How do I set up a new user?

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

Where possible, we would advise copying an existing user record when adding new users. This saves time and effort in the set up particularly when the new user will be doing the same or a very similar job.

You may create a new user from scratch if you prefer.

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.

• Press <Shift+F9> or 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.
• Edit the details as necessary.

You must change the 'Code' and obviously you should update the rest of the fields appropriately.

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.

• Select [Done] and [Accept] to create your copied 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 '00/00/0000' and the "Active:" flag back to 'Yes'.

Creating New User

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.

Amend Existing

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

• Enter the name of the user you want to amend and press [Search] (You can restrict the search to a specific department by using the <Advanced> button).
• Select their record and press <F5> or click [Edit] .
• Make any changes, e.g. amend their surname if they have got married, amend their email address if it has changed, amend their password if they have forgotten it.....!
• Click [Done] and [Accept] the changes.

Create 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 .

Multi-Site Setups

If your system has mutliple sites enabled you should ensure the users are allocated to the correct Site and Stock depot. This allows 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 users site but you may override this for a specific user if required.

See also

• How do I remove a user?
• How do I deactivate a user?
• Adding options to custom menus
• Why can't a new employee see an existing menu?
• How Do I Change my Platinum Password?

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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, married, name change, email address, salesperson, sales person, salesman

Tags

RP71