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User
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:: [[File:Activate user icons.png|100px|border]]
: :* It will be ''greyed out ''if the user is not yet activated. :* Clicking a greyed out key icon will activate the user.:* Clicking a coloured key icon will '''deactivate '''the user.
The other option of activating a user from their '''Profile '''is to provide '''User Access: '''
2. Under the heading '''Properties,''' select '''Roles and Access'''.
::::: [[File:RolesandAccess.png|border]]:
3. Once the modal window of '''Roles and Access '''opens, look to the top left of the window to enable '''Advanced Options '''to open up Access Types.
The user will not be able to log into the system
:* Toggling on this option will disable user access to your SmartSimple copy :* '''If the user is currently logged in they will not lose access until they try to log in again'''.
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The user will be able to control the entire [[Organization Hierarchy|organization hierarchy]] within your SmartSimple copy. They will be able to:
:* Create additional users at any level - including additional [[Global User Administrator|System Administrators]] :* Create new sub-organizations, both [[internal]] and [[external]]:* Subscribe organizations to SmartSimple application programs, such as [[SmartFolders]] :* Upload organization and contact information, both [[internal]] and [[external]] :* Create [[roles]] and collaborative [[Workflows]]
For more information, and to find out how to enable or disable the '''SysAdmin '''role for users, see [[Global User Administrator]].
<br data-attributes="%20/">4. To enable typical '''User Access, '''toggle on '''User Access. '''If you would like to make a new user a [[Global User Administrator|'''System Administrator''']], then toggle that option on the right.
::::: [[File:Screenshot 30EditRolesandAccess.png|500px|border]]:
<u>'''Setting Login Restrictions'''</u>
:* [Deprecated March 11, 2021] You are able to restrict a user's access to SmartSimple to a specific workstation by setting the IP address of the workstation in their profile. Alternatively, you may '''lock '''the user to the next workstation that they use to log into the system by toggling the '''Workstation - lock. ''':* If you only wish for a user to have access to the system for a specific time period, you can toggle the '''Will Expire '''option and set the expiry date, after which the user will no longer be able to access the system.
5. After saving the access options that you have selected, the buttons at the bottom of the modal window will display password setting and sending options.
::::: [[File:Password.png|border]] :::: ::::* 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. The '''Set Password '''option is also highly recommended when you are testing on the [[Backup Server and Testing Instance]], as an email will not be triggered and sent to the user regardless.. ::::* You may also '''Reset '''a user's password using this '''Set Password '''option.
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After following these steps, your new user is now enabled to log into the system with their password.
1. Click the 9-square menu icon on the top right of your page.
::: {{Icon-Menu}} :
2. Under the heading '''Organizations, '''select '''People.'''
The '''People '''page is displayed.
::: [[File:PeopleList.png|700px|border]] :
All contacts will be listed, both [[internal]] and [[external]]. If there are security rules in place, such as '''view own accounts only''' under [[Roles and Security Settings]], you might not be able to see all contacts.
The page is divided into a number of areas:
:* '''People 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.
==Configuration—Advanced==
===Restore or Purge Deleted Contacts===
'''Contacts''':
::: [[File:PurgeContact2017.png|800px|border]]:
'''Companies''':
::: [[File:PurgeOrg2017.png|800px|border]]:
4. Click the '''Restore '''button.
1. Click on 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:
::: [[File:StaffAndContactSettings2017.png|link=|900px|border]]:: ::* '''Standard Fields: '''[[Contact and Account Standard Fields|Standard fields]] associated with users. ::* '''Custom Fields: '''[[Custom Fields|Custom fields]] associated with both [[internal]] and [[external]] users.::* '''Dynamic Field Visibility Controls: '''Configure dynamic field visibility controls for users.::* '''Statuses: '''Statuses used for users.::* '''Submit & Save Buttons: '''Submit & Save buttons used for users.::* '''SmartCheck Validation:''' SmartCheck validation to attach to form buttons for users.::* '''Signup Pages: '''Used to manage [[Creating a Signup Page|external web pages where contacts can register]]. ::* '''Duplicate Check Setting: '''Allows you to define which fields are prompted for and compared with existing Contacts for duplicates when adding new users. See [[Duplicate Check]].::* '''Default User Settings: '''Manage default settings for first time login user. ::* '''List Views: '''Used to configure the [[List View|list view]] for users.::* '''Lookup List Views: '''Used to configure the fields shown when using an [[Ajax]] lookup on users; also determines the [[List View|list view]] for the Lookup dialog for the [[standard field]] "Organization" in the {{UTA}}. See [[Configuring Ajax Lists Views]]. ::* '''Activity List Views: '''Used to configure the [[List View]] for the activities of users. ::* '''Deleted Staff/Contact: '''Allows you to view, restore, or purge recently deleted users. For more complete instructions, see [[User#Restore or Purge Deleted Contacts|here]].
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==See Also==
::* [[Administrator]]::* {{GUA}}::* [[Profile]]::* [[Reporting on User Type and Access Type]]::* [[Password Policy]]::* [[Maintaining Users - video]]::* [[Relating Contacts and Accounts to the Universal Tracking Application]]::* [[Signup Page]]::* [[Association Settings]]
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[[Category:Glossary]][[Category:Contacts]]