Difference between revisions of "How do I set up a new user?"

From Catalyst
Jump to: navigation, search
(Creating New User)
 
(7 intermediate revisions by 3 users not shown)
Line 1: Line 1:
 
== Summary ==
 
== Summary ==
This article explains how to create a new user in Platinum, so that the user has access to Platinum on their own login information.
+
This article explains how to create a user record in Platinum. This allows you to assign specific menus and security settings to each employee.
  
It also includes instructions to amend existing user details.
+
This article also explains how you may amend an existing user record e.g. to change their password.
  
 
== More Information ==
 
== More Information ==
You can create a new user from scratch, or copy an existing user where the new user will be doing the same or a very similar job. Where possible, we would advise copying an existing user saves time and effort in the set up.
+
When setting up a new user record we would strongly advise copying an existing user record. Selecting a user who does the same or a similar job saves time and effort as the new user will inherit the settings, permissions and menus of the existing user.  
  
=== Creating New User ===
+
=== Copy an Existing User ===
 
Go to {{UserSettings}}.
 
Go to {{UserSettings}}.
* Select {{Button|Add}}.
+
* Enter the name of the user you want to copy and press {{Button|Search}} (You can restrict the search to a specific department by using the {{KeyPress|Advanced}} button).
* This will create a new user with all settings at default.
+
 
* Fill out any details as required - {{DataPrompt|Code}}, {{DataPrompt|Short name}}, {{DataPrompt|Long name}}, {{Tab|Permissions}} and {{DataValue|Password}} etc).
+
{{Tip|text=If you are using multi-sites then you may need to click {{Button|Advanced}} and remove the {{DataPrompt|Site}} code to see all users.}}
* Password is now a lot more secure. It must contain at least one each of the following: a letter, a number and a symbol up to a ''maximum of 8'' characters.
 
* Select {{Button|Done}} and {{Button|Accept}} to create your new user.
 
  
=== Copying an Existing User ===
+
* Click {{Button|Copy}} to copy the currently selected user in the list.
Go to {{UserSettings}}.
 
* Enter the name of the user you want to copy and press {{Button|Search}} (You can restrict the search to a specific department by using the {{KeyPress|Advanced}} button).
 
* Press {{KeyPress|S-F9}} or click {{Button|Copy}} to copy the currently selected user in the list.
 
 
* This will copy the following details from that user :
 
* This will copy the following details from that user :
 
** General details.
 
** General details.
Line 25: Line 20:
 
** Macros.
 
** Macros.
 
** Privacy Groups.
 
** Privacy Groups.
* Edit the details as necessary.
 
  
You must change the {{DataValue|Code}} and obviously you should update the rest of the fields appropriately.
+
Amend the following fields to personalise the user record:
 +
* {{DataValue|Code}} - enter the initials of the new user. If these initials have been used previously you should add a middle initial or the second letter of the surname e.g. {{DataValue|KKI}}
 +
* {{DataPrompt|Short Name}} - enter the employee's first name.
 +
* {{DataPrompt|Long Name}} - enter the employee's full name in
 +
* {{DataPrompt|Email}} - address they will send from.
 +
* Ensure the {{DataPrompt|Leaving date}} is blank and {{DataPrompt|Active}} is set to {{DataValue|Yes}}.
 +
* {{DataPrompt|Password}} - Enter a password. This field is a maximum of 8 characters and '''must''' contain at least one number, one letter and one symbol.  If a password is not secure enough it will not be accepted. Below the password box the system will display a {{DataPrompt|Score}} to show how secure the password is. It must be a {{DataValue|High Score}} to be accepted.
 +
** Repeat the same password in the {{DataPrompt|Confirm}} field.
 +
 
 +
{{Tip|text=On the right of the screen you will see an {{DataPrompt|Online ID}}. This will be the Employee Code and your company ID and is used for logging in to {{PlatinumOnline}}.}}
  
{{Tip|text=Please note the password must be up to 8 characters and ''must'' contain at least one number, one letter and one symbol.  If a password is not secure enough it will not be accepted.}}
+
* {{DataPrompt|Password}} - Enter a password. This field '''must''' contain at least one number, one letter and one symbol. Including a mix of upper and lower case letters, numbers and symbols will improve the security of the password.  If it is not secure enough it will not be accepted. Below the password box the system will display a {{DataPrompt|Score}} to show how secure the password is. It must be a {{DataValue|High Score}} to be accepted.
 +
** Repeat the same password in the {{DataPrompt|Confirm}} field.
  
