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

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== Summary ==
 
== Summary ==
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This article explains how to create a new user in Platinum, so that the user has access to Platinum on their own login information.
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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 ==
 
== More Information ==
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=== Copying an Existing User (Preferred Method) ===
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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.  
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Go to {{Menu|Systems|{{RP}}|Maintenance Options|System Administrator|User Maintenance}}.
 
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This will take you to a screen displaying the information of the person currently logged into Platinum, which should be you! The {{DataPrompt|User Id}} for this person is the field on which your cursor is sitting - do not confuse this with the {{DataPrompt|User Code}}.
 
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To copy an existing user, press {{KeyPress|F2}} and click on {{Button|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.
 
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{{Tip|text=If you follow the instructions above and find that the system takes you to an existing user that starts with a letter e.g. {{DataValue|A2}} then in the {{DataPrompt|User Id}} enter {{DataValue|00}} and then press F1 to get to the last user that has a {{DataPrompt|User Id}} of a number e.g. {{DataValue|14}} and then enter the next number available number e.g. {{DataValue|15}}.}}
 
  
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* The system will ask you for the {{DataPrompt|User Id}} that you want to copy.  
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=== Copy an Existing User ===
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Go to {{UserSettings}}.
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* 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).
  
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{{Note|text=The {{DataPrompt|User Id}} is the two character code right at the top of the screen. Do not confuse this with the {{DataPrompt|User Code}}.
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{{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.}}
  
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* If you know the {{DataPrompt|User Id}} of the person who you wish to copy, enter it here, otherwise press {{KeyPress|C-F1}} to search for the user that you want to copy and type in the person's name.  
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* Click {{Button|Copy}} to copy the currently selected user in the list.
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* This will copy the following details from that user :
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** General details.
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** Permission and security settings.
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** Menus.
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** Macros.
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** Privacy Groups.
  
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* Press {{KeyPress|F2}} to select that User.
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Amend the following fields to personalise the user record:
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* {{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}}
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* {{DataPrompt|Short Name}} - enter the employee's first name.
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* {{DataPrompt|Long Name}} - enter the employee's full name in
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* {{DataPrompt|Email}} - address they will send from.
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* Ensure the {{DataPrompt|Leaving date}} is blank and {{DataPrompt|Active}} is set to {{DataValue|Yes}}.
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* {{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.
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** Repeat the same password in the {{DataPrompt|Confirm}} field.  
  
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{{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|00/00/00}} and the {{DataPrompt|User active}} flag back to {{DataValue|Y}}.}}
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{{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}}.}}
  
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*Make sure that {{DataPrompt|Copy Menu}} is set to {{DataValue|Yes}}.
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* {{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.  
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*Once this is filled in, click {{Button|OK}}.  
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** Repeat the same password in the {{DataPrompt|Confirm}} field.  
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The user code shown will be the one created but it will display the details of the user that was copied.
 
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*Replace the {{DataPrompt|User Code}} with the '''New''' user's initials.
 
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*Replace the {{DataPrompt|Short Name}} with the '''New''' user's first name and the first letter of their surname if it fits.
 
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*Replace the {{DataPrompt|Long Name}} with the '''New''' user's Full name, i.e. ''First name and Surname.''
 
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*On the {{DataPrompt|Password}}, press {{KeyPress|C-U}} to clear out any password already stored there.  
 
  
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{{Warning|text=This will appear to do nothing but has actually cleared the old password, which is stored behind the ******.}}
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* Select {{Button|Done}} and {{Button|Accept}} to create your copied user.
  
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*Type in the password for the new user. Press {{KeyPress|Enter}} to move down to the {{DataPrompt|Confirm Password}}.
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=== Creating a New User Record ===
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*Repeat the same process. Press {{KeyPress|C-U}} to clear out any password already stored there. Type in the password for the user. Press {{KeyPress|Enter}}.
 
