Users Setup

The Users Setup function is a method for setting up users of the application and grant various accesses and responsibilities.

- only the Administrator can access the Tools function.

- Account Codes should be set up before Users as the Users will be assigned the various rights to functions and account codes. However, if Users are set-up first, once Account Codes are defined then return to User Setup and assign the users to the various account codes.

1. From the Main menu click Tools:

2. Move the mouse over Users Setup and click this option:

3. The configuration screen appears with the Administrator, the Functions and the Account Codes:

• There are several options:

1. - add a new User - Name, Login name and Password
2. - edit an existing User - Name, Login name and Password
3. - delete an existing User
4. - change the rights to the different function groups and account codes
5. - creates an excel file of the Users Names, Department, Title, Email Address and Email Distribution groups. The password is not included.
6. - returns to the main menu

 

4. User Options;

a) Add Users:

• Click for the following:

•  Enter the following items:

- Advance to the next item by pressing the Tab key or move the mouse and click

• Last Name [REQUIRED] [25 characters maximum]
• First Name [REQUIRED] [25 characters maximum]
• User Name [REQUIRED] [10 characters maximum] - recommend using the network access login
• Password [REQUIRED] [10 characters maximum]

 

• User Name and Password are used on the Sign In screen

• An example of an Add User:

• Click to add this user
• Click to abort without adding this user

b) Edit User:

• Click to highlight the desired User to edit and click

• The following dialog appears:

• Change any of the following:

• Last Name [REQUIRED] [25 characters maximum]
• First Name [REQUIRED] [25 characters maximum]
• User Name [REQUIRED] [10 characters maximum] - recommend using the network access login
• Password [REQUIRED] [10 characters maximum]

• Add the other information:

  • Department [REQUIRED] [48 characters maximum]
  • Title[REQUIRED] [48 characters maximum]
  • Phone Number [REQUIRED] [10 characters maximum]
  • Phone Number Extension [OPTIONAL] [5 characters maximum]
  • Email Address [REQUIRED] [50 characters maximum]
  • Check all boxes for the desired types of email distribution groups:
    1. Upload File Confirmation -when a file is uploaded via the transmit-Export to Clearinghouse option
    2. Funds Received Notification - when a setoff file is ready from the Dept. of Revenue/Education Lottery
    3. Setoff Files Not Downloaded Reminder - when a setoff file has not been downloaded within 7 days
    4. Information/Newsletters - for workshop information, newsletters/guides, software upgrades, etc.
  • A sample of someone who will not need access to the software but wants various email types:

  

• Click to apply the changes and receive a confirmation screen:

• Click to abort without saving the changes

c) Delete User:

• Click to highlight the desired User to delete and click

• The following dialog appears:

 

• Click to delete this user, a confirmation screen:

• Click to abort without deleting this user

 

d) Update Rights:

- when a User is Added, there are no rights to any functions or Account codes, so they are defined in the Update Rights

 

• Click to highlight the desired User

 

• The User's functions and Account Code rights appear:

 

 

• All nine of the functions categories can be edited individually:

• Debtors
  • Click to set this user to have full access (add,edit, delete) to this function
  • Click to restrict user from adding, .editing or deleting debtors
• Tools - only the Administrator can perform these functions, even if click Yes
• All Others - Yes (access to the menu options) or No (NO access to the menu options) 
  1. Reports
  2. Imports
  3. Maintenance
  4. Transmit
  5. Letters
  6. Address
  7. Interest

 

e) Export Users

• Click for the following:
• 

• Click to create an Excel file and for the following:

• The following items are included in the Excel file:
  • Last name
  • First Name
  • Login Name
  • Phone Number
  • Department
  • Title
  • Email Address
  • Email Distribution groups
  • Password is NOT included
• Once created it needs to be transmitted to the Clearinghouse

5. Click to return to the Main Menu: