User Accounts (Concurrent Users without Mailboxes)
The procedure described on the User Accounts (Named Users and Concurrent Users with Mailboxes) page will create a new User Account that consists of a Person record, a Contact record and a Mailbox. Therefore, you cannot use it if you need to create a new User Account for a Concurrent User who will not have a Mailbox. In this case, you need to create the Person and Contact record components separately, and then connect them together yourself. Follow these steps:
- If you are not already in the System module, select it using the [Switch Module] button in the Navigation Centre or the Ctrl-0 (zero) (Windows and Linux) or ⌘-0 (Mac OS X) keyboard shortcut.
- Open the Person register by clicking the [Registers] button in the Navigation Centre and double-clicking 'Persons' in the resulting list. The 'Persons: Browse' window will open, listing the Persons (i.e. the User Accounts) that already exist. The select 'New' from the Create menu in the Button Bar at the top of the browse window or use the Ctrl-N/⌘-N keyboard shortcut..
If you don't need to open the 'Persons: Browse' window, a shortcut is to open the + drop-down menu from the Navigation Centre (in the top right-hand corner if you are using Windows or Linux, towards the top left if you are using Mac OS X) and select 'Persons'.
- The 'Person: New' window opens, allowing you to open a new Person record. A Person record is the most basic component of a User Account: once created, it will allow the User to log in to your Standard ERP system.
You must enter a Signature and a Name as shown in the illustration below. The Signature is the log-in identity code the User should enter when loging in to Standard ERP. You can assign an Access Group and Start Access Level to the Person, as described in step 7 on the User Accounts (Named Users and Concurrent Users with Mailboxes) page. Choose "Concurrent" as the User Type.
- Click the tabs (named 'Access', 'Number Series', 'Sales', etc) to enter more information about the member of staff. For full details of each field, please refer here.
- Click the [Save] button in the top right-hand corner of the window. The record will be saved in the Person register.
- The window title changes to 'Person: Inspect', giving you a chance to check you have not made any mistakes in entering the record.
- If the new User will use Standard ERP to make calls through an Asterisk-based or TAPI switchboard, you must create a record in the Contact register for them. Optionally, you may also need this Contact record if the new User will use Standard ERP to send text (SMS) messages. For example, if a User sends a text (SMS) message, the mobile phone number in their Contact record will be used as the source of that text (SMS) message. This mobile number can also be taken from the User's Person record, but you may prefer to store it in a Contact record where the User can change it themselves. In a large system, you probably would not want to give Users access to the Person register, as this would allow them to change access rights and passwords.
To create a Contact record for a User, click in the Contact Code field in their Person record and open the 'Paste Special' list using the Ctrl-Enter/⌘-Enter keyboard command. When the 'Paste Contact' window opens, click the [New] button. The 'Contact: New' window opens, allowing you to enter a new Contact record:
Enter the User's name and their contact details (telephone and mobile numbers, Skype name, SIP user name, Extension (if you are using TAPI), etc). Do not mark the Customer, Supplier, Guest or Dealer boxes in the top right-hand corner, but you can tick the Employee box (this is used in the Human Resources Management module). Click the [Save] button in the top right-hand corner of the window. The record will be saved in the Contact register and closed.
- The Contact Number of the new Contact record will be copied to the Contact Code field in the Person record automatically, connecting the Person record to the Contact record:
Save the Person record again.
- Close the record by clicking the close box or using the Alt-F4 (Windows and Linux), ⌘-W (Mac OS X) or Esc (all platforms) keyboard shortcuts.
- If you have a number of personnel to enter, select 'New' from the Create menu instead of clicking the [Save] button in step 8 above (or use the Ctrl-N/⌘-N keyboard shortcut). The Person record will be saved and closed, and a blank window will be opened, allowing you to enter another record straight away.
- When you close the last Person record in step 9 above, you will be returned to the 'Persons: Browse' window, which now lists the members of staff that you have just registered. Click on each one in turn and allocate a password by selecting 'Change Password' from the Operations menu, as described in step 6 on the User Accounts (Named Users and Concurrent Users with Mailboxes) page. If you do not allocate a password to each new User, they or anyone happening upon one of the new Signatures will be able to log in without specifying a password.
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