User Maintenance
The user maintenance screen is where you can create and manage users and groups in the system. You can access this page from the dashboard menu.
1. User Tab - lists all users in the system.
2. Groups Tab - lists all groups in the system
3. Departments Tab - lists all departments in the system.
4. Properties - The default view under the users tab. This view will allow you access properties of the user.
5. Groups - This view will allow you to assign group permission to a user by group
6. Departments - This view will allow you to assign department permission to a user by department.
7. Permissions - This view will allow you to assign permissions to a user by permissions.
8. Widgets - This view will allow you to assign widget permission to a user by widget.
9. Add New User - Button to allow you to create a new user in the system
10. Column filter - A filter on the user grid that will allow you to narrow down the total list of users in your system
Users Grid
The main grid under User Maintenance will list all users in your system. By default they are broken up into two groups Active and Inactive. Inactive users in the system are unable to log in.
Using the textbox located in the header of each column will allow you to filter what users show in the grid.
Add new user
Click the Add New User button located on the User tab to create a new user in the system. You will be prompted to copy permissions from another user. If you have a user set up with permissions that you would like to use for the new user, select yes. If not, select no. Cloning a user is a faster way to set up new users if you know a user has specific permissions already.
Fill out all the fields needed to create a new user. Click the Save User button when complete.
First Name - The users first name
Last Name - The users last name
Email - The email address of the user. The domain you will use is the one set up for your organization.
Login Name - The name the user will use to log into the system. This will need to be unique amongst your users.
Password - The password the user uses to log into the system. Passwords are case sensitive.
Password doesn't expire - When checked the company setting for password expiration is ignored.
Must change on next login - When the user logs in for the first time they will be required to change their password.
Is Active - Sets the user as active in the system. Inactive users can not log in.
Open Dashboard on login - If checked, the user will see the dashboard screen instead of classic.
Automatically accept meeting requests - When this user is invited to an appointment, it will auto accept. This is useful when creating users that behave like resources.
Automatically decline conflicting meeting requests - Like accept, if invited, and there is already an appointment it will decline
Recovery Phone - If you allow your users to reset their password if they forget, add in their phone number (numbers only with area code). When clicking Forgot Password on the login page will call them with a reset code.
Recovery Email - Similar to recovery phone, an email will be sent. If both options are entered, the user will have an option to pick between phone or email when resetting password. Users with a recovery email set will receive security emails (ver.3.1)
New in version 3.3, you can select a contact in the system to link to the new user you are creating. Instead of creating a new contact when the user is created, it can use an existing contact that is already in your system.
Start typing the name of the contact. You will see all contacts that match in the system.
You cannot link up a contact that is already linked to a user.
Edit user
Click on the users name in the grid to open the details of that user.
First Name - The users first name
Last Name - The users last name
Email - The email address of the user. The domain you will use is the one set up for your organization.
Alias - any alias the user has. To add a new alias, click add fill in the new email.
Signature - 400x100 image that contains the users signature. Alternatively, you can leave blank and have them actually sign it under "My Preferences"
Recovery Phone - If you allow your users to reset their password if they forget, add in their phone number (numbers only with area code). When clicking Forgot Password on the login page will call them with a reset code.
Login Name - The name the user will use to log into the system. This will need to be unique amongst your users.
Password - The password the user uses to log into the system. Passwords are case sensitive.
Password doesn't expire - When checked the company setting for password expiration is ignored.
Must change on next login - When the user logs in for the first time they will be required to change their password.
Is Active - Sets the user as active in the system. Inactive users can not log in.
Open Dashboard on login - If checked, the user will see the dashboard screen instead of classic.
Automatically decline conflicting meeting requests - Like accept, if invited, and there is already an appointment it will decline
Automatically accept meeting requests - When this user is invited to an appointment, it will auto accept. This is useful when creating users that behave like resources.
Recovery Email - Similar to recovery phone, an email will be sent. If both options are entered, the user will have an option to pick between phone or email when resetting password. Users with a recovery email set will receive security emails (ver.3.1)
Groups
The groups tab allows you to add/remove the selected user to/from groups in the system. By default all new users are added into a group called "All". The selected user can be added into additional groups by checking the checkbox next to the group name. Clicking the Save User button will save the changes.
