Enabling User Access

If you wish a user to log into SmartSimple you need to enable the login feature.

1. Click the Settings, Roles & Access menu.

There are four access types available:

Administrative or Portal Interface - Provides access to the system to the extent permitted through the user's membership of specific roles.
User Centric or Applicant Interface – Only provides access through the User Centric Interface and Applicant Tracking “career sites”.
Web Service Client Access - Account type used to access data in a SmartSimple instance via an API (Application Programming Interface). Does not give access to SmartSimple interface directly.
No Access – Contact cannot log into the system.

Administrator User Types

The user type fields control the administrative level of access.

The user type field can be set to one of three types:

User Type	Permissions
Global User Administrator	The user controls the entire organization hierarchy within the copy of SmartSimple and is able to: Create additional users at any level - including additional Global User Administrators. Create new sub-organizations. Subscribe organizations to SmartSimple application programs. Upload organization and contact information (either internal or external organizations). Create roles and collaborative workflows.
Local User Administrator	Users with this level of access can manage their specific level of the organization hierarchy with the same level of control that a Global User Administrator can apply to the entire organization. A Local User Administrator is also able to: Create additional users within their sub-organizations. Create new sub-organizations in their section of the hierarchy. Locally subscribe to SmartSimple applications that have been enabled for their section of the hierarchy by a Global User Administrator. Upload user and sub-organization information (either internal or external organizations) for their section of the hierarchy.
User	This level of user can access and manipulate information only to the extent permitted through one's association with specific roles, combined with those roles' ability to manage system-wide permissions.

Setting Login Restrictions

You can restrict a user’s access to a specific workstation by setting the IP address of the workstation in their profile, or alternatively “lock” the user to the next workstation that they use to log into the system.

Setting an Expiry Date

If you only wish a person to have access to the system for a specific period, you can set the expire flag and date the user will no longer be able to access the system.

Setting or Sending a User’s Password

Once you have enabled the user’s access, you have the option to either set a new password or send a new password.

You can reset a user’s password by clicking the Set Password button in the user profile.
You can click the Send Password button on the user window. This option will generate and send a new password to the user’s email address.

You will need to use the Send Password feature:

If you wish to enable user access after you have set up the user without access.

When you first create the user and set the Login status to enable, then the email message will be sent immediately.

If the user forgets their password and does not use the forget password link on the login page.

If you attempt to enable a user but do not have sufficient licenses, a warning message will be displayed.

You can fix this problem by going to the Configuration, Global Settings, and Licensing tab and increase the number of licenses.

Setting the Access Level

You will now enable this user’s access level.

1. Set the Access Type to Administrative or Portal Interface.

2. Click the Set Password button.

The Set Password window is displayed.

3. Set the password to something you will remember.

4. Click the Submit button.

5. Click the Close button.

In theory, the user could now log into the system, but as you have not set any menu permissions they would not have any access to any features or even the menu.

Enabling User Access

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