How do I set up a new user?

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.

More Information

Copying an Existing User (Preferred Method)

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

This will take you to a screen displaying the information of the person currently logged into Platinum, which should be you! The "User Id" for this person is the field on which your cursor is sitting - do not confuse this with the "User Code" shown below it.

To copy an existing user, press <F2> and click on [Copy]. This option should be used in most circumstances, and particularly if the new user will be doing the same job as an existing user currently on the system.

If you follow the instructions above and find that the system takes you to an existing user that starts with a letter e.g. 'A2' then in the "User Id" enter '00' and then press F1 to get to the last user that has a "User Id" of a number e.g. '14' and then enter the next number available number e.g. '15'.

• The system will ask you for the "User Id" that you want to copy.

The "User Id" is the two character code right at the top of the screen. Do not confuse this with the "User Code" shown below it.

• If you know the "User Id" of the person who you wish to copy, enter it here, otherwise press <Ctrl+F1> to search for the user that you want to copy and type in the person's name.

• Press <F2> to select that User.

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 "Leaving date" on the new user to '00/00/00' and the "User active" flag back to 'Y'.

• Make sure that "Copy Menu" is set to 'Yes'.
• Once this is filled in, click [OK].

The user code shown will be the one created but it will display the details of the user that was copied.

• Replace the "User Code" with the New user's initials.
• Replace the "Short Name" with the New user's first name and the first letter of their surname if it fits.
• Replace the "Long Name" with the New user's Full name, i.e. First name and Surname.
• On the "Password", press <Ctrl+U> to clear out any password already stored there.

This will appear to do nothing but has actually cleared the old password, which is stored behind the ******.

• Type in the password for the new user. Press <Enter> to move down to the "Confirm Password".
• Repeat the same process. Press <Ctrl+U> to clear out any password already stored there. Type in the password for the user. Press <Enter>.

If the "Default Site" is highlighted the two passwords match. If not it will take you back to "Password" where you just repeat the steps mentioned above.

• Replace the "Email Address" if this user has a specific address. If they send emails from Platinum this will show as the sender.

• Press <Esc>.

A question asking "Do you want to accept or ignore any changes made?"

• Click [Accept].

This will copy the Users name and details and all Security settings in the system as well as add the new user to all the Custom Menus that the Original user had been allocated.

Creating New User

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

This will take you to a screen displaying the information of the person currently logged into Platinum. To create a new user, press <F2> and click on [New]. This option enables you to create a new user altogether. This will take you to the User id Screen.

• At the "User Code" type the user's initials.
• At the "Short Name" type the user's first name and the first letter of their surname if it fits.
• At the "Long Name"type the user's full name, i.e. First name and Surname.
• On the "Password" press <Ctrl+U> to clear out any password already stored there. Type in the password for the user. Press <Enter> to move down to the "Confirm Password".
• Repeat the same process. Press <Ctrl+U> to clear out any password already stored there. Type in the password for the user. Press <Enter>.
• Press <Enter> until you get to "Email Address" enter the user's Work Email address.
• Press <Page-Down>
• Enter the security level this password will carry in the systems, for the nine sections that are labelled. Security level is from 0-9 (where 9 being all access and 0 being no access).
• At "Use Standard Menus"you can choose either to let the user use the standard Module Menus or to make them use "Custom Menus".

This is essentially all that needs to be entered when first creating a new user.

• Press <Esc>.

A question asking "Do you want to accept or ignore any changes made?"

• Click on [Accept].

Further settings will be required regarding user's security within the system. These can be set up in the following pages within " Add or Edit Users".

See also

• How do I Remove a User From Platinum?
• How do I Deactivate a User?
• How Do I Change my Platinum Password?
• Adding Items to Custom Menus
• Why can't a new employee see an existing menu?

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Keywords AND Misspellings

Add, Adding, Create, Creating, New, User, Add User, Create User, Edit User, new employee, new member, new staff member