There are some default groups with special abilities
DeleteDepartmentItemsGroup - Users in this group are able to delete items under a department folder for a contact
DeleteContactsGroup - Users in this group are allowed to delete contacts from the system
ReceiveContactDeleteRequests - If a user does not have the permission to delete a contact, they will have the ability to send a request off. Users in this group will get that email.
SkipsContactInitialSearch - Users in this group don't have to do a pre-search when creating a new contact. The pre-search prevents duplicate contacts in the system.
Departments
In the system forms are located under departments. Users that are in a department have the ability to create forms for contacts.
Check the department you want to add in the selected user into. Click the Save User button when finished.
Permissions
Permissions are particular parts or abilities in the system.
Accounting - ability to access the accounting system (dashboard menu)
Ad Hoc Reporting - ability to use ad hoc report page (dashboard menu)
Admin Contact View - screen under tools tab in classic to manage contacts. only system admin should have this permission.
Alerts - ability to create system alerts (dashboard menu)
Availability - ability to access / create availability (dashboard menu)
Availability Admin - needs Availability permission. admin has the ability to set ability for other users.
Available Time Search - (classic) page for searching available time
Bill Setup - (classic) page for setting up EDI / CMS1500 config
Billing - ability to access billing pages [proofing,3pb,non-bill] (dashboard menu)
Call Log - if system is set up with call log, user will have ability to use call log page (dashboard menu)
Company Maintenance - ability to see company maintenance page to change settings on the company (dashboard menu)
Data Definitions - if ad hoc is enabled, ability to change data definitions
Department Codes - (classic)
Design - if tools are enabled, ability to see the form designer (classic)
Feedback - ability to access the feedback system (dashboard menu)
Folder And Group Maintenance - ability to access folder and group maintenance screen (dashboard menu)
Form List Editor - (classic) ability to see page that allows changing certain lists on forms
List Maintenance - ability to add/edit lists in the system (dashboard menu)
LockFile - in a folder, ability to lock/unlock files from being deleted
My Preferences - ability to see my preferences (dashboard menu)
Reports - ability to see the reports page (dashboard menu)
Reports Admin - if tools are enabled, ability to see the report designer
Scheduler - ability to see the scheduler page (dashboard menu)
Take Folder Ownership - ability to take ownership of a folder from the folder and group maintenance page
Timesheet - ability to access the timesheet page (dashboard menu)
Timesheet Admin - ability to access the timesheet admin page (dashboard menu)
User Maintenance - ability to access user maintenance page (dashboard menu)
Walk In - ability to access the walk in page under a contact
Alias
Users in the system can have multiple email addresses. This tab will allow you to add the additional email addresses.
Signature
An image of the users signature can be linked to the user, and used on reports in the system. The image needs to be 400px by 100px .gif file.
Calendar
The calendar tab will show you all users/groups that has access to the selected users calendar. To add a new user or group, click the Add button, and select the user/group from the list.
After adding the user/group, click on the name to set the permissions.
None - The user/group has no access to the users calendar. This is the same as not having the user/group added to this tab
Read - needed for the user/group to see the calendar
Edit All - The user/group can edit any calendar item on the users calendar
Edit Own - The user/group can only edit items that they created
Delete All - The user/group can delete any calendar item on the users calendar
Delete Own - The user/group can only delete items that they created
My Contacts
Similar to the Calendar tab, you can set permissions to the users My Contacts folder.
Other User
The other user tab is where you give permission for the selected user to have access to other users timesheets / scheduler.
To add a user, click the Add button, and select the user/group from the list.
By default, the user/group you add will have the timesheet permission. This means that the selected user has timesheet access to that user/group. If you want the use to be able to select that user/group in the scheduler tool, check the scheduler checkbox.
Widgets
The widgets tab lists all widgets that are available to add to the dashboard. If the item is checked, the selected user will be able to add it to their dashboard.
Disabled (Locked) Accounts
In v3.2 accounts can be disabled by X incorrect login attempts in a row (Configurable in Company Maintenance). When an account becomes disabled, they will not be able to log into the system. If they are already logged in, this will not affect their current session. In order to log in again, you will need to re-enable the account. This is done from the add/edit user dialog. First click on their name to load the details.
On accounts with the login disabled, you will see a new button to re-enable the account. Simply click this button to re-enable the account. You do not have to save the user after.