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Find out how to create a new Users

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Table of Contents

Table of Contents
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Navigating to Users

Info

FINANCE > USER MANAGEMENT > MANAGE USERS

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

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 PAGEOrganisation's Default Page: the page that is set in General general settings, (as provided in Platform 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
    • 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
    • Status
      colourGreen
      titleAvailable from CRM.COM R10.0.0
      Manage Reward Offers
    • Status
      colourGreen
      titleAvailable from CRM.COM R10.0.0
       Manage Leads
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

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 PASSOWRD 
  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 PASSWORD 
  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 PASSWORD
  5. Click on SAVE

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

  1. From the Login screen click on CHANGE PASSWORD
  2. From the Change Password screen
    PASSOWRD CHANGE - LOGIN SCREEN
    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 update, to go to the Data Entry page.
  4. From the Action Menu click on ACTIONS > CHANGE SETTINGS
    CHANGE USER SETTINGS
  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

  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 ACTIONS > ACTIVATE/DEACTIVATE
    User Management - Change User State
  5. Select the state you would like to change your user to, from the drop down
  6. 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 Using Users


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