User Account Details
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.)
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.
Clicking the Users menu item will show you a list of all users that are set up on your Charitylog system.
Click on the name of a user to edit.
There are now five tabs which hold all the information about this user.
Contents
General User Details tab
- Full name
- User name
- Password (if you have access to the "Users" menu item, you can change passwords for Users)
- 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.
- Telephone number
- Email address
- Group - the User Group that this User is to be placed in.
- 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.
- General Display Style - as well as the standard, there are large print and high-contrast variations.
- Whether there is a link from this User to an Organisation/People record
- Is this User also a Handyperson? - select "Yes" to make them available to have Handyperson work assigned to them.
- Is this user a Referrer With Referrer Only Access - Select Referrer - this is a deprecated feature, and has been superseded by Pro-Referrers.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.
- Personal Tab and Project access rules - we will cover these later in this chapter.
- Active User? - you cannot delete Users, but you can make them inactive. This is usually done when a staff member leaves the organisation.
Referrals/Actions Settings tab
Referrals Diary Defaults
Control this User's view of the Referrals Diary. The Referrals Diary is a legacy feature which will be deprecated in a future version.
Action List Defaults
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:
- Own Entries Only
- 7 days past and future
- View all contacts done plus outstanding actions
- Order by Action Date (descending) (newest at the top)
Client History ordering options
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.
System Access tab
- 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).
- Allowed to Enter Project Sub-categories? - choose whether this user can add a Project Subcategory on the Record a Contact screen or not.
- Allowed to Delete Uploaded Documents? - on Organisation/Person records
- Allowed to Delete Next of Kin Records? - on client records
- Allowed to Delete Extension Database Records?
- Allowed to Create Private Notes? - on Organisation/Person records
Login times
These can be used to govern when this User can log in. Usually there is no need to restrict login times.
- Allowed to use Favourites? - see Favourites for more information.
- Copy Favourites from Another User - use when setting up new users, to copy in Favourites settings (can speed up user entry)
- 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)
Project Access tab
See the User Access Management chapter for details of how the Project Access tab operates.
Personal Tab Access tab
See the User Access Management chapter for details of how the Personal Tab Access tab operates.
Rob Kay - manual author (talk) 11:00, 2 May 2017 (BST)
