

   If Section is set to “menus” or “*”, you can specify which area should be shown in the report, for example “Main” or “Customer Service”. Press F2 for a lookup of all areas.

   USER STATUS

   predefined

   If Section is set to “Users”, you can specify whether to include the users with status as either Active, Inactive, or Both to be shown in the report.

   CREATE TEMPLATE

   yes/no

   If you want to create a template, rather than report current security settings, enter “y” here. A template will list items and/or menus with 36 generic columns (A-Z and 0-9). You can use this as a grid to plan your security layout.

   EXPORT FILENAME

   open (30)

   Enter the name of the file to be created.

3. Select Continue to create the report. The standard view/print options will be available.

Example—Security Report

You may want to establish security for certain devices, companies, publications, rate codes, source codes, billing methods, auto renew types, districts, reason codes, and miscellaneous charge/credit codes. When a user enters any of these fields, the only valid choices will be the ones for which the user has security clearance. For example, you may have a special “half off” rate linked to a reason code—but only a district manager may be able to enter the code.

District security is also used at the route level in some cases. Only routes in districts for which the user has security can be entered in:

• Find for routes in Route Service

• Batch draw changes

• Group draw changes (the draw change batch will only contain routes in security-accessible districts)

• Updating pending draw, when selection type is “route”

• Returns

• Draw adjustments

To establish field level security for any of these fields:

1. Select System | Security | Field Security display the Field Security window.
2. Click the Add Field Security icon and complete the following fields.

   Field

   Type

   What to enter

   FILE NAME

   predefined

   Indicate the field for which you are setting up security.

   FIELD NAME

   display

   The name of the field selected is displayed.

   TRANSACTION TYPE

   predefined

   If you are setting up security for a reason code, select the transaction type for which the security applies (such as “start”).

   FIELD VALUE

   setup

   Enter the particular field value for which you are setting up security.

   PRODUCT

   setup

   Specify a product or enter “*” for all products.

   SECURITY

   setup

   Enter the security ID for this field value. The value will only be available (and be displayed in lookups) for users who are included in this security ID.

3. Click OK to apply this security ID to the field.

4. Click Add Another to set up security for other fields or values, or click Cancel.

Several add-on options can be used with Circulation—List MatchPlus software, iServices modules, InSight, credit card authorization interfaces, packaging and stacker interfaces, and APIs, among others. They are activated using this option. A password is necessary for activation; to obtain a password, call the Newscycle Support Center.

To activate an add-on option:

1. Select Add On Activation from the Security menu to display the Add On Activation window.
2. Click the Add icon and complete the following fields.

   Field

   Type

   What to enter

   ADD ON

   predefined

   Enter the add-on option that you are activating (press F2 for a list of add-on options).

   BUSINESS

   open (4)

   Enter your business ID.

   ACTIVATION DATE

   date

   Enter the date on which the option should be activated (the current date defaults).

   PASSWORD

   predefined

   Enter the password supplied to you by Newscycle for activating this option.

3. Click OK to activate the option.

Select this option to enter user ID information for Circulation users, and assign users to one or more user groups. User IDs must be set up for all Circulation users.

When adding or modifying user profiles, you can automatically have Circulation create a Unix login and directory for the user. Circulation will create a file in the /app/cron/newuser directory (if it exists). The file will be named “newuser.[YYYYMMDD][hhmmss].[PID]”, where [YYYYMMDD] is the year, month and day, [hhmmss] is the hour, minute, and second, and [PID] is a Unix process ID. The file will contain the user name, system name, and requesting user (the user who added the user profile record). It will be picked up by a cron job that creates a Unix login and directory for the new user. Contact the Naviga Support Center for more information.

To define user profile information:

1. In character Circulation, select User Profile from the Security menu to display the User Profile Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   USER NAME

   open (8)

   Enter a unique ID for this user (required). This is the name that will show up in history, and it will be used for authentication if there is no system name (see below).

   FULL NAME

   open (30)

   Enter the user’s full name. This name will be printed on the Security report, followed by the user name in parenthesis.

