Entering a Person Record - Header
This page describes the fields in the Header of the Person record. Please follow the links below for descriptions of the other cards:
---
- Signature
- The Signature is one of the Person's log-in IDs, the others being the StandardID described below and the Email Address on the 'Sales' card. It is also the Person's unique ID, which identifies them elsewhere in Standard ERP (e.g. in the Salesman field in an Invoice).
- Once you have saved the record, you cannot change the Signature simply by typing into the field. If you need to change a Signature, use the Conversions - Master and Conversions - Users settings in the System module. These settings will change the Signature both here and in all other registers where the Person has been used.
- If you have more than one Company in your database, records in the Person register (as with all registers unless they are shared) will be specific to the Company in which they are entered. However, if you are using the Mail facilities in Standard ERP, each Person's Mailbox will be open to all Companies in the database. This allows mail to be sent between Persons in different Companies. One implication of this is that all Persons across all Companies should have different Signatures. If there are two or more Persons in different Companies with the same Signatures, they will not be able to have separate Mailboxes.
You cannot include commas or full stops in Signatures.
- Name
- The name of the Person.
- StandardID
- The StandardID is a unique identifier for each Person that they can use to log in to your Standard ERP system and to log in to services provided by HansaWorld, such as your MyStandard page, which you can use to monitor and control your server if it is located in the cloud or controlled by a Cloud Node, and the support forum.
- When you create a Person record for an employee, you can specify a StandardID immediately but it is not necessary to do so. If you do not specify a StandardID in this field, the Person will be asked to provide one when they log in to your Standard ERP system for the first time.
- A Person's StandardID must be a valid email address. When the Person logs in to your Standard ERP system for the first time, an email address validation mail will be sent to the email address that they are using as their StandardID. The Person should follow the link in the validation mail to confirm that their email address is valid and to enter a StandardID password. If you would like an email address validation mail to be sent to a user immediately after entering their Person record, save the Person record and then choose 'Validation Email' from the Create menu (Windows/macOS) or + menu (iOS/Android). If you need to check whether an Email Address has already been validated, use the 'Check StandardID' function on the Operations or Tools menu. You can also use the Email Validation Status report in the Email and Conferences module, which lists the validation status of every Person and Global User.
- The Person will use their StandardID password to log in to HansaWorld services such as the "MyStandard" page and the support forum. It is not the same as the password they will use to log in to your Standard ERP system. If a Person needs to change their StandardID password, they should go to https://standard-id.hansaworld.com/reset-password.
- Pronunciation
- Paste Special
Voice Synonyms setting, CRM module
- If you are using the Anna Talk Bot, specify here a record in the Voice Synonyms setting in the CRM module that will inform the Talk Bot how the Person's Name should be pronounced.
- Closed
- Check this box if the Person is no longer to be used. If the Person has a Mailbox, it will automatically be marked as Closed as well. Closed Persons will appear in the 'Persons: Browse' window but not in the Persons 'Paste Special' list. A closed Person cannot log in to your Standard ERP database, but can be re-opened at any time. Their Mailbox will also be re-opened.
- If you do not mark a Person as Closed (e.g. an employee may have left your company but you still need them to appear in the Persons 'Paste Special' list and to be able to use them in records such as Expense records), an alternative is to change the Start Access Level on the 'Access' card to "No Access" and to change the Access Group to one in which the matrix is empty.
- Unlicensed
- If you add more Named Users than specified in the Configuration setting, the most recently added ones will be marked as Unlicensed automatically the next time the enabler is checked. If an Unlicensed user logs in to your system, other users will be prevented from logging in until the Unlicensed user logs out again. If you purchase more Named User licences, the Unlicensed box will be unticked automatically the next time the enabler is checked.
---
The Person register in Standard ERP:
Go back to:
