Versions Compared

Old Version 13

changes.mady.by.user Persia Xenopoulou

Saved on

compared with

New Version 14

changes.mady.by.user Persia Xenopoulou

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Excerpt
hiddentrue

Find out how to create a new User

What does this section cover?

Users

Panel
nameblue

Table of Contents

Table of Contents
minLevel2

Navigating to Users

Info

FINANCE > USER MANAGEMENT > MANAGE USERS

Explaining User Fields

Name

Description

Using Users

Use Users  to create or modify existing users, which are used to access CRM.COM.
Navigate to Users  and explore existing records via the Summary page. Click on the link (name or number) of the record of your interest to enter the Data Entry page and have a better look of the available information. 
Use the Actions Menu to create a new (NEW) User , modify (EDIT) or delete (DELETE) an existing User .  Use the BACK link to go back to the summary page and CANCEL to cancel any unwanted changes made to the Users . Click on ACTIONS to change the password, the state and settings of the user
Check out the attributes table below for a thorough explanation of the information kept for Users . Check validations&restrictions table to find out validations and restrictions applicable when working with Users


Manage Users Image Added

Anchor
validations
validations
Users  Validations & Restrictions

ActionRestrictionsValidationsAdditional InformationSystem Processing
Create
  •  Mandatory Configuration Entities must be configured before you start using Users

 

 

  • A new user will be created
  • A contact information will be created with the information provided in the users page.
Save
  • Unique username 
  • Email address

 

 
Edit
  • Related Contact cannot be replaced
  • All mandatory fields must be provided
  • Password change
    • If the password change is executed by a simple user, (i.e. via User Information panek) then the old password will be required as well
    • If the password change is executed by a super user (via: Manage Users data entry page) then the old password is not required
  • Editable Fields
    • All of the user fields can be updated after being added
    • The following fields can only be updated by dedicated actions
      • Password
      • State
      • Super User
      • Developer
 
Delete
  • Users cannot be deleted if there are any Assignable Entities records in open state assigned on them.
   
Change User Password
  • If you are a simple user and you would like to change your own password then you will be required to enter the old password as well.
  • If you are an administrator, with access to the Manage Users screen you are allowed to change the password of any user without defining the existing password.
 

AVAILABLE FROM CRM.COM R9.0.0 

  • You also have the option to change your password from the login screen.
  • If the user you would like to update is mapped to an LDAP user then the password update will be done in Active Directory account and not to the user's CRM.COM account. 
    The reason is that if the user is mapped to an LDAP user then every time they login the system will authenticate the user based on the LDAP credentials. 
 
Change User State
  •  Not Applicable
  • Not Applicable 
  
Change User Settings
  •  While both fields are available when creating or updating a user they cannot be manually set, unless they have been defined on a User Template which has been selected to create the user.
  • Not Applicable 
 
  • Super Users are authorized to access all areas and features of the software. Network Management  and Security Management restrictions are not applicable on super users. A super user can only be set by users which are already super users.
    In addition detailed error messages are available to Super users, while the rest of the users, will not have a full view of the error. 
    Status
    colourRed
    titleAvailable from CRM.COM R9
  • Developers are users which can access the development tools which are embedded in CRM.COM, and are available in all summary pages, data entry pages, analytics and dashboard. Developers are treated as normal users when it comes to Network Management and Security Management restrictions. A developer can only be set by users which are already super users.
  • CTI Enabled: Defines whether the user can access the embedded CTI tools though the Communication Centre screen. Since this setting is accessed only through the User Settings section, it can also be edited only by super users.
    • Phone extension: Defines the extension number of the phone device which is installed on the user's PC via which the user accesses CRM.COM. Since this setting is accessed only through the User Settings section, it can also be edited only by super users
 

 

Anchor
attributes
attributes
Users  Attributes

Fields followed by an * means that they are mandatory

Name

Description

Main Information
Username*The username of the user. This is the username that is used to log into CRM.COM.
First name*The first name of the person that is represented by the user
Last name*The last name of the person that is represented by the user
EmailThe business email of the user
Demographics

The demographic information of the user. Demographics include the following:

