Creating a User Account
To create a user account, Manager or System level access is required for the User Management Module (see Access Levels). See here for how to check your current access level. See here for how to apply for a change in access level.
The system does not include a workflow for recording approval for users to have access to the system. It is therefore assumed that before adding a user or changing their permissions, you have been provided with such approval.
A form for creating a new user account is accessed by clicking Create User on the Users Menu.
Accounts should be created for every individual who needs to access the system. Sharing of accounts is not permitted including "Company-wide logins".
The form allows the basic details of the new user to be defined and all fields are mandatory. Further details (e.g. phone number) are left for the user themselves to
complete by editing their profile.
Organisation is selected from a drop down list. If their Organisation does not appear, then a new Organisation can be created.
Temporary accounts can be created with a defined expiry date, after which access will not be available (although user details and their activity are retained).
Once complete, click Save on the Command Bar and the User Account will be created.
Temporary accounts are used for team members who only require short term access, for example agency staff or internal cover for leave. Expired temporary accounts can be revived up to one month after expiry by editing the User Details and redefining the expiry date. After this period a new user account is required to grant access again.
If a user may work for more than one named organisation, then their account should be associated with the same organisation as their email address. If a user has two distinct roles with different organisations, then they should have a separate accounts for these roles, especially if both roles involve changing data on the system.
Sending a Welcome Email
A Welcome Email provides the new user a link to the system, and an opportunity to set their password and login for the first time.
To send a Welcome Email, click Welcome Email on the Command Bar of the User Details page.
Following creation of a new account the display should default to the User Details page for the new account, alternatively manually navigate to the page from the Users Summary Section.
A user will only be able to login to their account for the first time by following the link in a Welcome Email. Another Welcome Email can be sent at any time to reset the users password.
Setting Access Levels
The new account as created will have a 'Default' Access Level for all modules and for all Areas (i.e. nationally).
To modify the Access Levels, navigate to the Security section of the User Details page for the new account.
You will have the option to Add, Edit or Delete permissions on the Command Bar
Add a permission
Click Add on the Command Bar.
Select the Module and then the Area using the drop down boxes. Select the Permission Level using the drop down list (the options will depend on the selections made for Module and Area) and then click Save.
Edit an existing permission
To edit an existing permission, select one item in the grid and click the Edit on the command bar.
Change the Permission Level using the drop down list, then click Save.
If you need to change the module or Area, then this is considered to be a different permission and is therefore done by adding a new item and deleting the existing one.
Delete an existing permission
To delete an existing permission, select one or more items in the grid and click “Delete” on the command bar icon.
In general the permissions of a user should be kept to the minimum necessary for their role to maintain the security of the system. For example, an Asset manager should only be granted 'Manager' permissions for their specific Area, and be limited to read-only 'Default' permission elsewhere.