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* Because [[Organization Terminology]] will vary between instances, remember that your specific instance may use different nomenclature for users/contacts. The related functions such as how to activate or add users in every instance will remain the same.
As part of the contact setup process, you assign contacts "roles." A user can access and manipulate information only to the extent permitted through their membership of specific [[User Role|roles]], combined with those roles' [[Role Based Security|ability]] to manage system-wide [[Manager Permission|permissions]]. Roles therefore define user access to system resources such as the [[interfaces|interface]] they see(Administrator vs normal user portal), the [[application]]s they can access, the [[fields]] they see within each application, and the [[reports]] they can run.
* Example: A user who is a [[Global User Administrator|'''System Administrator''']] will have increased control and visibility to the system than a user whose role is simply '''Employee.'''
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::* Keep in mind that even if you select multiple roles, our system will default to the '''minimum''' level of access.
::* If it is a brand new [[instance]], there may be no users in any role. In this situation, simply change the Role to '''No Role AssignedAssigned '''by clicking '''Next.'''
7. You The new user details will appear, including [[Standard Fields|standard fields]] that should be filled out. The fields marked by an asterisk ('''*''') are mandatory, meaning that without filling them in, you will not be able to proceed. ====Standard People Fields====The standard fields used to describe a person are as follows: {| class="contenttable"|-||'''Standard Field'''||'''Description'''|-||First Name||The first name of the person|-||Last Name||The last name of the person|-||Title||Business title of the person|-||Prefix/Suffix||Prefix and suffix of the contact|-||Phone/Extension||Direct line for the person and their extension|-||Email||Email address (an email address is required to allow a user to log into the system)|-||Primary Contact||Check this box to indicate if this person is the primary contact at the organization|-||Organization||The organization to which this person should be associated - changing the organization will move that person to another organization|-||Address||If different from their organization, the street address of the person|-||Address 2||Additional address line (apartment or suite number, for example)|-||City||If different from their organization, the city address of the person|-||Province||If different from their organization, the province address of the person|-||Country||If different from their organization, the country of the person|-||Postal code||If different from their organization, the postal code of the person|} 8. After filling in the user's standard fields, you may choose to '''Save Draft''' or '''Save''' the contact record. If you select '''Save Draft''', it will only store the information on the page. If you select '''Save''', it will validate the information on the pageand the contact will be added.
:::: [[File:ContactButtons.png|border]]
The import process consists of copying external information (ex: if it is already listed on an Excel file) onto an '''Import Window, '''validating the information mapping before uploading, and uploading the data to SmartSimple. If you need to split contact information, this technique will be repeated: once for [[Importing Organisation Records#Importing Organization Records|organization records]] that will categorize companies onto the [[Organization hierarchy|organization hierarchy]], and once for the contact data that will create profiles for users.
In the following step-by-step example, contact information from an Excel sheet will be imported onto a copy of SmartSimple. This process occurs after importing organization records, as the system will use the department names in this data to determine the correct level of association on the organization hierarchy for each user.
This example uses [[internal]] users, so they will need to be added to the internal hierarchy of the organization hierarchy.
:: [[File:Import Staff Button.png|130px|border]]
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:* Note that the term '''Staff '''may be different depending on your instance, as [[Organization Terminology|organization terminology]] is configurablevariable per SmartSimple instance.
'''Step 1 '''of the '''User Import Wizard '''is displayed.
9. A pop-up will appear to confirm your action. Select the '''YES '''button.
:: [[File:Screenshot 14.png|100px250px|border]]
10. The analyzed data of your imported records will appear. At this stage, you have the opportunity to '''deselect '''any employees you do not wish to add; you may also edit their information, such as their email addresses. At the bottom of the screen, you will see different methods to add users to the SmartSimple instance. Select one, then click '''Upload.'''
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:::* If you select '''Send Password, '''the user will receive an automated password in an email. From there, they can log into the SmartSimple system and change their password manually.
:::* The option to '''Set Password '''is not typically recommended except in necessary situations, such as if a client on the phone demands for a timely setting of the password, or . The '''Set Password '''option is also highly recommended when you are testing on the the [[Backup Server and Testing Instance]] in which case , as an email will not be triggered and directly sent to the user anywayregardless.. :::* You may may also '''Reset '''a user's password using this '''Set Password '''option.
After following these steps, your new user is now enabled to log into the system with their password. For For more comprehensive information regarding SmartSimple user passwords, see our [[Password Policy]].
====From the Organization Hierarchy====
The page is divided into a number of areas:
* '''PeopleList''' List: This area will display people based on the selection criteria. Initially all contacts are displayed. The columns displayed for this list can be configured based on [[List View Overview|List Views]].
* '''Search''': You can set the criteria for searching specific people, based on [[Basic Search]] or [[Advanced Search]] functionality.
If the company or contact is deleted by accident, then a System Administrator can restore them by taking the following steps:
1. Click the 9-square menu icon on the top right of your page.
:: {{Icon-Menu}}
2. Under the heading '''Configuration, '''select '''Global Settings '''(available to {{GUA}} only).
3. Under the tab '''Users, '''you will see the following hyperlinked setting categories: