User Manager

1Step by step, adding someone #

1. Check the seats figure at the top. If none are left, disable someone who has gone or ask your supplier for more. Where your licence was bought online, a card under the header then offers one more user with its price for the days left of your period; its button opens Subscription and Add-ons with the user already selected, and nothing is charged until you pay there.
2. Press Add user (F3) . Fill the full name and login name; the login name cannot be changed afterwards.
3. Give an e-mail address and a mobile number — both are required for a new user. The welcome message goes to that address.
4. Pick a role , a group if you use them, and a template if this person should start from one.
5. Leave the password box empty. The welcome message carries a link and they choose their own, which means nobody else ever knows it.
6. Tick the companies they may open. Without one they can sign in and reach nothing.
7. Save (F5) . The message goes out, and the screen tells you whether it actually sent.
8. With the user now shown, set their branches and permissions on the tabs below. Those save tab by tab, separately from the details above.

2Viewing, changing, and the permission tabs #

• Clicking a name opens it for reading . Nothing is editable until you press Modify (F4) .
• The permission tabs appear while viewing , not while editing. Each tab saves itself against a user that already exists, so they are kept apart from the details above — you cannot half-save one against the other.
• There are nine tabs: Branch Allocation , Masters , Vouchers , General Transactions , Tools & Utilities , Preferences , Custom Reports , Reports and Menu Definition . Branch Allocation comes first, because a user with no branch has nowhere to post whatever else you tick.
• The Alert Assignment, Dashboard and Custom Values tabs have been withdrawn for now, because the web has nothing yet that would act on a tick there. Rights already stored under them are left exactly as they are and are not changed by any other tab.
• Rights are held per user AND per company . The company picker on the tab strip decides which company you are setting, and each company is set separately.
• While an editor is open, Add, Add template and Refresh are shut — all three would throw away work in progress. Save or Cancel first.
• An Administrator is granted every right by the permission function whatever the tabs say, so for those users the ticks are advisory. The tab says so. The licence still decides what is listed, for an Administrator as for anyone else.
• Some objects may be missing from a tab because the company's licence does not include their module — see Licence and permission: why an object is not listed .

3Licence and permission: why an object is not listed #

The licence comes first and the rights you tick come second. A right on a module the company has not bought could never take effect, because that module's own screens refuse before any permission is consulted, so such objects are simply not offered.

• Branch Allocation is not filtered by the licence.
• Masters, General Transactions, Tools & Utilities and Preferences list an object only when the module it is filed under is on the licence. The rule is strict: only objects marked as belonging to all modules, and the custom-data tables, are shared by every licence. Any other module code must be one the licence actually holds.
• A few older module codes are read as the licence module that owns them: employee screens (EMP) count as Payroll or Employee Time Management, HSP as Hospital Management, RMS as Room Management, WEIGH as Weighment Management, WORKFLOW as Workflow Management, ADMIN as Admin, and token screens (TKN) as Cashier. A screen filed under more than one module is listed when the licence holds any one of them.
• Objects filed under a code that no licence module names — Others, OTH, TASK, TRPT, PETP and the like — are not listed on any licence. The Opening and Opening Stock voucher types are no longer shared either. Dashboard is now a real licence module, so an object filed under Dashboard is listed only when Dashboard is on the licence.
• Vouchers are gated, and grouped, by the module of each voucher type's base type as set in Voucher Manager (Sales, Purchase, Inventory Management, Financial Accounting, Project Management, Service, General Voucher and so on) — not by the voucher's category. A heading reading “Module: SAL” is therefore the same module the licence is asked about. A voucher type whose base type carries no module falls back to its category.
• Custom Reports are gated, and grouped, by the module chosen for each user-built report. A report with no module, or a company database that does not yet record a module for its reports, is not gated.
• Reports lists the reports under the Reports section of the menu whose own module is on the licence, by the same strict rule (reports for all modules are shared). They are grouped as the menu groups them.
• Menu Definition lists the sidebar menu only — the items marked as primary sections or as shown in the sidebar — as a tree in sidebar order, not grouped by module. Ticking a section grants everything under it, including the pages its section page shows as cards; single pages are not listed one by one. Sections whose module the licence does not include are left out with everything under them, and a note above the grid names them. Menu headings that belong to no licensed module in particular (Masters, Settings, Approvals) stay listed. Standard reports are not repeated there; they belong to the Reports tab. Separately from the licence, the Admin section is listed only for a user whose role is Administrator, Global Administrator or Developer.
• Hidden is not deleted. Rights already stored on an object that is no longer listed stay exactly as they are — neither shown nor changed. A note above the grid says how many objects are not listed and which modules they need; on the object tabs it also says how many of them already carry stored rights.
• Saving a right on an unlicensed object is refused , with a message naming the objects. The module is read from the company database, never taken from what the screen sends, so the refusal cannot be side-stepped. On the Reports tab only granting is refused; taking a right away is always allowed.
• If the licence cannot be read , or reads as having no module subscribed at all , nothing is hidden and saves are not gated. An empty tab over a licence-server hiccup would look like a broken screen and lock the administrator out of the one page that can fix things.
• To make a hidden object appear, the company's licence must include its module — ask your supplier.

