==How to Add Users and Contacts==You can add people to the #REDIRECT [[Organisation Hierarchy|organisational hierarchy]] using any of the following techniques: * Manually entering contacts.* Uploading in bulk through '''Import wizards'''.* Uploading in bulk through [[Autoloader]].* Enabling one or more company [[Sign-Up Pages|sign up pages]].* Importing contacts from '''Microsoft Outlook''' using the [[SmartSimple Outlook Synchronization|Outlook Plug-in]] feature.* Importing using the API functionality and a custom program that your organisation could create. ==Users Versus Contacts==* If you enable the login feature when adding people, they will be able to log into the system and you can consider then “users”, otherwise they are simply contacts.* When you add people that you wish to use the system, you can choose to send each person an e-mail containing their [[Username|username]], [[Password|password]], and the [[URL]] (link) to access your copy of [[SmartSimple]].* As part of the contact setup process, you assign people "roles" to define their access to system resources such as [[Application|applications]], folders, calendars, or discussions. Peoples' [[Role|roles]] also control the interface that they will see when they log into your copy of [[SmartSimple]]. ==Manually adding Users==People are always added to some “level’ of the [[Hierarchy|hierarchy]], so when you wish to add a new person you must first select the appropriate organisational level. 1. Click the '''Company''', [[Internal]] User#Adding Users [[Menu|menu]]. The original person is displayed directly under the "root" organisation name. If you wish to add a new person to the root you click on the root organisation link. 2. Click the organisation to which you wish to add the person. 3. Click the '''New''', [[User]] menu. The '''New User – Quick Entry for Duplication Check''' window is displayed. [[Image:User.png]] First name, last name, email address and phone number will be checked for duplicate entries. If no potential duplicates are found, then the '''New User''' window is displayed. [[Image:User2.png]] The company address has been added to the contact. ==Standard People Fields==The standard fields used to describe a person are: * '''First Name''' - First Name of the person.* '''Last Name''' - 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.* '''E-mail''' - E-mail address. An email address is required to allow a user to log into the system.* '''Primary Contact''' - Check box to indicate if this person is the primary contact at the organisation.* '''Organisation''' - The organisation to which this person should be associated. Changing the organisation will “move’ that person to another organisation.* '''Address''' - Street of the person – if different from their organisation.* '''Address 2''' - Additional address line* '''City''' - City address of the person – if different from their organisation.* '''Province''' - Province address of the person – if different from their organisation.* '''Country''' - Country of the person – if different from their organisation.* '''Postal''' - Postal code of the person – if different from their organisation. 1. Complete the '''user details'''. [[Image:User3.png]] 2. Click the '''Save''' button. Note that new menu items are enabled for the [[User|user]]. 3. Click the '''View User''' [[Menu|menu]]. [[Image:User4.png]] <u>'''Extending the User Details'''</u> Contact details are easily extended through the addition of [[Custom Field|custom fields]]. Once the profile is saved, you can add further information to the user profile. ==User Duplicate Checking==In this exercise, you will attempt to create a new [[User|user]] of the same name. 1. Choose the '''New''', '''User''' [[Menu|menu]]. 2. Enter the same contact details. The Possible Duplicates window is displayed. [[Image:User5.png]] Possible duplicates are displayed in chronological sequence from the most recently updated to the oldest. This screen is used to: '''Combine multiple contact records into a single record'''. * Missing fields in the primary record are added in sequence from the other records.* Activities and notes from all records are merged into the primary record.* The Merged records are deleted. '''Delete redundant records'''. '''If the new record is actually different then you can continue and create the new record'''. 3. Click on the [[User|user’s]] name to cancel the duplicate check and display the user record. [[Category:System Management]][[Category:FAQ]][[Category:Contacts]]