  • Title
  • Gender
  • Native Language: Native language is used to set up the language that will be used to translate additional information for each label, across CRM.COM software. This additional information is displayed when the mouse is placed over a specific label. Default native language is applied on all users having the organisation native language as their preferred native language.The supported options include all languages supported by CRM.COM and the Organisation Native Language which is set in General Settings (as provided in Platform) and is the default option.
  • Country of residence
  • Date of birth (DD,MM,YYYY)
  • Name Day (DD,MM)
System LanguageSystem language is used to set up the language that will be used to translate all labels, tips, warnings and error messages across CRM.COM software, including the values of select boxes, radio buttons etc, if those elements are including fixed values (and not configurable values).
The supported options include all languages supported by CRM.COM (as provided in Platform) and the Organisation System Language which is set in General Settings and is the default option.
Password *The password of the user, which is used to authenticate the user. On creating or updating a user a password confirmation is required.

Password Expiration Date

Status
colourGreen
titleAvailable from CRM.COM R10.0.0

The date until which the password is valid for a successful user authentication. The password gets expired after this date (exclusive) and the user can no longer login, until the password is reset. The password's expiration date is set only if a specific validity period is defined in User Authentication Settings Password Policy.
Preferences

Preferences *

The preferences of the user which include the following:

  • Home Page Preference: The user can select home page that will be automatically displayed during log in. The supported options are:
    • ORGANISATION'S DEFAULT PAGE: the page that is set in General settings, (as provided in Platform), which is applicable for all users.
    • ACCESS COMMUNICATION CENTRE
    • MANAGE CONTACT INFORMATION
    • MANAGE ACTIVITIES
    • MANAGE JOBS
    • MANAGE SERVICE REQUESTS
    • MANAGE SUBSCRIPTIONS
    • MANAGE BILLS
    • MANAGE ACCOUNTS RECEIVABLE
    • MANAGE FINANCIAL TRANSACTIONS
    • VIEW DASHBOARDS
Settings
Settings*

The settings of the user which include the following:

  • Security Profile*: A selection of the security profile that should be assigned on the user.
  • Super User: Can access all parts of the software without any restrictions
  • Developer: Can access the embedded development tools
  • CTI Enabled: Defines whether the user can access the embedded CTI tools though the Communication Centre screen. Since this setting is accessed only through the User Settings section, it can also be edited only by super users.
    • Phone extension: Defines the extension number of the phone device which is installed on the user's PC via which the user accesses CRM.COM. Since this setting is accessed only through the User Settings section, it can also be edited only by super use
  • IP address -
    Status
    colourRed
    titleAvailable from CRM.COM R9.0.0
  • Domain -
    Status
    colourRed
    titleAvailable from CRM.COM R9.0.0
Units
Units *

A list of units that the user belongs to. The user can belong to more than one unit, but at least one unit should exist

 

Creating & Saving, Validations & Restrictions

ActionValidationsRestrictions
Create
  • All mandatory fields must be provided
  • Not Applicable
Save
  • Unique username 
  • Email address
  • If User Authentication settings is defined then the password needs to follow the define password policy

Creating a User

  • Search using the criteria available in the summary page
  • From the top menu click on the New to open the User Management data entry page
    User Management Data EntryImage Removed 

  • MAIN INFORMATION

    1. User Template: Select from the drop down
      If a user template is selected then the fields defined in the template will be automatically filled. Proceed with filling out the rest of the information 
    2. Username: A unique username
    3. System Language: Select one from the available ones
    4. User Contact Information : Contact Information related to the user can be entered in the User screen. For additional information click on ADD MORE INFORMATION
    5. Password & Confirm Password: Provide a password following the User Authentication Setting Rules

  • PREFERENCES

    1. Default Home Page: Select the landing page for the newly created user

    • SETTINGS

  • Security Profile: Provide the security profile of the user
  • Superuser, Developer & CTI Enabled cannot be manually set
    Visit Changing User Settings to find out how you can set the specific settings
    • Status
    colourRed
    titleAvailable from CRM.COM R9.0.0
     -     Domain    : The domain the user belongs to 
    Log Information
    Log InformationThe standard Log Information