   SYSTEM NAME

   open (80)

   Optionally, enter the Windows user name for this user. If left blank, the user name will be used as the system name. As mentioned, the user name is the name that will show up in history. So, if a user is set up as follows: • User Name = firstl • System Name = first.last@domain.com The user will log in with “first.last@domain.com,” but “firstl” is the name that will appear in the history.

   EMAIL ADDRESS

   open (60)

   Enter the email address of the user.

   DAYS OF WEEK

   yes/no

   For each day of the week, indicate if this user has access to Circulation. This field is not currently used.

   START TIME, END TIME

   date

   These fields are not currently used by Circulation.

   PROCESS WHEN

   predefined

   Indicate the default processing option for viewing and/or printing reports: now, deferred or background.

   VIEW OUTPUT

   yes/no

   Indicate whether the default view option is “yes” or “no”. For more information about the viewing and printing options, see the User Manual.

   PRINT OUTPUT

   yes/no

   Indicate whether the default print option is “yes” or “no”.

   PRINTER

   setup

   Enter the name of the default printer device for this user, or leave blank if there is no default.

   COPIES

   integer (3)

   Enter the default number of copies to be printed.

   SAVE OUTPUT

   yes/no

   Indicate whether the default save option is “yes” or “no”.

   SPOOL SECURITY

   setup

   Enter the default security ID for saving files.

3. Select Specifics | User Group or Specifics | User Division to assign users to user groups or divisions, respectively (see Specifics, User Group).

4. Select Accept to enter the user profile, including specifics information, into the Circulation database.

5. Set up another user profile, or press F4 and select Exit to exit to the Setup menu.

Specifics, User Group

This specific allows you to link user IDs to user groups. A user can be associated with more than one group, and more than one user can be associated with the same group.

To assign a user to a group:

1. Select Specifics | User Group from the User Profile Setup screen to display the User Group Setup screen.
2. Select Add and complete the following fields.

   Fields

   Type

   What to enter

   GROUP

   setup

   Enter a group to which this user belongs

   USER NAME

   display

   The user ID from the User Profile Setup screen displays.

3. Select Accept to accept the user/user group link.

4. Link the user to other user groups, or press F4 and select Exit to exit to the User Profile Setup screen.

Specifics, User Division

This specific allows you to link user IDs to user divisions, which are used to store user interface preferences in graphical Circulation. A user can be associated with more than one division, and more than one user can be associated with the same division.

To assign a user to a division:

1. Select Specifics | User Division from the User Profile Setup screen to display the User Division Setup screen.
2. Select Add and complete the following fields.

   Fields

   Type

   What to enter

   DIVISION

   setup

   Enter a user division to which this user belongs.

   USER NAME

   display

   The user ID from the User Profile Setup screen displays.

3. Select Accept to accept the user/user division link.

4. Link the user to other user groups, or press F4 and select Exit to exit to the User Profile Setup screen.

Once user groups are set up, the groups must be assigned to at least one (but possibly more) security ID. Certain menu items and transactions can then be limited to a certain security ID.

Continuing with the example started in Group (see ), suppose you have determined the functions that require restriction and have set up user profiles and groups accordingly. You might then set up a security ID called “Dispatch” for all users that should have access only to that function, and so on. Notice that users in “SysAdm” (system administrators) have unrestricted access.

To define a security ID:

1. In character Circulation, select Security ID from the Security menu to display the Security Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

3. Select Specifics | Security Group to link the security ID to one or more user groups (see below).

4. Select Accept to enter the security information into the database.

5. Set up more security IDs, or press F4 and select Exit to exit to the Setup menu.

Specifics, Security Group

Select this specific to link user groups to the security ID that is being defined.

To assign user groups to security IDs:

1. Select Specifics | Security Group from the Security Setup screen to display the Security Group Setup screen.
2. Select Add and complete the following fields.
3. Select Accept to accept the security ID/user group link.

4. Link more user groups to the security ID, or press F4 and select Exit to exit to the Security Setup screen.

This option is used to create user divisions, which are needed in order to store personalization preferences in Circulation’s graphical interface.

