3.3. Users

A user is an entity that has authority to use the SocrateCloud application. Users can also be contacts, linked to business partners. In order for a user to be able to access the system, they must have a previously defined e-mail address and password and to be associated with a role. Starting with SocrateCloud 12.12, the access to the application can only be done with the user's e-mail address.

User management is done using the User window, located in the System Admin -> General Rules -> Security menu. System-generated users will be in the user list already, as a result of the initial setup carried out for the tenant. In order to edit or create a user, the following are available:

• Name, Description, Search Key, Comments - used to identify the user within the system;

• Active - indicates the user is active in the system;

  • the Delete Inactive Users process can be used to "delete" users without the Active checkbox ("deleted" users will have their contact and authentication data removed and will not be available within SocrateCloud);

  • Business Partner - business partner associated with the user;

    • Partner Location - a contact address can be selected from the list of available addresses, defined for the business partner;

    • Business Partner Group (system maintained) - the business partner group of the associated business partner

    • Representative Name (system maintained) - the representative selected in the Business Partner window, Vendor tab, for the associated business partner;

• Email, Password - are used to log into the SocrateCloud application;

  • starting with SocrateCloud 12.12, the access to the application can only be done with the e-mail address;

  • Title - indicates the users job title within the company. Will be displayed next to the user name on the organization chart, in the Organizational Chart window;

• Birthday, Phone, Phone 2, Fax - user related information;

• Position - user classification method, used for reporting. The available options can be defined in the Position window, located in the Initial Setup window;

  • the positions are also classified by category. The available categories can be defined in the Position Category window, located in the Initial Setup menu;

• Notification Type - determines how the used can be notified (e.g. when updating a request):

  • "Email" - the user will receive emails sent through SocrateCloud processes (e.g. dunning emails, alert emails, order/invoice processing emails);

  • "Notification" - not implemented in the current version;

    • for users with this type of notification, the alert processor will generate records the Notes window (AD_Note). Details in Alerts;

  • "Email+Notification" - includes both "Email" and "Notification" notification types;

  • "Nothing" - no emails will be sent to these users;

  • Note: this setting does not apply to request notification. Details in Requests;

• Full BP Access - select the if the user will need access to all documents, requests and deliverables of the business partner (outdated functionality applicable only for the Java interface and the Compiere Web Store application. It is unavailable in current SocrateCloud versions);

The Internal section contains fields used to specify parameters for the internal SocrateCloud users.

• Email User ID and Email User password - are used to connect to the email server in order to send documents and reports by email;

• Supervisor - supervisor for this user, used for escalation and approval;

• LDAP User Name, Connection Profile and User Key are no longer in use.

The External section contains settings needed for external users, usually assigned to Business Partners.

• Greeting- select a greeting from the list;

• Last Contact, Last Result - are updated automatically when requests for this user are processed;

• Google Apps - select the if the user benefits from an active Google Apps subscription.

The Trello section contans Trello setup information. Details in Trello Integration.

Secondary windows:

• User Roles tab - here you can view or add roles to a user.

• User Substitute tab - here you can define a User substitute which may act on behalf the user. Introduce a Name and Description. Enter a time range during which this Substitute is valid: Valid from, Valid to. Select the Substitute for this User.

• Org Access tab - in this tab you can select the Organizations that are accessible to the User. Records entered here can only be used if the Use User Org Access checkbox found in the Role window has been selected for a role associated to this user. To define the access to an organization, select the desired Organization or an Organization consolidation level. If you select an Organization consolidation level, then the user has access to all of the subordinate organizations. If you want the users to see the data of this organization, without the right to edit, check the Read Only checkbox.

• BP Access tab - you can define tenant data access for a user. Settings made here will only be applied if the Full BP Access checkbox has not been selected. Attention: This is an outdated functionality applicable only for the Java interface and the Compiere Web Store application. It is unavailable in curent SocrateCloud versions.

Organizational Chart

The organizational chart dashboard displays the employees and organizations registered within the system, structured by user - supervisor and user - organization relationships. The dashboard can be viewed in the Organizational Chart window, located in the initial Setup -> Tenant Rules menu. The organizational chart contains the following elements:

• Employees:

  • in order for an employee to appear on the organizational chart it must have the following properties:

    • must be defined as an employee (Business Partner window -> Employee tab -> Employee checkbox);

    • must have an associated user;

  • the text displayed with bold and black characters is the name of the user associated with the employee (User window -> Name field);

  • the text displayed with green characters is the title of the user associated with the employee (User window -> Title field);

  • user relationships (displayed on the chart) can be defined for the associated users, in the User window, by selecting a supervising user in the Supervisor field. The supervisor employed must also have the properties required to appear on the chart, described above;

• Organizations:

  • in order for an organization to appear on the organizational chart it must have the following properties:

    • must have employees allocated (the organization should be selected for the associated user in the Trx Organization field, User window);

    • must have a supervisor defined (Organization window -> Organization info -> Supervisor field);

    • the organization supervisor must be the same as the organization employee supervisor;

    • the organization employees and supervisor must also have the properties required to appear on the chart, described above;

Note: to update the organizational char according to current modifications, you will have to log out of the SocrateCloud application.