User

User creates a login and decides what it may do: the person behind it, the password and sign-in rules, the company it opens in, its roles and extra screens per company, its delegates and the default values its screens start with.

Where

System Administration › User (SAUS)

Who uses it

The system administrator

When

When someone joins, changes job or leaves

Needs first

Company, Roles

What it is for

Rights come from two tabs, per company: Role (a role from Roles, with an optional user group and My Record Only) and Special Duties (single screens added on top, with their own Create, Edit, View, Delete, Reverse and export ticks). Save insists that the Default Legal Entity has at least one of the two: “Please define Default Legalentity Rights”.

Passwords follow the rule on System Administration Setting. A new password is checked against it; on a change, earlier passwords the rule remembers are refused. Leaving Password empty when editing keeps the old one.

Block stops the login: saving a blocked user ends its open sessions at once. Blocking someone who is an approver asks first. A user who is an approver on any approval cannot be deleted; block them instead.

When the user is linked to an Employee, saving copies the user’s name, email and photo onto the employee record. Every Parameter Profile listed is copied into the user’s User Parameter Value on save.

Every field in plain words

Field	What it means	What to put
User Image	The user’s photo.	Optional.

General

Field	What it means	What to put
User Name	The login name.	Required. No spaces. Locked after the first save.
Client	The client.	Optional. Pick from the Client list.
Block	Blocks the login.	Ticking it ends the user’s open sessions on save.

Basic Data

Field	What it means	What to put
First Name	First name.	Required.
Last Name	Last name.	Required.
Email	Email; mail notifications go here.	Optional.
Beep Email	The email used for the monitoring link (Integration Beep).	Optional.
Employee	The employee this login belongs to. Name, email and photo are copied onto the employee on save.	Optional. Pick from the list.
Position	Job title, as text.	Optional.
User Category	The kind of login: company user or consultant.	Required. Hidden for company users, who can only make company users.
Tag	A tag used to group users.	Optional.
Password	The password.	Required on a new user; must meet the password rule. Leave empty when editing to keep it.
Change Password at Next Login	Asks the user for a new password the next time they sign in.	Tick or leave clear.
Two Factor Authentication	Two-factor sign-in with an authenticator app.	Ticking it shows a QR code to scan and a code to confirm; unticking it asks for the password and a code.
Sign Out After Idle Hours	Signs the user out after this many idle hours.	0 means never.
Default Legal Entity	The company the user opens in.	Required. The user must have rights in it.
Default Page	The page the user lands on.	Optional. Pick from the list.

Interface

Interface: at least one line is required.

Column	What it means	What to put
Interface Model	Where the login may be used: web, mobile…	Required. Pick from the list.
Interface Model Enum	Its code.	Optional.

Role

Role: one line per company and role. The company fills from Default Legal Entity.

Column	What it means	What to put
Legal Entity	The company the line applies in.	Required. Pick from the Company list.
User Name	The user.	Optional.
Role	The role.	Required. Pick from the list.
Name	Its name.	Optional.
User Group	A user group.	Optional. Pick from the User Group list.
My Record Only	Limits the user to their own records.	Optional.

Special Duties

Special Duties: single screens per company. A list (Data Analytics) line is given both exports.

Column	What it means	What to put
Process Code	Process code.	Optional.
Process Name	Process name.	Optional.
Legal Entity	The company the line applies in.	Optional. Pick from the Company list.
User Name	The user.	Optional. Pick from the User list.
Screen	The screen, list or report.	Required. Pick from the list.
Transaction Name	Its name; fills itself.	Optional.
Module	The module it is opened under.	Optional. Pick from the list.
User Group	A user group.	Optional. Pick from the User Group list.
My Record Only	Limits the user to their own records.	Optional.
Object Type	Entry form, list or report.	Optional.
Object Category	Its category.	Optional.
Create	May create.	Optional.
Edit	May edit.	Optional.
View	May open and view.	Optional.
Delete	May delete.	Optional.
Reverse	May reverse.	Optional.
Export to PDF	May export to PDF.	Optional.
Export to Excel	May export to Excel.	Optional.

Authorization

Authorization.

Column	What it means	What to put
User Name	The user.	Optional. Pick from the User list.
Authorization	An authorization profile, from Authorization Profile.	Required. Pick from the Authorization Profile list.
Name	Its name.	Optional.

Delegate

Delegate: date ranges for the same screen may not overlap.

Column	What it means	What to put
User Name	The user who acts for this one.	Optional. Pick from the list.
Process Code	The screen they act on.	Optional. Pick from the list.
Transaction Name	Its name; fills itself.	Optional.
Date From	From.	Optional.
Date To	To.	Optional.

Parameter Profile

Parameter Profile.

Column	What it means	What to put
Parameter Profile	A parameter profile, from Parameter Profile.	Required. Pick from the Parameter Profile list.
Line Text	A note.	Optional.

Assign IP

Assign IP.

Column	What it means	What to put
Line Text	A note.	Optional.
IP Address	An IP address the user may sign in from.	Optional.
Date From	From.	Optional.
Date To	To.	Optional.

How to configure it

Nothing to configure beyond the fields above.

Scenarios

• A new accountant joins. Create the user, Default Legal Entity the company, Role tab the accountant role in that company, and tick Change Password at Next Login.
• Someone leaves. Tick Block and save; their sessions end. Do not delete a user who has approved documents.
• A manager is on leave for two weeks. On the Delegate tab, add the colleague for the approval screens with the two dates.

What it is connected to

• Roles - the bundles of rights.
• User Right - a quicker screen for one company.
• System Administration Setting - the password rule.
• Approval - approvers are users.
• Picked on these company setup screens: Approval, Events, Maintain User Profile, Task, User Group, User Parameter Value, User Right.
• Picked on Lead in CRM and expenses.
• Picked on Batch Posting in General ledger.
• Picked on Batch Posting in Payables.
• Picked on Purchase Order Closure, Vendor Portal Setting in Purchasing.
• Picked on Batch Posting in Receivables.
• Picked on Customer Portal Setting, POS Cash Movement, POS Return, POS Shift, POS Terminal, Sales Order Closure in Sales.
• Set up a new company - where this screen fits in the setup order.

If something looks wrong

• “Please define Default Legalentity Rights” Add a role or a special duty in the Default Legal Entity.
• “User Name: … - Remove Space From User Name”
• “Interface Model cannot be Empty” / “Interface cannot be empty” Add a line on the Interface tab.
• “User Cannot be Delete Becuase It already use in Approval” Block the user instead.
• “Delegate User - Line ID: … overlaps with Line ID: … on date range.”
• “Role - Line ID: … is duplicated with Line ID: …” The same role is given twice in the same company.
• “Password must have …” The password does not meet the rule set on System Administration Setting.
• “Choose a password you have not used in your last … passwords.”