To set up divisions:

1. Select Division from the Security menu to display the Division window.
2. Click the Add icon and complete the following fields.

   Field

   Type

   What to enter
3. Click OK to save the division.

This option is used to purge the credit card number, bank number, and bank account number from the system, up through a cutoff (“purge to”) date. This information will be deleted, and any masked characters will be changed from “*” to “x”. An export option is available to export the private information to a secure directory before purging it, as a backup measure.

Purge private subscriber and account information

1. In character Circulation, select Purge Private Info from the System | Security menu.
2. Select Add and complete the fields described in the table below.

   Field

   Type

   What to enter
3. Select Continue to purge the data. The private information will be removed from the system.

After setting up an encryption control record (see ), all new private data that is entered will be encrypted. However, you must use this option to encrypt your existing data. Once existing data is encrypted, you also have the option to re-encrypt it using a current encryption key.

To encrypt private subscriber and account information:

1. In character Circulation, select Encrypt Private Info from the Setup | System | Security menu.
2. Select Add and enter encryption information in the fields described in the table below.

   Field

   Type

   What to enter

3. Select Continue to encrypt the data. The encrypted information will be kept in separate tables and fields, and the original fields will be masked.

You can set up security for some specific transactions (such as adding addresses) within the Circulation Services menu. First, you must establish user IDs, user groups, and security IDs. Then, using this option, you can limit specific transactions to only those users with a specific security ID. Only one security ID can be assigned to a transaction type. If you want to change who has access to this transaction, you may have to set up a new security ID with different groups associated with it.

You can also implement data masking using transaction security.

To secure transactions:

1. Select Transaction Security from the Security menu to display the Transaction Security window.
2. Select a security item in the list and click the Modify icon.

3. Select a security ID from the Security combo box. Only users that have this security ID will be able to carry out this transaction.

4. Click OK to apply this security ID to the transaction.

Transaction Security Items

Data Masking

Data masking is used to allow only selected Circulation users to view and print private information, while preventing all other users from doing so. Users without security rights will see “masked” information, which means that most digits of a number are replaced with asterisks. A masked credit card number, for example, will be displayed as ************0123, with only the last four digits visible to the user. Users with security rights will see the whole number. The diagram below shows the level of security that data masking provides.

Note that, when using data masking alone, information is not masked in any way within the database. Any person who can access the database directly, such as a Naviga Support analyst or a developer who runs custom programs, ad hoc queries, Results queries, etc., will see the full data. Unauthorized users (i.e., “hackers”) who are able to gain access to the database will also see full data. To protect private information within the database, you must use database encryption.

Setting Up Data Masking

Data masking is set up within Transaction Security (Setup | System | Security | Transaction Security). By default, these items are marked NOT ACTIVATED, which means that the data for these items will be masked for all users until you “activate” access to an item for a security group.

Four security items in Transaction Security control the masking of private data:

• ShowCreditCard determines which security group can view and print full credit card numbers. All other security groups will see only the last four digits of credit card numbers.

• ShowPayPal determines which security group can view the full PayPal VaultID and Email Address. All other security groups will see only masked data in these fields.

• ShowBankAccount determines which security group can view and print full bank numbers and bank account numbers. All other security groups will see only the last 2 digits of the bank number and the last 4 digits of the bank account number.

• ShowAcctTaxInfo determines which security group can view and print the full social security number and Tax ID of accounts. All other security groups will see only the last 4 digits of the social security number and Tax ID.

Remember, all data will be masked until you perform this setup.

This option is used to decrypt information that is encrypted in the database. For example, you may need to use this feature for testing (to compare pre-encryption and post-encryption data), exporting data (e.g., to move carrier tax information from Circulation to an external AR system), or when changing encryption methods (e.g., going from FFW to GPG).

To decrypt private subscriber and account information:

1. In character Circulation, select Decrypt Private Info from the Setup | System | Security menu.
2. Select Add and enter decryption information in the fields described in the table below.

   Field

   Type

   What to enter
3. Select Continue to decrypt the data. The encrypted information will be removed from the database, and the original fields will be unmasked.