 
* Select {{Button|Done}} and {{Button|Accept}} to create your copied user.
 
* Select {{Button|Done}} and {{Button|Accept}} to create your copied user.
  
{{Warning|text=It is important to make sure that the user you are copying is an active user and has no leaving date entered. If it does, the new user will have this too and they will not be able to use the logon. If the person you are copying has genuinely left, then all you need to do is reset the {{DataPrompt|Leaving date:}} on the new user to {{DataValue|00/00/0000}} and the {{DataPrompt|Active:}} flag back to {{DataValue|Yes}}.}}
+
=== Creating a New User Record ===
 +
 
 +
{{Warning|text=We strongly advise you follow the steps outlined in the previous section to copy an existing user record. If you choose to create a brand new user record you will need to manually check all fields and assign them to the relevant menus.}}
  
== Amend Existing ==
 
 
Go to {{UserSettings}}.
 
Go to {{UserSettings}}.
* Enter the name of the user you want to amend and press {{Button|Search}} (You can restrict the search to a specific department by using the {{KeyPress|Advanced}} button).
+
* Select {{Button|Add}}.
* Select their record and press {{KeyPress|F5}} or click {{Button|Edit}} .
+
* This will create a new user with all settings at default.
* Make any changes, e.g. amend their surname if they have got married, amend their email address if it has changed, amend their [[How Do I Change my Platinum Password?|password]] if they have forgotten it.....!
+
* Fill out any details as required - {{DataPrompt|Code}}, {{DataPrompt|Short name}}, {{DataPrompt|Long name}}, {{Tab|Permissions}} and {{DataValue|Password}} etc).
* Click {{Button|Done}} and {{Button|Accept}} the changes.
+
* Password is now a lot more secure. It must contain at least one each of the following: a letter, a number and a symbol up to a ''maximum of 8'' characters.
 +
* Select {{Button|Done}} and {{Button|Accept}} to create your new user.
 +
 
 +
== Creating a Non-active User ==
 +
You may create a user, following the steps above, but set their {{DataPrompt|Active}} flag to No. This will allow you to use the employee code e.g. for logging tasks in the {{PP}} module and recording their name against sales in the {{VS}} module without enabling their access to the system.
 +
 
 +
== Multi-Site Companies ==
 +
If your system has multiple sites enabled you should ensure users are allocated to the correct Site and Stock depot. This will allow transactions to be correctly linked to the site they are working in and that stock is taken from the correct depot when processing workshop jobs and sales orders.
 +
 
 +
* On the {{Tab|Details}} tab enter the {{DataPrompt|Site}} the user is located at.
 +
** You may press {{KeyPress|C-F1}} and click {{Button|List}} to select from available sites.
 +
** Leave this field blank if they work at the {{DataValue|Main site}}.
 +
* On the {{Tab|Stock}} tab enter the {{DataPrompt|Default depot}} the user is located at.
 +
** You may press {{KeyPress|C-F1}} and click {{Button|List}} to select from available depots.
 +
 
 +
Other settings may be required depending on your specific requirements. The Workshop Unit Site and Unit Locations are usually defaulted from the user site but you may override this for a specific user, if required.
  
 
== See also ==
 
== See also ==
Line 48: Line 68:
 
* [[Why can't a new employee see an existing menu?]]
 
* [[Why can't a new employee see an existing menu?]]
 
* [[How Do I Change my Platinum Password?]]
 
* [[How Do I Change my Platinum Password?]]
 +
* [[How do I amend an existing user record?]]
  
{{KB_Tags|add, adding, create, creating, new, user, add user, create user, edit user, new employee, new member, new staff member, married, name change, email address}}
+
{{KB_Tags|add, adding, create, creating, new, user, add user, create user, edit user, new employee, new member, new staff member, email address, salesperson, sales person, salesman}}
 
{{FAQ}}{{How}}{{ZN_Admin}}
 
{{FAQ}}{{How}}{{ZN_Admin}}
  
 
{{KB_Ref|RP71}}
 
{{KB_Ref|RP71}}

Latest revision as of 12:14, 28 September 2022

Summary

This article explains how to create a user record in Platinum. This allows you to assign specific menus and security settings to each employee.