  
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{{Note|text=If the {{DataPrompt|Default Site}} is highlighted the two passwords match. If not it will take you back to {{DataPrompt|Password}} where you just repeat the steps mentioned above.}}
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{{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.}}
  
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* Replace the {{DataPrompt|Email Address}} if this user has a specific address. If they send emails from Platinum this will show as the sender.
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Go to {{UserSettings}}.
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* Select {{Button|Add}}.
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* This will create a new user with all settings at default.
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* Fill out any details as required - {{DataPrompt|Code}}, {{DataPrompt|Short name}}, {{DataPrompt|Long name}}, {{Tab|Permissions}} and {{DataValue|Password}} etc).
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* 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.
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* Select {{Button|Done}} and {{Button|Accept}} to create your new user.
  
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*Press {{KeyPress|Escape}}.
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== Creating a Non-active User ==
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A question asking "Do you want to accept or ignore any changes made?"
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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.  
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*Click {{Button|Accept}}.
 
  
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{{Note|text=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.}}
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== Multi-Site Companies ==
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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.
  
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=== Creating New User ===
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* On the {{Tab|Details}} tab enter the {{DataPrompt|Site}} the user is located at.
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Go to {{Menu|Systems|{{RP}}|Maintenance Options|System Administrator|User Maintenance}}.
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** You may press {{KeyPress|C-F1}} and click {{Button|List}} to select from available sites.
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** Leave this field blank if they work at the {{DataValue|Main site}}.
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* On the {{Tab|Stock}} tab enter the {{DataPrompt|Default depot}} the user is located at.
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** You may press {{KeyPress|C-F1}} and click {{Button|List}} to select from available depots.
  
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This will take you to a screen displaying the information of the person currently logged into Platinum. To create a new user, press {{KeyPress|F2}} and click on {{Button|New}}. This option enables you to create a new user altogether. This will take you to the User id Screen.
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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.
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*At the {{DataPrompt|User Code}} type the user's initials.
 
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*At the {{DataPrompt|Short Name}} type the user's first name and the first letter of their surname if it fits.
 
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*At the {{DataPrompt|Long Name}}type the user's full name, i.e. ''First name and Surname.''
 
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*On the {{DataPrompt|Password}} press {{KeyPress|C-U}} to clear out any password already stored there. Type in the password for the user. Press {{KeyPress|Enter}} to move down to the {{DataPrompt|Confirm Password}}.
 
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*Repeat the same process. Press {{KeyPress|C-U}} to clear out any password already stored there. Type in the password for the user. Press {{KeyPress|Enter}}.
 
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*Press {{KeyPress|Enter}} until you get to {{DataPrompt|Email Address}} enter the user's '''Work''' Email address.
 
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*Press {{KeyPress|Pg-Down}}
 
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*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).''
 
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* At {{DataPrompt|Use Standard Menus}}you can choose either to let the user use the standard Module Menus or to make them use [[Adding Items to Custom Menus|"Custom Menus".]]
 
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{{Note|text=This is essentially all that needs to be entered when first creating a new user.}}
 
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*Press {{KeyPress|Escape}}.
 
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A question asking "Do you want to accept or ignore any changes made?"
 
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*Click on {{Button|Accept}}.
 
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{{Warning|text=Further settings will be required regarding user's security within the system. These can be set up in the following pages within {{Menu|User Maintenance}}.}}
 
  
 
== See also ==
 
== See also ==
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* [[How do I Remove a User From Platinum?]]
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* [[How do I remove a user?]]
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* [[How do I Deactivate a User?]]
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* [[How do I deactivate a user?]]
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* [[Adding options to custom menus]]
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* [[Why can't a new employee see an existing menu?]]
 
* [[How Do I Change my Platinum Password?]]
 
* [[How Do I Change my Platinum Password?]]
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* [[Adding Items to Custom Menus]]
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* [[How do I amend an existing user record?]]
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* [[Why can't a new employee see an existing menu?]]
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{{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}}
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{{FAQ}}{{How}}{{ZN_Admin}}
  
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{{KB_Tags|Add, Adding, Create, Creating, New, User, Add User, Create User, Edit User}}
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{{KB_Ref|RP71}}
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{{FAQ}}{{ZN_Admin}}
 

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


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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, email address, salesperson, sales person, salesman
Tags

RP71

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