Database encryption is used to hide private information from people who gain direct access to the database (i.e., developers, Naviga Support analysts, and “hackers”—people other than Circulation users). When encrypted, private data is stored in separate tables and fields. When the database is accessed directly, private information is masked and is not discernible. This includes running Results reports/queries, custom programs and ad hoc queries—in all of these situations, the data will be masked.

Circulation users, on the other hand, will be able to see full private information because the Circulation interfaces decrypt it for display and printing.

The figure below shows the level of security that database encryption provides. Note that all private data will be visible by all Circulation users, unless you also use .

The table below shows the fields that can be encrypted in the database.

Methods of Encryption

Circulation supports two different methods of encryption:

• FFW uses FreeFrameWork’s “shingle” encryption. It is a symmetric encryption system that was specifically developed for the Progress 4GL environment. FFW uses a pass phrase and a private key that you define in Setup. Because encryption is done entirely within Progress, it is the faster of these two methods.

• GPG (Gnu Privacy Guard) is a freely available encryption tool for secure communication and data storage that supports a number of industry standard encryption algorithms, both symmetric and asymmetric, of various strengths. Circulation uses the default symmetric encryption algorithm for your GPG installation.

Comparing FFW and GPG

The table below compares some key attributes of the FFW and GPG encryption methods.

Setting up Database Encryption

Follow the procedure below to set up database encryption.

Overall procedure to set up database encryption:

1. If you are going to use GPG, you must download and install it if it is not already installed on your system.

2. Set the Business Rule, Should private information such as credit card numbers and bank account info be encrypted when stored in the database? (General section), to “yes”.

3. Use the Encryption Control option (Setup | System | Security | Encryption Control) to define your encryption method, pass phrase, and other information. Private information entered through new starts, payments, and other transactions will automatically be encrypted once an encryption control record is set up. See below.

Like security masking, encryption is not enabled by default: you must set it up using this procedure before data will be encrypted.

Other Database Encryption Options

Two other menu options in Circulation are related to encryption:

Encryption Control Setup

Encryption Control setup determines the encryption method to be used, as well as the private key and pass phrase to be used in database encryption. If you use GPG, you must also enter the location of the encrypting program executable file. We highly recommend limiting access to this option to a few users via menu security.

To define encryption settings:

1. Select Encryption Control from the Setup | System | Security menu. The Encryption Control screen displays.
2. Click the Add icon and enter encryption information in the fields described in the table below.
3. Click the OK button to add the encryption control, or click Add Another to accept the record and add another encryption control.

This option allows you to enter translations of text resources used in the Circulation system, including messages, field labels, and so on.

To enter a translation:

1. Select System | Translation to access the Translations window.
2. Double-click a text resource in the list to display the Locale, English Text, and Description.

3. In the Translation field, enter a translation of the text resource.

4. Click OK to save the translation.

A time zone can be defined with each route so that the guaranteed delivery time and redelivery cutoff time are based on the route’s time zone instead of the server’s time zone. Since time zones are defined by route, redelivery deadlines can vary for home delivery and single copy routes.

When redelivery is requested during the entry of shortages and complaints (in Circulation and iServices), if a dispatch cutoff time is defined for the route, that cutoff time will be used instead of the cutoff time defined for the product. Also, the route’s time zone (instead of the server’s time zone) will be used to determine when a redelivery request is before the cutoff. Note that users with “dispatch override” security are allowed to initiate a dispatch even after the cutoff.

This option is used to assign IDs to standard time zone locations. Zip Setup is then used to associate a Zip code with a time zone location. Then, when the Time Zone Zip is entered in Route Setup, the time zone will be associated with the route.

To assign IDs to standard time zone locations:

1. Select Setup | System | Time Zone to access the Time Zone setup window.
2. Click the Add Time Zone icon and complete the following fields.

   Field

   Type

   What to enter
3. Click OK to apply the time zone ID to the time zone, or Add Another to set up another time zone ID.

4. Click Cancel when you have finished.

Select this option to define special parameters for reports. For example, you might want to always print a report on a specific printer or always save a certain report. Many Report Configuration parameters are similar to those in User Profile-CR; select this option when these parameters should override user profile parameters (this assures that the appropriate alignment procedures are used when printing special forms print jobs).

