User Access 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.

These tutorials explain how to set and edit user access to the various modules.
User Access is an option under the Menu (button).
The procedures are the same for all modules, but not all modules have the same access rights.

How to Copy User Access from Another Module

This procedure replaces the existing users with those of the copied module.

1. Navigate to User Access. 
2. Click Actions (button) > Copy Users from another Module.
3. Select a Module from the dropdown list next to: Copy Users From and click Copy (button). 
4. Confirm that you want to copy the users on the popup.

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How to Edit User Access

If users do not have edit access to records such as contacts, customers, suppliers, or items they can still create transactions. However, they can only select those items on the transaction and not use the context menu actions to view or edit information (e.g. change a delivery address).

1. Navigate to User Access.
2. Click Edit (button) on the top row of buttons.
3. Filter Caption = Enter a caption and right click the caption to create an additional Filter. (Transaction Types only.)
4. Entity = Select an Entity from the dropdown list or select All.
5. View = Select a View option from the dropdown list or select All. View access is required for New, Edit, or Delete access.
6. Setup = Check the checkbox if the user is allowed to change the setups.
7. New = Check the checkbox if the user is allowed to create new records.
8. Edit = Check the checkbox if the user is allowed to edit records.
9. Delete = Check the checkbox if the user is allowed to delete the record.
10. Click Save (button).

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How to Add or Remove Users 

• Users with admin rights automatically have access to this tab and can assign all the permissions to themselves.
• This procedure adds or removes the users. For the added users, their access must still be set.

1. Navigate to User Access.
2. Click Actions (button) > Add/Remove Users.
3. Move the Users you want to add from the Available to the Selected section using the navigational arrows.
4. Move the Users you want to remove from the Selected to the Available section using the navigational arrows.
5. Click Save (button). 
6. Close the popup using the X in the corner.
7. Edit the User Access as needed (you can use the Batch Update function).
8. Click Save (button) if it is not greyed out. 

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How to Change Access for Multiple Users (Batch Update)

User-access rights are linked. For example, a user must have View rights to receive Edit rights. A user without edit rights cannot create a new transaction. However, the rights granted for Copy Rules might override this (i.e. a user might still be able to copy a transaction to create a new transaction.) Because of these links, rights may be changed when Save (button) is clicked.

1. Navigate to User Access.
2. Click Edit (button) on the top row of buttons.
3. Select all the records you want to edit. (Use Ctrl + Left click to multi-select).
4. Click Actions (button) > Batch Update.
5. Select an option from the dropdown list next to Update. Depending on the module, only some of these options may be available.
   1. View: Select the applicable view option:
      1. None
      2. All
      3. Own (User)
      4. Own (Rep) 
   2. Setup: Check the checkbox to grant access. Uncheck the checkbox to revoke access.
   3. New: Check the checkbox to grant access. Uncheck the checkbox to revoke access. 
   4. Edit: Check the checkbox to grant access. Uncheck the checkbox to revoke access. 
   5. Delete: Check the checkbox to grant access. Uncheck the checkbox to revoke access.
6. Click Update (button) and confirm the change.
7. Edit any of the records manually if needed.
8. Click Save (button).

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