Users
Contents
Before staff can use the system they will require a user account. It is highly recommended that each person has an individual account for auditing purposes. Each user account must be unique and you cannot use a user name twice. In the users section you will be displayed a list of active users, to view all users click the 'Relist Including Inactive Users' button to display active and inactive users.
Creating a user account
In the munu search box, to the left of the settings cog (top right hand corner), type 'Users' (without the quotes). This will search the menu and display the users link.
Click on Users on the displayed menu, this will take you to the list of current users. By default the display list will on show active users that can login to your system.
How to create a new user
At the bottom of the list of users (you may need to scroll down the page) click on the button 'Create New User'
File:Admin users create.PNG You will then be taken to the create new user page.
General Details
On the general details tab you will find the following options to complete;
Full Name (used in reports and lists): Enter the person's full name
Example:
John Smith
Username (used for logging in): This is case sensitive and the user will need this to login. The username must follow the organisation settings in Operational Rules
Example:
JSmith
Password: Enter a password for the user to use, this is case sensitive and must follow the organisation settings in Operational Rules Example:
DJ345DCF
Retype Password: This must match the password typed in the previous box. Example:
DJ345DCF
Change password at next login: Tick this box if you want the user to change the password you have set for them when they first log in.
Work Email Address: Enter the user's work email address.
Work Telephone Number: Enter the user's work contact number.
Work Mobile Number: Enter the user's work mobile number.
Password Recovery Email Address: You can specify an email address, so the user can reset their password, if forgotten. If left blank then it will be the responsibility of your Administrators, to change the password for the user. Please note that Charitylog support cannot access user passwords, nor can they change these for users. You can use the copy button on the right to use the work email address above. 
Group: Select the appropriate security group. See Group Access for details on how to set up these security groups. If you click on the button for Group Access, this will navigate away from this page and any changes will be lost.
Internal Support User: If you set the user as an Administrator you can specify that they are an Internal Support User. This will display their contact details on the login screen, if a user gets the login credentials wrong.
Home Page: Use this drop down to specify which page the user will land on, once logged in. For most users the individual action list is recommended. Via Group Access you can allow users to change their own home page.
General Display Style: This is useful if the user has difficulties seeing or reading from a computer display.
Page Tint: The background of the system is very light. The page tint can be used to reduce the brightness of the background.
Create New Org/Person Record or Link to Existing?: Each user record must have an associated Person/Organisation record. This is used to save time sheet information in the background, required for reporting. You can select to link to an existing record or to create a new record, that is appropriate for this user.
Is this user a Referrer With Referrer Only Access - Select Referrer: For a standard user, leave this set to 'Not a limited access referrer'. If you are providing access for a third party organisation, select the organisation from the drop down list.
Outcome Star user?: If you have licences available to use for the Outcome Star, you can specify this user to have access to use these stars.
Allowed To Use Favourites?:The system has a Favourites page, specify if the user can use favourites.
Copy Favourites from Another User: Use this to copy another user's favourites.
Allowed to Enter Project Sub-categories?: If you use Project Subcategories then specify if this user is allowed to enter referrals in these subcategories.
Allowed to Delete Extension Database Records?: This will allow the user to delete information in Extension Database records. Deleting this data cannot be undone.
Allowed to Create Private Notes?: This will allow the user to have hidden notes. See Private Notes for details.
Active User?: This means the user account is enabled, if set to No, the user will not be able to access the system.
Referrals/Actions Settings
Action List
The Action List displays the referrals on the system. This list can be tailored per user, so that they can see outstanding work, completed work and work of team members. The below settings control the default view for the user, which the user can change when required.
Own, Selected or All Users: This will set the default of the Action List so the selected option will be first displayed. If you have created a user as a group, you can select the new user and the group user. Example
P Jones Advice Team
Days to show into Past: This will display the number of days in the past that the user will see on their Action List. If you are setting the user to see their own outstanding actions, you may wish to use 9999. Setting the display to 9999 will then show all outstanding work, prompting the user to complete this work.
Days to show into Future: This will show the future actions, work that is upcoming. You may wish to consider 7 to 14 days, this will show the upcoming actions in the near future.
View Selection: Here you can specify what type of actions the user will see. Generally it is recommended that the user is displaying the outstanding actions by default, showing their current work load.
Previous or Default?: This will determine how the Action List will be displayed when the user next logs in to the system. Set to default will mean the configuration set here will be used, previous will remember any changes the user has made.
List Order: Here you can set if the user will see the oldest actions at the top, or the newest. You may wish to set this to oldest, this will display older outstanding work at the top of the list.
History Tab
These settings determine how the referrals will be displayed on a Person or Organisation record.
Referral Order: This determines which order the referrals are displayed. Generally you may wish to select Referral Date (Newest On Top), this will show the latest referral at the top of the history tab.
Order of Actions Within Each Referral: This will show how the individual actions are displayed under the referral header.
Referrals Diary
This is a deprecated feature and is no longer available on the system.
Project Access
The Project Access tab shows which projects the user is allowed to view and edit.
If the top two radio buttons are filled in (for "User has Unrestricted Access (i.e. can see/edit all projects)"), the user will be able to see and edit everything on the system.
If either of the bottom two radio buttons are filled in (for "User has Restricted Access"), you will need to specify which projects the user in question can work with.
If you want to let the user view and work with a project, but not enter new referrals, put a tick in the first column - "Full Access (Except Enter New Referrals)".
If you want to also let the user enter new referrals, put a tick in the second column - "Enter New Referrals".
If you want to hide the detail of interactions with clients, but still show the fact that the client is active in a particular project, put a tick in the third column - "Hide Referrals In History tab". Tick this box if you want the user to be able to see simply that the client has had a referral for this project, but not see the outcome or the details of the contacts. This works irrespective of which other boxes you have ticked for this project.
Personal Tab Access tab
This tab allows you to specify whether users have access to the details which are stored on the Personal Details page of the Client Record. If you wish, you can also specify that a user can see these details, but not edit them.
Usefully, these settings do not mean that the user cannot enter these details as part of Input Field Rules, so your users can enter information about somebody on first contact, after which it can be hidden from them.
Copying an existing user
As an administrator, you can choose to copy an extisting user or create a new user from scratch. On the list of existing users, identify a user you wish to copy. Click on the Copy Icon at the end of the row; . This will copy the security, project and system access settings from the existing user, to the new user.
On the following page, complete the details on the General User Details tab. When you have finished you can Save Details and Close, taking you back to the user list, or Save and go to the associated person/org record. . For full details of each tab, please see Creating a new client