To define a report configuration:

1. Select Report Configuration from the System menu to display the Report Configuration window.
2. Click the Add Report Configuration button and complete the following fields.

   Field

   Type

   What to enter
3. Click OK to enter the report configuration into the database, or click Add Another to set up another configuration.

Variables that can be used in spool file names

The table below lists variables that can be used in spool file names. For example, if the name “BUNDLE.<D>” is entered for bundle tops, and bundle tops are run on a Tuesday, the file name will be “BUNDLE.TUE.”

Website details, including preferences for e-mail confirmations sent by Circulation, are defined in Website setup. Defining e-mail properties by website allows you to customize different e-mail templates with specific verbiage, styles, logos and other graphics to match the website the subscriber is accessing.

E-mail Templates

Most e-mails sent from Circulation use templates to define the e-mail content, branding, and other details. The table below lists the different types of e-mails that can currently be sent. Except for eBills, all are sent from Customer Service. In addition, user-defined templates can be added from the Email Template tab; when adding new templates, the module must be “Customer Service”, and the transaction “CRM”.

Configuring Websites

To access Website setup, select Website from the System menu. The Website screen displays, listing currently configured websites in the upper grid, and details about the selected website in the subtabs.

To add a website:

2. On the Details tab (shown above), specify a website ID of up to 8 characters, and enter a description of the website. In the Product field, select the product aligned with this website. You can define multiple websites for a single product. If an occupant subscribes to multiple products, the operator will be able to select the website to use when entering a transaction in Customer Service.

3. If the website will use single sign-on (SSO), select an SSO Auth Source for the website. You can optionally check the “Use Newspaper Website Registration” box to allow website login based on registration through the newspaper website, or check the “Use iServices Subscriber Registration” box to allow website login based on registration through iServices Subscriber. The first box is available if the new iServices business rule “Can subscribers use their iServices Subscriber registration to log in?” in the Subscriber - Web > Login section is answered “website”. The second box is available if the existing business rule “Can subscribers use their newspaper website registration to log in?” in the Subscriber - Web > Single Signon section is answered “website”.

4. Click the OK button to save the basic information for the website.

5. Click the Configuration tab to set e-mail preferences for the website, as described in the table below. To set a preference, simply click in the Value field and enter the value.

   Field

   Value

   TestMode

   Indicate whether you are in “test mode” (in the process of configuring or testing e-mail confirmations) for this website. The default is “NO”. If set to “YES” in a production environment, e-mail confirmations will be sent to the e-mail address in the next field. If you are in a test environment, confirmation e-mails will go to the e-mail address below regardless of the TestMode setting. Circulation determines that it is in a production environment when the Business Rule What is a host name of this server? matches the current server name and the Business Rule What is the physical name of the database? contains “cm”.

   TestEmailRecipient

   Enter the e-mail address that confirmation e-mails should be sent to while in the testing process. Confirmations will be sent to this e-mail when TestMode, above, is set to “YES” in a production environment, or in any test environment.

   EmailType

   Enter the format that confirmation e-mails should be sent in for this website: HTML or text. Select “HTML” if you wish to use images, colors, and other formatting attributes in the e-mail messages sent by Circulation.

   EmailProtocol

   Enter the e-mail protocol that should be used to send messages for this website: SMTP or Sendmail. Select “SMTP” if using HTML format, and “Sendmail” if using text format.

   SMTPEmailHub

   If using the SMTP protocol, enter the website hub address here, such as “mail.us1.dti”.

   SMTPCharacterSet

   If sending e-mail with the SMTP protocol, enter the character set to use for the website, or leave blank to use the “US-ASCII” character set (recommended).

   BCCEmailRecipient

   If using the SMTP protocol, you can specify an e-mail address that should be the BCC ( blind carbon copy) recipient of e-mails sent by Circulation for this website.

