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Admin – Users

  • Once a database is created, users must be linked or assigned to the Database.
  • A default Support User is created as Subscriber: QuickEasy Software – support@quickeasysoftware.com.
  • The Primary Contacts receive an email notification when a new User has been added. 
  • When you log into the Desktop application for the first time, you are added to the Local Users Table. 
  • The Support User is automatically linked to all the Databases and cannot be deleted.
  • Users can only log in on one machine at a time. When a user logs in on a new machine, their session will expire on the old machine after five minutes.
  • User passwords are encrypted when stored in a user’s database.

Navigation: BOS Tools > Admin (BOS) > Right click a Subscriber > View / Edit Users (context menu)

How to Add a User

  1. Navigate to the User interface in BOS Tools.
  2. Verify that the correct database is displayed on the dropdown list.
  3. Click the Edit (button) to enable a new row (“Click here to add a new row”).
  4. Enter a Username and Email address (duplicate email addresses are not allowed).
  5. Select a Status for the Desktop version: Enabled or Disabled.
  6. Select a Status for the Mobile version: Enabled or Disabled.
  7. Click Save (button).
  8. Right click the User to invite them to Windows or Mobile as required.
  9. An error message is displayed if there are no Databases assigned to the User.

How to Add Users in the BOS Application

This action removes inactive users and adds active users.

  1. Navigate to the Users in BOS (Main Menu > Setup > Users).
  2. Click Actions (button) > Update Users.
  3. Confirm the action on the popup.

How to Invite a User to Mobile

  1. Navigate to the User interface in BOS Tools.
  2. Right click the User and select Invite to Mobile from the context menu.
  3. A confirmation is displayed on screen.
  4. The User is sent an email with their login details.

How to Invite a User to Desktop

  1. Navigate to the User interface in BOS Tools.
  2. Right click the User and select Invite to Desktop from the context menu.
  3. A confirmation is displayed on screen.
  4. The User is sent an email with their login details.
  1. Navigate to the User interface in BOS Tools.​
  2. Right click the Username and select Send Download Link (Desktop) from the context menu.

How to Disable a User’s Desktop Access

  1. Navigate to the User interface in BOS Tools.​
  2. Right click the Username and select Disable Desktop from the context menu.

How to Disable a User’s Mobile Access

  1. Navigate to the User Interface in BOS Tools.​
  2. Right click the Username and select Disable Mobile from the context menu.
  1. Navigate to the User Interface in BOS Tools.
  2. Click Edit (button).
  3. Right click a Username and select Assign Databases from the context menu.
  4. Add a database by clicking it in the Available section and moving it, with the arrows, to the Selected section. (Use Ctrl left click to select multiple databases.) 
  5. Remove a database by clicking it in the Selected section and moving it, with the arrows, to the Available section. 
  6. Click OK (button).
  7. Click OK (button) on the confirmation popup.
  1. Navigate to the User interface in BOS Tools.
  2. Click Actions (button) > Batch Update.
  3. Select all the Users you want to allocate a Database to (use Ctrl left click to select multiple users).
  4. Select a Database from the dropdown list next to Batch Assign Database.
  5. Click Assign (button) to link or Unassign to delink the selected users.
  6. Confirm that you want to assign the database on the popup.
  7. Check the checkboxes for the Desktop or Web versions next to the Usernames.

How to Reset a User’s Password

  1. Navigate to the User interface in BOS Tools.
  2. Right click a Username and select Reset Password from the context menu.
  3. A password is emailed to the user, and a confirmation message is displayed.
  4. The applicable user will be prompted to change their password when they login with the emailed password.

How to Disable a User’s Access

  1. Navigate to the User Interface in BOS Tools.
  2. Right click a Username and select Disable Desktop or Disable Mobile from the context menu.
  3. Confirm that you want to disable the access.

How to Sign a User out of the Desktop App

  • It may be necessary to first sign users out of the apps so that the apps can be upgraded or backed up.
  • This step can also be performed from inside BOS. Navigate to Main Menu > Setup > Users > Actions (button) > Sign out Selected Users. However, there is a five-minute delay when signing users out from BOS Desktop.
  1. Navigate to the User Interface in BOS Tools.
  2. Select the User/s you want to sign out.
  3. Click Actions (button) > Sign Out Desktop.
  4. Confirm the action on the popup.

How User Authentication Works

  1. When a user logs into BOS Desktop, a token is issued against the database that the user is signed into.
  2. The token is assigned against the user_id and the database_id.
  3. This token is checked for validity against the database and the user it has been issued for, every five minutes by the BOS Desktop App. 
  4. If the same user logs into the same database, the previous token is invalidated.
  5. If the expiry date on the token is reached, the token becomes invalid, and the user is signed out.

Fields Explained: Users (BOS)

FieldDescription
Field Chooser (*)Allows users to add or remove columns.
IDThe system-generated number allocated to the subscriber.
StatusStatus can be Enabled or Disabled.
Users cannot log into disabled databases.
DesktopThe status of the desktop app which can be Enabled or Disabled.
MobileThe status of the desktop app which can be Enabled or Disabled.
PrimaryA checkbox. If checked, the user is a primary user (admin).
UsernameThe name by which the user is known.
EmailThe user’s email address.
OnlineA radio button. If checked, the user is currently using the desktop app.
Online (M)A radio button. If checked, the user is currently using the mobile app.
User UpdatedThe User who last updated the record.
Last UpdatedThe date and time on which the record was last updated.
A submenu that can be accessed by right clicking a username with the following functions:

– Assign Databases: Assigns databases to the user.
– Invite to Desktop: Sends the user an email with desktop login details.
– Send Download Link (Desktop): Sends the user a link to download the desktop app.
– Invite to Mobile: Sends the user an email with mobile login details.
– Disable Desktop: Disables the user’s desktop access.
– Disable Mobile: Disables the user’s mobile access.
– Sign Out Desktop: Signs the user out of the desktop app.
– Reset Password: Sends the user an email with a new password.
– Delete: Deletes the user.

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