Difference between revisions of "User Account Details"

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(Created page with "right Users are the people who can log into your Charitylog system. '''They are not an Organisation/Person type''' - you can create a User who c...")
 
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Users are the people who can log into your Charitylog system. '''They are not an Organisation/Person type''' - you can create a User who can log in without associating that User with any Org/Person. (Likewise, you can have an Organisation/Person who does not have an associated User record.)
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''Location in standard build:'' '''''Settings button > User Access > [[List of User Details|Users]] >''''' ''Click on the name of a user, or click "Create New User"''
  
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More usually, though, a User will have an associated Organisation/Person record - most commonly a Staff member, but sometimes a Volunteer, Funder, Trustee or Referrer.
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The User Account Details page is where you can change user permissions, as well as create new users in the first place.
  
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Clicking the Users menu item will show you a list of all users that are set up on your Charitylog system.
 
  
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==What is a User?==
  
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[[File:SS_65.png|border]]
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A User is someone can log in to your Charitylog system. A User is '''not''' a different Type of Organisation/Person (like Client, Professional). Generally, anyone with a User account (able to log in to the system) would also have a linked Organisation/Person record (where you would store their details), but this is not strictly necessary. You can have a user account without a linked Organisation/Person record, but this is not common - some features will not work, for example, you will not be able to assign Actions to anyone who doesn't have Staff or Volunteer record as well as a user account.
  
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There are five tabs that hold information about the User.
  
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Click on the name of a user to edit.
 
  
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===General User Details===
  
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[[File:SS_62.png|border]]
 
  
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[[File:cl_UAD_1.png|border]]
  
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There are now five tabs which hold all the information about this user.
 
  
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====General User Details tab====
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The General User Details tab holds basic information about the user, such as username/password settings, which Group they are in, and whether they are Active or not.
  
  
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[[File:SS_63.png|790px|border]]
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===Referrals/Actions Settings===
  
  
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* Full name
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[[File:cl_UAD_2.png|border]]
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* User name
 
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* Password (if you have access to the "Users" menu item, you can change passwords for Users)
 
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* Change password at next login - if you tick this box and "Save Details", the user will be prompted to reset their password when they next log in.
 
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* Telephone number
 
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* Email address
 
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* Group - the User Group that this User is to be placed in.
 
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* Start Screen - the screen that this user will be directed to when they first log in. The Action List is the most common, but there are plenty of other options.
 
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* General Display Style - as well as the standard, there are large print and high-contrast variations.
 
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* Whether there is a link from this User to an Organisation/People record
 
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* Is this User also a Handyperson? - select "Yes" to make them available to have Handyperson work assigned to them.
 
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* Is this user a Referrer With Referrer Only Access - Select Referrer - this is a deprecated feature, and has been superseded by Pro-Referrers. It will be removed in a future release.
 
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* Personal Tab and Project access rules - we will cover these later in this chapter.
 
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* Active User? - you cannot delete Users, but you can make them inactive. This is usually done when a staff member leaves the organisation.
 
  
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====Referrals/Actions Settings tab====
 
  
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The Referrals/Actions Settings tab holds information about how the [[Action List]] and [[Details Screen]] will display for this user.
  
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[[File:SS_66.png|790px|border]]
 
  
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===System Access tab===
  
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=====Referrals Diary Defaults=====
 
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Control this User's view of the Referrals Diary. The Referrals Diary is a legacy feature which will be deprecated in a future version.
 
  
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=====Action List Defaults=====
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[[File:cl_UAD_3.png|border]]
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Control how this User's Action List will appear. The user will still be able to change these options themselves at the top of their Action List, but these settings govern the default display. It is a good idea to set these defaults to whatever the Users find most useful - usually:
 
  
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* Own Entries Only
 
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* 7 days past and future
 
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* View all contacts done plus outstanding actions
 
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* Order by Action Date (descending) (newest at the top)
 
  
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=====Client History ordering options=====
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The System Access tab holds information about when the user can access the system, as well as some settings about specific features.
  