4Passwords: the link, or by hand #

• A password must be at least 8 characters with an upper-case letter, a lower-case letter and a digit . The same rule applies wherever one is set.
• Send set-password link is the better route: the person chooses their own, so nobody else knows it. The link works once and stops after 7 days .
• Use it again if the first message never arrived. Issuing a new link retires the previous one , so there are never two ways in.
• Set password is the manual alternative, for when you are standing next to somebody who cannot get in and the mail cannot be relied on. You will know their password and they will not until you tell them. It also retires any outstanding link.
• Both are offered while viewing a saved user, and neither for a template.
• Passwords are stored encrypted and never sent back to this screen. Leaving the box empty while editing keeps the current one.

5Roles, and who may hand them out #

• Administrator holds every right in the companies they are allocated, and manages users on their own licence.
• Global Administrator is support staff. It has no licence of its own: it works under the licence of the company it signs into, or under a serial it names, and is bound by that licence's limits exactly as that customer's own administrator is.
• Developer may create users under the serials of the companies allocated to them and edit those companies, but may never create a company .
• Only a Global Administrator may give somebody the Developer role, or change which companies a Developer holds — that allocation is the whole of a Developer's reach.
• Global Administrator is on nobody's list here. It is seeded in the database deliberately; a screen that could create one would make the whole arrangement optional.
• Changing a role is judged, not the value you send. Saving a Developer's e-mail does not count as granting the role again.

6Seats: what counts #

• The licence sells a number of users. A seat is taken by a user who is neither a template nor disabled .
• Disabling frees a seat and enabling takes one back, so the allowance is checked when you enable somebody too.
• Templates are free and unlimited.
• The desktop's user manager counts differently — it counts every row on the serial, templates and disabled users included. This screen follows the rule agreed for the web.

7Templates #

• A template is a user record kept to be copied onto real people — the same role, group and settings, without typing them again.
• It cannot sign in . Trying to gives "This is a user TEMPLATE, not a login", and saving one clears all five sign-in channels.
• It does not use a seat, so make as many as you find useful.
• Whether a record is a template is fixed once saved : turning a real user into a template would silently take away their access.

8Why is a pick-list empty? #

• Groups shows those belonging to your licence plus the shared ones. If a group you expect is missing it belongs to another licence.
• Template followed lists templates on your serial only. Empty means you have not made one yet.
• Companies lists only companies whose serial number matches yours. A company belonging to another licence is not offered, and is not missing by mistake.
• Branches are no longer set here — they are the first permission tab, and come from the company chosen on that strip.
• A permission tab that is shorter than expected, or empty, usually means the company's licence does not include the modules of the missing objects. The note above the grid names those modules; see Licence and permission: why an object is not listed .
• Role omits Developer unless you are a Global Administrator, and never offers Global Administrator to anybody.
• Signed in as support with no serial named and no company that carries one , every list here is empty on purpose. Choose a serial at the top first.

9Rules and integrity #

• Login names are unique across the whole installation , not just your licence — sign-in finds a user by login name alone. Uniqueness is checked when you save, not as you type, because this screen only ever loads one serial's users.
• A login name cannot be changed once the user exists. The database refuses any update that so much as mentions the column, so the field is read-only afterwards. Create a new user instead.
• The serial is set once , when the user is created, and never changes. It is the serial the creating session is working under — for support that is the licence of the company they signed into, so a user created for a customer belongs to that customer.
• E-mail and mobile are required for a NEW user and not when editing an existing one. Older accounts predate the rule and would otherwise be frozen behind a field nobody was asked for.
• Passwords are stored encrypted and never sent back to this screen. Leave the box empty when editing to keep the current one.
• Removing a company takes its permissions with it. The database clears every right that user holds in a company the moment the allocation is deleted, so untick one only when you mean it.
• You cannot disable the account you are signed in with .
• A right cannot be saved on an object whose module is not on the company's licence. The save is refused and names the objects; rights stored before the licence changed are kept untouched rather than deleted.
• Every problem is reported at once , as a numbered list.

10Shortcut keys #

• F3 Add user · F4 Modify · F5 Save
• Esc cancels the edit; in view mode it closes the page.
• F3 and F4 obey the same rules as the buttons — neither works while an editor is open with unsaved work.

11If something does not work #