Adding & Modifying Users
Use the Users tab to change a user’s basic parameters such as:
- User Name and Password
- Security Role
- Email Settings
- Mobile Telephone Settings
To modify a user, first select the user from the drop-down list of full-names of all users. This is normally restricted to currently enabled users but can be extended to cover previously deleted users by clicking the ‘Show users previously removed’ checkbox.
To confirm any updates made to a User, click the Update button.
To create a new mailbox for a User, click the ‘Add Mailbox’ button.
The parameters required to enter a new user are as follow:
|Full Name||The user’s full name.|
|Login Name||The login name of the user. The name is case sensitive.|
|New Password||The users password. Note that this is case sensitive. The password is not displayed to protect the users password. The Administrator can reset the password by typing in a new password in this box.
DO NOT ENTER A NEW PASSWORD FOR A USER UNLESS YOU WISH TO CHANGE IT. To leave a password unchanged, simply leave this field blank.
|Role||Select the required user role from the drop down box.|
|SMS Number||HQ allows users to send SMS (mobile text messages) and receive messages as notifications for calendar events. The SMS number captured here will be used as the reply number for SMSs sent by the user. There are the following options for the SMS Number: If the SMS number is left blank, the user will not be able to send or receive SMS reminders. Enter the user’s own mobile number to enable the user to send and receive calls. This is the preferred option which gives the most functionality to the User. Enter a business mobile number so that all replies are directed to a company mobile rather than a Users mobile. Note that this prevents the User from receiving HQ reminders sent via SMS. Enter a text string, e.g. “Acme Corp” so that all SMS to prevent recipients of SMS from replying. Not that this prevents Users from receiving HQ reminders. Please note that SMS calls from HQ are free of charge, however Selestial reserve the right to withdraw this service if a disproportionately high number of SMS are sent.|
|Default Mailbox||If multiple mailboxes have been set up for a User, the Default Mailbox defines which mailbox is displayed initially and is the mailbox to which HQ reminders are sent.|
|User’s Mailboxes||This list box shows all the user’s mailboxes. To modify one of these mailboxes, select the mailbox and click on one of the buttons below. (Delete Mailbox or Edit Mailbox). For information on adding a mailbox to a user please click the following link – Adding Mailboxes|
A number of security roles can be created on this tab. These roles define the parts of HQ that a user with that role can use. Example roles could be Administrator (where users can do anything, including access this administration system), Normal User (where users could access anything except this administration system), Part-Timer (where the user can only access that part of HQ that is relevant to his or her work).
Use the ‘Delete’, ‘Rename’ and ‘Add Role’ buttons as required.
To set the access rights to various features of HQ, select a role, check or un-check the appropriate checkboxes and click update role. All users with that role will then be subject to the new actions you have just set.
Each Action is described below:
|Contact Groups||View permissions enables users to view and use predefined contact groups.
Write permissions enable users to create and edit their own contact groups.
|Documents||View permissions enables users to view shared documents.
Write permissions enables users to create and modify their own or public documents.
|Team Documents||View permissions enables users to view other user’s shared documents.
Write permissions enables users to edit team documents, provided the documents are team editable.
|Templates||View permissions enables users to view and use templates.
Write permissions enables users to create their own templates.
|Team Templates||Write permissions enables users to create team templates.|
|Filestore||View permissions enables users to access the filestore.
Write permissions enables users to upload files to the filestore.
|Team Files||View permissions enables users to view shared files during searches.|
|Associate Jobbags||View permissions enables users to view the content of jobbags for which they are listed as associate.
Write permissions enables users to edit and create documents/emails/etc within the associate jobbag.
|Team Jobbags||View permissions enables users to view all their own and other team members Jobbags. They may also add documents/emails etc to the jobbags.
Write permissions enables users to edit team jobbags.
|ToDos||View permissions enables users to access the ToDos page.
Write permissions enable users to create their own ToDos.
|Team ToDos||View permissions enables users to access the Team ToDos page.
Write permissions enable users to create Team ToDos.
|Timesheets||View permissions gives users access to the Timesheet menu.|
|Booking Items||View permission enables users to access the booking items.
Write permissions enables Users to create new booking items.
|Reports||View permissions enables users to access the reports menu.|
|View permissions enable users to access their mailboxes menus and search their own email.
Write permissions enables users to create email.
|Team Email||View permissions enable users to access their mailboxes menus and search their own email and, where emails have been linked to a person, business or jobbag, to search for this linked emails in other people’s mail system.
Write permissions enables users to create email.
|Contacts||View permissions enables users to access/search the contacts pages.|
|My Calendar||View permissions enables users to access the calendar.
Write permissions enables users to create calendar entries.
|Team Calendar||View permissions enables users to view the team calendar.
Write permissions enables users to modify calendar items that are team editable.
|Notes||View permissions enables users to view Notes.
Write permissions enables users to create notes.
|Personal Log||View permissions enables users to access the personal log.|
|Admin Rights||View permissions enables the user to access the administration system.|