User Access Setup Tutorials

• You manage connected users, assign them languages and menu templates, and log them from the Users module.
• You can set user access for all users and modules from this module.
• Each user must have a role. There are three roles:
  • Admin:
    • Allows access to the users’ module.
    • Can grant themselves access rights to all the modules.
  • Users:
    • Cannot access the users’ module.
    • Only has the access rights assigned to them by an Admin user.
  • PoS User:
    • Forces the user to first clock in and open a point-of-sale session before working in QuickEasy BOS.
• For each user, you must create a separate contact, return to the users’ interface, and link the user to the contact.
• User access can also be set for a module from its menu button.
• You may only login to a database from one device at a time. However, you can login to the mobile and desktop app simultaneously.
• Logins are validated every five minutes. These checks will discontinue sessions if the user has been disabled or has multiple logins.

Navigation: Main Menu > Setup > Users

These tutorials explain how to grant user access and how to allocate menu templates and languages.

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How to Add a User 

• Update Users: 
  • Adds/updates active users.
  • Deletes inactive users and all their settings if those users are not linked to transactions or service manager tickets. For example, if you delete all the transactions to start a new database, you can run this setting afterwards to clear out unnecessary users in the new database.
  • Changes the Statuses of users, who are linked to transactions or tickets, to Inactive. 

If a User logs in by themselves for the first time, they are automatically added as a User (but must still grant themselves access to all the modules).

1. Navigate to the User Interface.
2. Click Actions (button) > Update Users.
3. Confirm the action on the popup.

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How to Link a Contact to a User

This link is needed for Timekeeping to work correctly, especially on the Mobile app.

1. Create a new Contact for the user.
2. Navigate to the User Interface.
3. Click Edit (button).
4. Click Refresh (button) on the top menu row.
   • Note: If the button is not there, you must restart BOS to refresh the data.
5. Navigate to the applicable User and click the Contact column.
6. Select the contact from the dropdown list.
7. Click Save (button).

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How to Change a User’s Language Selection

• If you select English, the User can only see English. If another Language is selected, they can toggle between the selected Language and English.
• If a new language is selected, QuickEasy BOS must be restarted before the interface switches to that language.

1. Navigate to the User Interface.
2. Click Edit (button).
3. Under the Language column, select a different language from the dropdown list.
   • Note: The dropdown list contains Languages that are assigned to the organisation when you sign up for QuickEasy BOS. If you need additional languages, please contact QuickEasy.
4. Click Save (button).
5. You are prompted to restart the application. 

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How to Grant User Access 

1. Navigate to User Access.
2. Right click a Username and select View/Edit User Access on the context menu.
3. Click Edit (button) if it is not blue.
4. Set the access for each transaction and report as follows:
   1. Entity: Allows organisations to restrict Users‘ access to a single Entity as selected from the dropdown list, or to access All Entities.
   2. View: Allows organisations to select View options for transactions as follows:
      1. None: The user has no access whatsoever.
      2. All: The user has full access to view the transactions or reports (List Views).
      3. Own (User): The user is restricted to entries created by that user.
      4. Own (Rep): The user may only view entries where they are the assigned rep.
         • Note: For Reports (List Views), there is only a checkbox. If checked, the user may view the report. 
   3. Setup: Allows users to access the Settings tab (e.g. Transaction Types, Statuses).
   4. New: Allows users to create new transactions. Unchecking this option does not restrict users from copying other transactions to create new transactions. Users must also have Edit rights.
   5. Edit: Allows users to edit the reports (where available) or the transactions. Users must also have View rights.
   6. Delete: Allows users to delete entries on reports or delete transactions. Users must also have View rights.
5. Click Save (button).

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How to Copy User Access

You can copy user rights from one user to another to speed up the process of allocating access.

1. Navigate to User Access.
2. Right click a Username and select View/Edit User Settings on the context menu.
3. Click Actions (button) and select Copy Access from Another User.
4. Select the Username in the dropdown list next to Copy Access From.
5. Click Copy (button).
6. Confirm the copy on the popup.

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How to Remove User Access 

1. Navigate to User Access.
2. Right click a Username and select View/Edit User Settings on the context menu.
3. Edit any of the fields as necessary, or
4. Right click the Module and select Delete from the context menu.
5. Confirm the deletion on the popup.
   • Note: You can also remove modules by clicking Actions (button) > Add/Remove Modules and moving all the Modules from the Selected section to the Available Section.

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How to Add Modules to a User’s Access 

1. Navigate to User Access.
2. Right click a Username and select View/Edit User Access on the context menu.
3. Click Actions (button) > Add/Remove Modules.
4. Using the navigational arrows in the middle of the two sections, move the applicable Modules from the Available section to the Selected section.
5. Click Save (button).
6. Close the popup.
7. Set the User’s rights for the newly added modules as needed.

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How to View and Edit User Access by User 

1. Navigate to User Access.
2. Click Actions (button) > View/Edit User Access by User.
3. Select the applicable user from the dropdown list of Users.
4. Click Edit (button) if it is not blue.
5. To make multiple changes, select multiple records then click Actions (button) > Batch Update.
   1. Select one of the options (View, Setup, Edit, New, Delete) next to Batch Update and check/uncheck the block next to it to change the access (checked = access allowed).
   2. Click Update (button).
      • Note: The View option grants All or None access only.
6. Click Save (button).

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How to View and Edit User Access by Module 

1. Navigate to User Access.
2. Click Actions (button) > View/Edit User Access by Module.
3. Select any module from the dropdown list of Modules.
4. Click Edit (button) if it is not blue.
5. To make multiple changes, select multiple records, then click Actions (button) > Batch Update.
   1. Select one of the options (View, Setup, Edit, New, Delete) next to Batch Update and check/uncheck the block next to it to change the access (checked = access allowed). 
   2. Click the Update (button).
      • Note: The View option grants All or None access only.
6. Click Save (button).

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How to Grant Users Access to Copy Transactions

• Every Transaction Type has a setup where users can copy the transaction to duplicate it or create a different transaction (known as Copy Rules). 
• Users’ rights must be granted for every Copy Rule.

1. Navigate to User Access.
2. Right click the applicable User and select View/Edit Transaction Copy Rules from the context menu.
3. Move the Copy Rules you want to grant access to from the Available to the Selected section using the arrows.
4. To revoke access, move the Copy Rules from the Selected to the Available section.
5. Click Save (button).
6. Close the popup by clicking the X in the corner.

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How to Grant Users Access to Custom Reports 

1. Navigate to User Access.
2. Right click the applicable User and select View/Edit Reports Access from the context menu.
3. Move the Report you want to grant access to from the Available to the Selected section using the arrows.
4. To revoke access, move the Reports from the Selected to the Available section.
5. Click Save (button).
6. Close the popup by clicking the X in the corner.

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How to Grant Users Access to Copy Service Tickets

• Every Service Type has a setup where users can copy the ticket to duplicate it or create a different ticket (known as Copy Rules). 
• Users’ rights must be granted for every Copy Rule.

1. Navigate to User Access.
2. Right click the applicable User and select View/Edit Service Copy Rules from the context menu.
3. Move the Copy Rules you want to grant access to from the Available to the Selected section using the arrows.
4. To revoke access, move the Copy Rules from the Selected to the Available section.
5. Click Save (button).
6. Close the popup by clicking the X in the corner.

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