   CustomEmailTemplatePath

   Templates for Circulation e-mails can be customized and stored in a specific directory, specified here (e.g. /app/webcustom/cm/email). If no directory is identified, Circulation will look in the email directory in the Circulation application directory for the templates. See “E-mail Templates” in the User Manual for a list of templates and which subdirectories they reside in.

   SenderEmailAddress

   This setting defines the “from” email address that will appear in e-mail messages sent from Circulation for this website.

   SenderEmailName

   This setting defines the “from” name that will appear in e-mail messages sent from Circulation for this website.

   ImagePath

   If using HTML format, specify the image path that should be used to display images, such as logos, used by the e-mail template. This will typically be in the iServices “webcustom” area where other images are stored.

6. Click the Email Template tab to set e-mail template preferences. The standard templates used by Circulation will be automatically defined, but you can modify the template record to change the template directory to use a version for your website, define a special sender e-mail address, and change other information. You can also click the Add icon to add a new custom template. Template fields are described in the table below.

   Field

   Type

   Value

   TemplateName

   open (30)

   Enter the name of this template, without its extension (.htm or .tmp).

   Description

   open (30)

   Enter a description of this template.

   Send Email

   yes/no

   Indicate if the template should be used to send e-mails for this website. All standard templates will have this field checked by default, but you can deactivate a specific e-mail confirmation for a website by unchecking this field.

   Default Send Email

   yes/no

   This field only opens if Send Email is checked. If a field displays in Customer Service to indicate whether an e-mail confirmation should be sent, as with the Start, Stop and Restart templates, indicate whether Send Email should be checked by default for this website.

   Archive Email

   yes/no

   Leave this field checked if e-mails sent using this template should be archived. If the e-mail is archived, it can be displayed in Customer Service after being sent by viewing the contact transaction and clicking the Show Document button.

   Module

   —

   Currently Customer Service is the only module that supports e-mail templates.

   Transaction

   display

   The transaction that generates e-mails for this template displays here. If adding a user-defined template, this field will display as “CRM”.

   Event

   display

   This field indicates what event, if any, triggers the e-mail to be sent. Currently it is a display-only field and is set to “Entry” for some Customer Service templates (the e-mail is sent when the transaction is entered) and “Processing” for the “billnotify” template. For confirmations initiated when a button is pressed, such as the New Password button used with the “password” template, Event will be blank.

   Template Directory

   open (60)

   Specify the directory where this e-mail template resides.

   Subject

   open (30)

   Specify the e-mail subject line associated with this template.

   Sender Email Address, Sender Name

   open (60), open (30)

   Specify the “from” e-mail address and name for e-mails associated with this template.

   Send BCC Email

   yes/no

   Check this field if an e-mail address should be blind carbon copied when e-mails are sent out using this template (only available if SMTP protocol is used).

   BCC Email Address

   open (60)

   If Send BCC Email is checked, enter the e-mail that should be blind carbon copied.

7. If you have the Audience API add-on activated, click to the Audience tab to configure how personalized content from Newscycle Audience is displayed in iServices Subscriber. Audience fields are described in the table below. Note that this tab will not display if add-on security is not activated for the Audience API. See the iServices Subscriber Manual for more information on personalized content.

   Field

   Value

   Audience URL

   Specify the path and name of the Audience javascript program that will send content to iServices Subscriber. The path and program name will be specific to your domain. Newscycle will provide you with the URL value.

   Content Placement

   Indicate whether Audience content should display in the sidebar or bottom area on the iServices Subscriber pages.

   Sidebar Heading

   If content appears in the sidebar, enter the heading to display above the personalized content, such as “Just For You”.

   Sidebar Priority

   If content appears in the sidebar, indicate whether it should appear first or last among the sidebar items, such as alerts.

8. If you are using iServices with this website, you can configure additional site-specific settings via the iServices Admin module. This includes options for e-mails sent by iServices (rather than Circulation). See the iServices Subscriber Manual for more information.

Circulation has many programs that import and export text (ASCII) files. Different newspapers will have varying format requirements, depending on the software applications being interfaced. To allow users more flexibility in export and import formats, many formats can be user-defined using this option. For a list of list of options that can be used with file map, see in Appendix B of the Circulation User Manual.

