User Access Setup Tutorials

• The Users interface allows organisations to manage their connected users, assign them languages and menu templates, and log them out if necessary.
• Theinterface can also be used to customise what users can view, capture, or edit across all the modules.
• This module can only be accessed by users who have Admin rights.
• Users with admin rights can assign themselves the necessary rights to setup, edit and view all the reports and transactions.
• Where applicable, User Access for a specific module is placed as a Menu (button) option. 
• Users are only allowed to login to a database from one device at a time. If they login from a new device, their session on the previously used device is ended. 
• Logins are validated every five minutes. These checks will discontinue sessions if the user has been disabled or has multiple logins.
• Please note: Users are not automatically created as Contacts. For each user, you must create a separate contact and return to the users’ interface and link the user to the contact.

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 

• Clicking 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 need 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 main 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 were assigned to the organisation. If you need additional languages, please contact QuickEasy.
4. Click Save (button).
5. You will be prompted to restart the application. 

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How to Grant User Access 

1. Navigate to User Access.
2. Right click a User and select View/Edit User Access on the context menu.
3. Click Edit (button).
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 (View Lists), there is only a checkbox. If checked, the user may view the report. 
   3. Setup: Allows users to access the Settings tab (e.g. User rights, VAT Types, Statuses).
   4. New: Allows users to create new transactions. Unchecking this option might not restrict users from copying other transactions to create new transactions.
   5. Edit: Allows users to edit the reports (where available) or the transactions. Users must have View rights as well.
   6. Delete: Allows users to delete entries on reports or delete transactions. Users must have View rights as well.
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 User 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 User 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 User and select View/Edit User Settings 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) to make any changes.
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 will grant 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) to make any changes.
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 will grant 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 Copy Rules Access 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 using 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 using the X in the corner.

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