User Accounts

One of your first tasks in creating a new database should be to create a User Account for each member of your staff. One reason for doing this is to protect your data: User Accounts allow you to assign a password to each User. It's a good idea to do this even in a single-user system: protecting your database with a password might prove to be a wise precaution if your computer is stolen.
Each User Account can consist of the following components, some of which are optional:
  1. The basic component of a User Account is a record in the Person register in the System module. Creating a record in this register for each member of staff allows you to assign passwords to them. Using this register together with the Access Groups setting (also in the System module) allows you to ensure each member of staff only has access to the modules and functions that are relevant to their job.

  2. Each User can have their own Mailbox. Mailboxes allow members of staff to send and receive mail, and to use the Personal Desktop.

    If the User is a Named User, you must create a Mailbox for them. If the User is a Concurrent User, you should only give them a Mailbox if you have purchased an Extra Mailbox for them. Full details about Named and Concurrent Users can be found on the page describing the Person register.

  3. Each User can also have their own record in the Contact register. This will contain any or all of their telephone, mobile and home numbers, Skype name, SIP user name, extension number and email address. This record must exist if the User will use Standard ERP to make calls through an Asterisk-based or TAPI switchboard, and it is recommended that it exists if the User will use Standard ERP to send text (SMS) messages.

  4. If you have more than one Company in your database and you want a User to have access to some or all of those Companies, you can create a Global User record for that User. This will make it easier to manage that User's access rights, passwords, Calendar and Task Manager.
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