The following table indicates which format options are available with each File Map usage.

To define a file format:

1. In character Circulation, select File Map from the System menu to display the File Map Setup screen.
2. Select Add and enter basic information about the format in the fields described below.

   Field

   Type

   What to enter

   FILE NAME

   open (12)

   Enter a name for this import or export format. For example, if you are interfacing to a BillServ system, you might want to name the format “BillServ”.

   DESCRIPTION

   open (30)

   Enter a description of this format.

   USAGE

   predefined

   Specify the type of import or export (for example, enter “SubLockbox” if defining a subscriber lockbox format). Press F2 for a list of valid types, or refer to the User Manual.

   DEFAULT FILE NAME

   open (30)

   Enter the default file name for the format in the /dti/exchange/cm directory. This will be the file name that defaults during the import or export in Circulation. This field is required for the “SubBilling” usage but optional for all other usages. Note: You are able to use tokens within the default file name to add information such as the date or a sequence number. The available tokens are:

   • <p>—User’s default product ID (from User Profile CR)

   • <d>—Current day name (e.g., MON if the export is run on Monday)

   • <t>—Type of run (actual, advance, or TM)

   • <s>—Sequence number indicating the number of times the export has been run on the current day

   • <c>—Calendar date See Tokens for a complete list of tokens that can be used at run-time when using a file map.

   FILE FORMAT

   predefined

   Indicate the format:

   • Delimited formats have a symbol such as “,” or “|” to separate fields. You could also use a tab (enter \t in the Delimiter field).

   • Fixed Width formats have a fixed number of characters for each field.

   • Progress formats have character fields that are enclosed in double quotes and all data elements are separated by a delimiter (usually a space).

   • Quoted formats include double quotation marks surrounding each data element. These elements are also separated by a delimiter.

   DELIMITER

   open (4)

   If the file format is delimited, enter the delimiter here. For example, a popular delimiter is the pipe (|) symbol. Enter \t for a Tab delimiter.

   LINE TERMINATOR

   predefined

   This field controls how line feeds are exported (both the Line Feed data element and the automatic line feed at the end of every record). The options are CRLF (carriage return/line feed), LF (line feed), and None (data is exported on one line). Note: Currently, this field is valid only for the “SubBilling” file mapping usage, and LF will be used for all other usages.

3. Select Specifics | Record Type to define the format records and fields (see below).

4. Select Accept to create the file format. You can then define additional formats, or select Exit to return to the Setup menu.

Specifics, Record Type

Some file formats have multiple record types, with each record being separated by a carriage return or line feed. For example, the format might have a batch header record, followed by one or more detail records, and finally a trailer record. A format must have at least one record defined. The records and their identifiers are defined in the Record Type Setup screen.

To define record types:

1. Select Specifics | Record Type from the File Map Setup screen to display the Record Type Setup screen.
2. Select Add and enter information about a record in the fields described below. Note: In formats with multiple records, you can use a Record Identifier data element to identify different types of records.

   Field

   Type

   What to enter

   RECORD TYPE

   open (16)

   Enter the name of the record, for example “batch header” or “detail”.

   DESCRIPTION

   open (30)

   Enter a description of this record.

   EXPORT LEVEL / EXPORT WHEN

   predefined

   These fields open only for certain export file map types, and only certain values are available, depending on the file map. They allow you to define how often records export. For example, if “Route” is selected in Export Level, one record will export for each route processed. A record type defined with a “Process” export level will export data only once, either at the Start or End of the process (as determined by the Export When value).

   EXPORT ORDER

   integer (6)

   If an export format is being defined, enter the order in which this record should be exported, as related to the other records of the same record type. For example, an “Address” detail record might have an export order of 10, and a “Subscription” detail record might have an order of 20. In this case the Address record would export before the subscription record. Other record types, such as a header or footer record, would export before or after the detail records, based on whether Export When was set to “Start” or “End.”

3. Select Specifics | Data Element to define the record’s fields (see below).

4. Select Accept to accept the record. Define other records, or select Exit to return to the File Map Setup screen.

Specifics, Data Element

The last step in defining an import or export format is mapping the content of the fields to Circulation data elements. If a format contains more than one record, each record must be mapped separately.