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Choose how to order the History and Summary tabs on an Organisation/Person record for this user. Descending (newest at the top) is generally felt to be the most natural way for these to appear.
 
  
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====System Access tab====
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===Project Access tab===
  
  
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[[File:SS_67.png|790px|border]]
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[[File:cl_UAD_4.png|border]]
  
  
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* Allowed to Merge Records? - choose whether this User will be allowed to merge clients, organisations, etc. together (if they have been entered twice in error).
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The Project Access tab gives control of whether this user will be able to see, and create referrals for, each Project.
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* Allowed to Enter Project Sub-categories? - choose whether this user can add a Project Subcategory on the Record a Contact screen or not.
 
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* Allowed to Delete Uploaded Documents? - on Organisation/Person records
 
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* Allowed to Delete Next of Kin Records? - on client records
 
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* Allowed to Delete Extension Database Records?
 
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* Allowed to Create Private Notes? - on Organisation/Person records
 
  
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=====Login times=====
 
  
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These can be used to govern when this User can log in. Usually there is no need to restrict login times.
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===Personal Tab Access===
  
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* Allowed to use Favourites? - see [[Office_Functionality#Favourites|Favourites]] for more information.
 
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* Copy Favourites from Another User - use when setting up new users, to copy in Favourites settings (can speed up user entry)
 
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* Copy Access Rights from Another User  - use when setting up new users, to copy in Project/Personal Tab access settings (can speed up user entry)
 
  
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====Project Access tab====
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[[File:cl_UAD_5.png|border]]
  
  
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[[File:SS_68.png|790px|border]]
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The Personal Tab Access tab controls whether this user will be able to access Personal Details tabs for various types of Organisation/Person.
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See [[User_Access_Management#Project_Access_tab|the User Access Management chapter]] for details of how the Project Access tab operates.
 
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====Personal Tab Access tab====
 
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[[File:SS_69.png|790px|border]]
 
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See [[User_Access_Management#Personal_Tab_Access_tab|the User Access Management chapter]] for details of how the Personal Tab Access tab operates.
 
  
  
 
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[[User:Rob Kay|Rob Kay - manual author]] ([[User talk:Rob Kay|talk]]) 11:00, 2 May 2017 (BST)
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[[User:Rob Kay|Rob Kay - manual author]] ([[User talk:Rob Kay|talk]]) 11:02, 2 May 2017 (BST)
 
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[[Category:Configuration]]
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[[Category:Overviews]]

Revision as of 10:02, 2 May 2017

Helpheader small.png

Location in standard build: Settings button > User Access > Users > Click on the name of a user, or click "Create New User"

The User Account Details page is where you can change user permissions, as well as create new users in the first place.


What is a User?

A User is someone can log in to your Charitylog system. A User is not a different Type of Organisation/Person (like Client, Professional). Generally, anyone with a User account (able to log in to the system) would also have a linked Organisation/Person record (where you would store their details), but this is not strictly necessary. You can have a user account without a linked Organisation/Person record, but this is not common - some features will not work, for example, you will not be able to assign Actions to anyone who doesn't have Staff or Volunteer record as well as a user account.

There are five tabs that hold information about the User.


General User Details

File:Cl UAD 1.png


The General User Details tab holds basic information about the user, such as username/password settings, which Group they are in, and whether they are Active or not.


Referrals/Actions Settings

File:Cl UAD 2.png


The Referrals/Actions Settings tab holds information about how the Action List and Details Screen will display for this user.


System Access tab

File:Cl UAD 3.png


The System Access tab holds information about when the user can access the system, as well as some settings about specific features.


Project Access tab

File:Cl UAD 4.png


The Project Access tab gives control of whether this user will be able to see, and create referrals for, each Project.


Personal Tab Access

File:Cl UAD 5.png


The Personal Tab Access tab controls whether this user will be able to access Personal Details tabs for various types of Organisation/Person.


Rob Kay - manual author (talk) 11:02, 2 May 2017 (BST)

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