User Settings

Overview#

BOS Enterprise gives organisations the flexibility to specify which features their users may access. User access is set for general functions and for transactions. These tutorials explain how to add Staff, and set their access rights.

💡These tutorials explain how to add staff and users, set their access and copy access from another user.

Staff Settings#

How to Add a Staff Member#

1. Navigate to Main Menu > Setup > My Organisation > Staff (tab).
2. Click Add Staff (button).
3. Fill in the staff member's personal details on the popup.
4. Click Save (button).

How to Edit a Staff Member's Details#

1. Navigate to Main Menu > Setup > My Organisation > Staff (tab).
2. Right-click the name of the applicable Staff Member and select Edit.
3. Edit the details as required.
4. Click Save (button).

User Settings#

How to Add a User#

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).
2. Click Edit (button).
3. On the left Users section, select a User from the dropdown list next to Add.
4. Click Add (button).
5. Copy the settings from another user (optional). See How to Copy a User's Access below.
6. User Settings: Edit the general settings and features for the user listed under User Settings (see User Setting Options Explained below).
7. Transaction Settings: Grant or revoke access to transactions (see How to Grant or Revoke Transaction Access below).
8. Click Save (button).

How to Add or Remove Modules for Transaction Access#

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).
2. Click Edit (button).
3. On the left-click the applicable User's name.
4. Click Actions (button) > Add/Remove Modules on the Transaction Access section.
5. Move all the modules you want to add from the Available to the Selected section using the navigational arrows in the middle.
6. Move all the modules you want to remove from the Selected to the Available section using the navigational arrows in the middle.
7. Click OK (button).
8. Click Close (button).
9. Set access for the newly added modules (see How to Grant or Revoke Transaction Access below).

How to Grant or Revoke Transaction Access#

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).
2. Click Edit (button).
3. On the left-click the applicable User's name.
4. On the Transaction Access section: Select all the transactions you want to change.
   1. To select a continuous block: Click the first entry, hold down Shift and click the last entry.
   2. To select random transactions: Hold down the Ctrl key while clicking the transactions you want to select.
5. Click Actions (button) > Batch Updates.
   1. Select View from the dropdown list.
      1. Select one of these options from the adjacent dropdown list:
         • None: You have no rights to view the transaction and cannot receive any of the other rights either. You do not see the transactions in the ledger either.
         • All: You can view all the transactions.
         • Own (Rep): You can view transactions if you are the rep.
         • Admin: You have full rights to view all the transactions and may change the Status on read-only transactions to any other status.
      2. Click Update (button).
      3. Click Yes (button) on the confirmation.
   2. Select New next to Batch Updates (Users must have View rights and will automatically receive Edit rights along with New rights.)
      1. Check the adjacent checkbox to grant access or uncheck the adjacent checkbox to revoke access.
      2. Click Update (button).
      3. Click Yes (button) on the confirmation.
   3. Select Edit next to Batch Updates (You must have View rights to receive Edit rights).
      1. Check the adjacent checkbox to grant access or uncheck the adjacent checkbox to revoke access.
      2. Click Update (button).
      3. Click Yes (button) on the confirmation.
   4. Select Delete next to Batch Updates. (You must have View rights to receive Delete rights).
      1. Check the adjacent checkbox to grant access or uncheck the adjacent checkbox to revoke access.
      2. Click Update (button).
      3. Click Yes (button) on the confirmation.
6. Check the checkboxes in the Est (Form Only) column to allow you to view the input form on an estimate. This setting only applies to Estimate Types which have an input form.
7. Check the checkboxes in the Status (Up only) column to limit Edit Rights to only move a transaction forward (e.g. Pending > Active > Complete).
   • Note: A User with View > Admin rights can change a transaction's status regardless of this setting.
8. Click Save (button).

How to Copy a User's Access#

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).
2. Click Edit (button).
3. Right-click a User and select Copy Settings.
4. On the popup: "Copy User Settings" fill in the details as follows:
   1. From = Select the User from the dropdown list who has the settings you want to copy.
   2. To = Select the new User.
   3. Select the applicable settings. All is checked by default. You can uncheck All and check only the modules you want to copy access for.
   4. Click Copy (button).
   5. You receive a notice that the settings are copied.
   6. Close the Copy User Settings popup.
   7. Select the new User on the left and edit any of the settings on the right as needed.
   8. Click Save (button).

How to Edit User Settings#

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).
2. Click Edit (button).
3. User Settings: Edit the general settings and features for the user listed under User Settings (see User Setting Options Explained below).
4. Transaction Settings: Grant or revoke access to transactions (see How to Grant or Revoke Transaction Access above).
5. Click Save (button).

User Setting Options Explained#

1. Checkbox:
   • If checked, access is allowed.
   • If unchecked, access is denied.
2. Access Allowed (Special Features):

   Option	Description
   None	You have no access to the module.
   View Only	You can only view the information.
   Full Access	You can view, edit and delete the information.

3. Access Allowed (Transaction-related Features):

   Option	Description
   None	The person has no access to the module.
   User	Typically, User access grants viewing and editing rights.
   Administrator	Typically, Administrator access grants full rights to change the setup, delete and edit.

4. Access Allowed (Customer Summary Only):

   Option	Description
   None	You have no access to the module.
   Limited	The user limited access (e.g. can view the module).
   Full Access	You have full access and can use context menu and drilldown features.

5. Access Allowed (Customer Accounts):

   Option	Description
   None	You have no access to the module.
   All	You can view all the records.
   Mine (Rep)	You can view the records if you are the rep.

6. Edit (...) =
   • Click Edit in the Value column to trigger a popup.
   • Move the entries from the Available section to the Selected section using the navigational arrows in the middle to grant access.
   • Move the entries from the Selected section to the Available section using the navigational arrows in the middle to revoke access.
7. Dropdown Lists
   • Select the applicable option from the dropdown list.

How to Change a User's Password#

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).
2. Click Edit (button).
3. Click the applicable Username on the Users section on the left.
4. Type password in the search block.
5. Navigate to the setting: System > QuickEasy Password and click the Value column (it will show asterisks).
6. Enter a new password and make a note of it, because it will change to asterisks.
7. Click Save (button).

How to Change a User's Login Pin for the Tracker App#

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).
2. Click Edit (button).
3. Click the applicable Username on the Users section on the left.
4. Type pin in the search block.
5. Navigate to the setting: System > QuickEasy Login (PIN) and enter a number in the Value column.
6. Click Save (button).

How to Rebuild the Trial Balance#

1. Click Rebuild (button) on the red warning bar.
2. Confirm the rebuild.
3. Close the popup that shows the Trial Balance is rebuilt.