    Password Change

    Password change after Login

    1. Login the system
    2. From the Top Menu click on ACCOUNT and then click on the name of your user
      USER CHANGE PASSOWRDImage Added 
    3. You will be transferred to the Manage User Screens
    4. From the Actions Menu click on ACTIONS > CHANGE PASSWORD
      1. Old Password: Provide the Old password
      2. New Password: Provide a new password (following the password rules as shown on the tooltip) 
        If the user is mapped to an LDAP user then the system will not validate against the CRM.COM password policy but against LDAP
      3. Confirm Password: Retype the new password for confirmation
        CHANGE PASSWORDImage Added 
    5. Click on SAVE

    Password Change by Administrators

    1. Navigate to FOUNDATION > USER MANAGEMENT > MANAGE USERS
    2. Search for the user you would like to update
    3. Click on the name of the record you would like to access, to go to the Data Entry page
    4. From the Action Menu click on ACTIONS > CHANGE PASSWORD 
      1. New Password: Provide a new password (following the password rules as shown on the tooltip)
        If the user is mapped to an LDAP user then the system will not validate against the CRM.COM password policy but against LDAP
      2. Confirm Password: Retype the new password for confirmation
        CHANGE PASSWORDImage Added
    5. Click on SAVE

    Password Change from Login Screen - 
    Status
    colourRed
    titleAvailable from CRM.COM R9.0.0

     - IP Address: The IP address from where the user will only be allowed to log in

    UNITS

  • Click on ADD
  • From search modal, search for available units to add
    • Select and add

    1. From the Login screen click on CHANGE PASSWORD
    2. From the Change Password screen
      PASSOWRD CHANGE - LOGIN SCREENImage Added
      1. Username: Provide the username of the user you would like to change their password
      2. Password: Provide the existing password
      3. New Password: Provide the new password
      4. Confirm Password: Provide the new password again
    3. Click on SUBMIT

    Changing User Settings for a single user

    1. Navigate to FOUNDATION > USER MANAGEMENT > MANAGE USERS
    2. Search for the User
    3. Click on the username of the record you would like to add
      Default: Once all units are added, select the default one.
      Check Understanding User Management for more information on multi units on a userupdate, to go to the Data Entry page.
    4. From the Action Menu click on ACTIONS > CHANGE SETTINGS
      CHANGE USER SETTINGSImage Added
    5. Click in the boxes next to each attribute to enable or disable accordingly
    6. Click on SAVE

    Changing User State for a single user

    If the user passes the validation
  • User is created
    • Units are assigned to the userDefault Unit is set on the user
    1. Navigate to FOUNDATION > USER MANAGEMENT > MANAGE USERS
    2. Search for the User
    3. Click on the username of the record you would like to update , to go to the Data Entry page.
    4. From the Action Menu click on SAVE

      LOG INFORMATION

      The following information is automatically set by the system on saving the User Management
      Include PageLog Information - GlobalLog Information - Global

    System Processing

  • Validates that:
    • All mandatory information have been added
    • Username is unique
    • Contact Information unique/mandatory fields are defined
    • If user authentication settings are defined then the password meets the defined password policy
    • User is saved
    1. ACTIONS > ACTIVATE/DEACTIVATE
      User Management - Change User StateImage Added
    2. Select the state you would like to change your user to, from the drop down
    3. Click on SAVE

    Changing User State and User Settings for multiple Users

    You have the option to change the settings or the state of multiple users at the same time. To do so the action from the Summary page needs to be used

    1. Navigate to FOUNDATION > USER MANAGEMENT > MANAGE USERS
    2. Search for the User(s)
    3. Check the boxes on the left of the records that you would like to update
    4. From the Action Menu click on ACTIONS > ACTIVATE/DEACTIVATE or CHANGE SETTINGS
    5. Select the state you would like to change your user to, from the drop down or check the boxes for the settings you would like to enable
    6. Click on SAVE


    Note

    Visit Understanding User Management for business examples related to Creating Using Users


    Panel
    namegrey

    Related Areas

    Filter by label (Content by label)
    showLabelsfalse
    spacesV4Manual
    showSpacefalseexcerpttrue
    labelsuser-management-basics-r7, user-management-advanced-r7,user-management-admin-r7

    Popular Labels

    spaceKey
    Panel
    namegrey
    Popular Labels

    Helpful Links

    Filter by label (Content by label)
    heatmap
    showLabelsfalse
    spacesV4Manualstyle
    showSpacefalse
    labelsglobal