This article also explains how you may amend an existing user record e.g. to change their password.

More Information

When setting up a new user record we would strongly advise copying an existing user record. Selecting a user who does the same or a similar job saves time and effort as the new user will inherit the settings, permissions and menus of the existing user.

Copy an Existing User

Go to " Reports & Settings Maintenance Options System Administrator Add or Edit Users".

  • Enter the name of the user you want to copy and press [Search] (You can restrict the search to a specific department by using the <Advanced> button).
If you are using multi-sites then you may need to click [Advanced] and remove the "Site" code to see all users.
  • Click [Copy] to copy the currently selected user in the list.
  • This will copy the following details from that user :
    • General details.
    • Permission and security settings.
    • Menus.
    • Macros.
    • Privacy Groups.

Amend the following fields to personalise the user record:

  • 'Code' - enter the initials of the new user. If these initials have been used previously you should add a middle initial or the second letter of the surname e.g. 'KKI'
  • "Short Name" - enter the employee's first name.
  • "Long Name" - enter the employee's full name in
  • "Email" - address they will send from.
  • Ensure the "Leaving date" is blank and "Active" is set to 'Yes'.
  • "Password" - Enter a password. This field is a maximum of 8 characters and must contain at least one number, one letter and one symbol. If a password is not secure enough it will not be accepted. Below the password box the system will display a "Score" to show how secure the password is. It must be a 'High Score' to be accepted.
    • Repeat the same password in the "Confirm" field.
On the right of the screen you will see an "Online ID". This will be the Employee Code and your company ID and is used for logging in to Platinum Online.
  • "Password" - Enter a password. This field must contain at least one number, one letter and one symbol. Including a mix of upper and lower case letters, numbers and symbols will improve the security of the password. If it is not secure enough it will not be accepted. Below the password box the system will display a "Score" to show how secure the password is. It must be a 'High Score' to be accepted.
    • Repeat the same password in the "Confirm" field.
  • Select [Done] and [Accept] to create your copied user.

Creating a New User Record

We strongly advise you follow the steps outlined in the previous section to copy an existing user record. If you choose to create a brand new user record you will need to manually check all fields and assign them to the relevant menus.

Go to " Reports & Settings Maintenance Options System Administrator Add or Edit Users".

  • Select [Add].
  • This will create a new user with all settings at default.
  • Fill out any details as required - "Code", "Short name", "Long name", [Permissions] and 'Password' etc).
  • Password is now a lot more secure. It must contain at least one each of the following: a letter, a number and a symbol up to a maximum of 8 characters.
  • Select [Done] and [Accept] to create your new user.

Creating a Non-active User

You may create a user, following the steps above, but set their "Active" flag to No. This will allow you to use the employee code e.g. for logging tasks in the Personnel Planning module and recording their name against sales in the Unit Sales module without enabling their access to the system.

Multi-Site Companies

If your system has multiple sites enabled you should ensure users are allocated to the correct Site and Stock depot. This will allow transactions to be correctly linked to the site they are working in and that stock is taken from the correct depot when processing workshop jobs and sales orders.

  • On the [Details] tab enter the "Site" the user is located at.
    • You may press <Ctrl+F1> and click [List] to select from available sites.
    • Leave this field blank if they work at the 'Main site'.
  • On the [Stock] tab enter the "Default depot" the user is located at.
    • You may press <Ctrl+F1> and click [List] to select from available depots.

Other settings may be required depending on your specific requirements. The Workshop Unit Site and Unit Locations are usually defaulted from the user site but you may override this for a specific user, if required.

See also


Feedback
Thank you for using our Knowledge Base, we value your feedback. Did you find this article useful? 'Yes' or 'No'
Keywords AND Misspellings
add, adding, create, creating, new, user, add user, create user, edit user, new employee, new member, new staff member, email address, salesperson, sales person, salesman
Tags

RP71