To define fields for a record:

1. Select Specifics | Data Element from the Record Type Setup screen to display the Data Element Setup screen.
2. Select Add and map the first field (the fields are described in the table below).

   Field

   Type

   What to enter

   SEQ

   integer (4)

   Enter the sequence order of this field as it related to other fields in the record. We recommend giving the first field a sequence of 10, the second field 20, and so on, so that additional fields can be inserted later on if needed.

   DATA ELEMENT

   predefined

   Specify the data element that maps to this field in the format. Press F2 for a list of valid elements (shown in the figure below) or see Appendix B in the User Manual. If the field should be ignored by Circulation, enter “Filler” here. Note: For the “Adjustment” data element in subscriber lockbox formats, a Code Map prompt will appear after the data element is selected. This is where you define the subscriber payment adjustment code that should be used with adjustments imported via this lockbox format. Code Map also appears for phone number fields in export formats, allowing you to select a phone type (or “<primary>”). The occupant phone with this phone type (or the primary phone number) will be exported.

   LENGTH

   integer (3)

   If this is a fixed length format, enter the character length of this field.

   FORMAT/VALUE

   predefined

   Some data elements have a variety of possible formats. For example, dates could have the format “dmy” (day, month, year), “mdy”, etc. Logical (yes no) fields should have a format that includes a slash, such as “Y/N” if the file will be receiving the logical value as a Y or N. If this field is open, press F2 and select the correct format for the data element.

   CONVERT

   predefined

   Leave this field blank unless you are converting the import/export value of this field. If converting the value using a conversion program, select “Program” here and specify the path and file name of the conversion program in the Conversion Program prompt that displays. For example, you may have demographic information instead of a subscription ID in your input file. By writing a conversion program you could take the demographic information and, through your conversion program, output a subscription ID. Your conversion program must have one input-output parameter of a character type. Contact Newscycle Support for more information before writing your conversion program. If you are defining a file map for the Subscriber Activity Import, another option, “Setup,” is also available here, as described below.

3. Add the other fields in the record. Once the fields are defined, select press F4 and Exit to return to the Record Type Setup screen.

Data Element Mapping

If you are defining a file map for the Subscriber Activity Import, you can set up mappings for data elements. For example, the product ID “DlyTms” in the input file can be mapped to “DT” so that it can match product “DT” in Circulation.

To set up mapping, add the data element and set the Convert field to “Setup.” The Element Conversion Setup screen displays. Enter the low and high values to map, and the Circulation value. For most mappings, you will enter the same value in LOW VALUE and HIGH VALUE, so that the specific value will be mapped. After adding the mapping, press F4 and select Exit to return to the Data Element Setup screen.

Data Element Translation

File map elements can be translated into a different language as part of the export process. To translate a data element, set the Convert field to “P” (program) and in the Convert Program field enter “filemap/convert/translate”. The translated value in the Circulation database will then be exported. See Translation for more information on translation.

Tokens

All File Map exports allow tokens to be included in the file name when running the export option in Circulation. A list of valid tokens can be displayed by pressing F2 or clicking the lookup icon in the File Name field when running an export option.

The following table lists the generic tokens that can be used with any export File Map. The remaining tables list the tokens that can be used for more specific options.

Bill source tokens (used in Drop Credit Audit and Past Due Letter) are listed in the table below.

Product tokens are listed below. They can be used in Balance Forward Billing, BAS Reconciliation, Bundle Tops, Carrier Mail, Complaint Report, Draw Forecast, Merchandise Report, Status/Collection Cards, Subscriber Tax Export, Subscription Tran Export, TM, and Truck Sequence Export.

Publishing group tokens, used in Bundle Tops, are listed below.

Run date tokens are listed below. They can be used in Balance Forward Billing, Bundle Tops, Carrier Mail, Past Due Letter, TM, and Truck Sequence Export.

Spool sequence tokens, used in Bundle Tops, are listed below.

Run type tokens, used in Bundle Tops, are listed below.