User Settings and Roles

Staff Settings

How to Add a Staff Member

1. Navigate to Main Menu > Setup > My Organisation > Staff (tab).

2. Click Add Staff (button).

3. Fill in the staff member's personal details on the popup.

4. Click Save (button).

How to Edit a Staff Member's Details

1. Navigate to Main Menu > Setup > My Organisation > Staff (tab).

2. Right-click the name of the applicable Staff Member and select Edit from the context menu.

3. Edit the details as required.

4. Click Save (button).

Role Settings

How to Edit Role Settings

1. Navigate to Role Settings (Main Menu > Setup > Settings > Roles (tab)).

2. Click Edit (button).

3. In the search block type the setting you are looking for.

4. Click Value (column) next to the setting you want to edit and select an option from the dropdown list (see Role Setting Options Explained below).

How to Add Settings to a Role

ℹ️ If you add a module, or create a new Transaction Type, the access for these new features must be added to the respective roles. 

1. Navigate to Role Settings (Main Menu > Setup > Settings > Roles (tab)).

2. Click Edit (button).

3. Click Add/Update (button).

4. Click the Role you want to change on the Role tab.

5. Select the Module you want to change on the Module tab.

6. Type the name of the module in the search block of the third tab that shows Group > Setting to show settings for that module.

7. Select the settings you want to change. Use Ctrl + left click to select multiple settings.

8. Click Add/Update (button).

9. Click Yes (button) on the popup to confirm the update.

10. Click Close (button).

11. Click the Value column next to the setting and edit the information as needed.

    • Note: If you used search, the search field will already be filled in and you will only see the setting you added and those with similar names. 

Role Setting Options Explained

ℹ️ This section explains the options in the Value column that you will most frequently encounter.

1. Data, Lists, or Report Options:

   • None: The user has no access to the module.

   • View Only: The user may only view the information.

   • Full Access: The user may view, edit, and delete the information.

2. Transaction Options:

   • Access Denied: The user has no access to the module.

   • View - Rep only: The user may only view entries where they are the selected rep.

   • View - All: The user has access to only view all the entries.

   • Edit - User only: The user may only edit their own entries (the ones they created). They will also have the corresponding view rights.

   • Edit - Rep only: The user may only view and edit entries where they are selected as the rep.

   • Edit - All: The user may edit or view any entry. 

   • Edit & Delete: The user may view, edit, and delete entries.

   • Full Access: The user has full access to view, edit, or delete entries.

3. Access Allowed:

   • None: The user has no access to the module.

   • User: Typically, user access grants viewing and editing rights. 

   • Administrator: Typically, administrator access grants full rights to change the setup, edit, and delete.

     • Note: This is not a dropdown list of all your roles. It is three access options that you allocate to your roles.

4. Checkbox:

   • If checked, access is allowed.

   • If unchecked, access is denied.

5. ID:

   • For example, if you need the ID of a Transaction Type, navigate to Transactions setup (Main Menu > Setup > Transactions).

   • The ID is the first column next to the applicable Transaction Type. (If the ID column is not showing, click the Field Chooser (*) in the first column to add it.)

6. Edit (...):

   • Click Edit in the Value column to trigger a popup.

   • Move the entries from the Available section to the Selected section using the navigational arrows in the middle to grant access.

   • Move the entries from the Selected section to the Available section using the navigational arrows in the middle to revoke access.

7. Input a Number:

   • For example, if asked for the number of rows or columns, type a number in the Value column.

     • Note: If you do not know what number to choose, type a small number like 2 or 3 then view the report. If you do not like the display, return to Roles (tab) and edit the field. You may edit these settings as often as you like. 

8. Default Location:

   • Click the Value column to see a dropdown list of all the available locations. Select the applicable location from the dropdown list.

How to Duplicate a Role

ℹ️ This process can be used to create a new role that is similar to an existing role.

If the new name is not displayed on the Role Setting section, please restart BOS Enterprise.

1. Navigate to Role Settings (Main Menu > Setup > Settings > Roles (tab)).

2. Click Edit (button).

3. On the tab that says Roles (on the left), right-click the role you want to copy and select Copy Role from the context menu.

4. Confirm that you want to copy the role.

5. The new role will be created with the word Copy attached:

   1. Click the name and overtype it with the new role name.

   2. On the Role Settings tab, edit the options in the Value column as needed. 

How to Add a Role

1. Navigate to Role Settings (Main Menu > Setup > Settings > Roles (tab)).

2. Click Add (button).

3. On the last row that was just created, type a name for the role.

4. Restart BOS Enterprise for the name to trigger.

5. Navigate back to Role Settings.

6. Click Edit (button).

7. Click the Menu (...) next to the new role and select Set Transaction 'Access Allowed' then select the applicable setting and confirm the change.

   • Note: Choose the setting that most closely resembles the access the new role will be given.

8. Type the name of the new role in the search block.

9. Edit any of the settings in the Value column as required.

How to Edit a Role's Access in Bulk

1. Navigate to Role Settings (Main Menu > Setup > Settings > Roles (tab)).

2. Click Edit (button).

3. Right-click the role you want to change and select Set Transaction 'Access Allowed' from the context menu. 

4. Select the applicable setting from the dropdown list and confirm the change.

How to Delete a Role

1. Navigate to Role Settings (Main Menu > Setup > Settings > Roles (tab)).

2. Click Edit (button).

3. Type the name of the role you want to delete in the search block below Role Settings.

4. Right-click an entry and select Delete from the context menu. Confirm the deletion.

5. Repeat Step 4 until there are no more entries for that role.

6. Right-click the role you want to delete under the Roles section on the right and select Delete Role from the context menu. 

7. Confirm the deletion.

8. Restart BOS Enterprise to remove the name of the role.

Users

How to Allocate a Role to a User

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).

2. Click Edit (button).

3. On the left, click the Role column next to the User you want to change.

4. Select a Role from the dropdown list.

5. Click Save (button).

How to Add a User

ℹ️ Once a User is added as Staff, they must also be added as a User here and given access to the various modules. The User's name will appear on the dropdown list only after BOS Enterprise has been restarted.

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).

2. Click Edit (button).

3. On the left Users section, select a User from the dropdown list next to Add.

4. Click Add (button).

5. Click the Role column next to the User's name and select a Role from the dropdown list.

6. Edit any of the settings below User Settings on the right.

7. Click Save (button).

How to Copy a User's Access

ℹ️ Once you have added a user, you must edit all their settings. To speed up this process you can copy the settings from a different user and only edit those settings you want to change.

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).

2. Click Edit (button).

3. Click Menu (...) which is in the last column of the Users section and select Copy Settings from the context menu.

4. On the popup: "Copy User Settings" fill in the details as follows:

   1. From = Select the User from the dropdown list who has the settings you want to copy.

   2. To = Select the new User.

   3. Select the applicable settings. All is checked by default. You can uncheck All and check only the modules you want to copy access for.

   4. Click Copy (button).

   5. You will receive a notice that the settings have been copied.

   6. Close the Copy User Settings popup.

   7. Select the new User on the left and edit any of the settings on the right below User Settings if necessary.

   8. Click Save (button).

How to Edit User Settings

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).

2. Click Edit (button).

3. Click the Value column next to the setting you want to edit.

4. Make any changes. (See User Setting Options Explained below).

5. Click Save (button).

User Setting Options Explained

ℹ️ This section explains the options in the Value column that you will most frequently encounter.

For settings like Email, it is best to copy the settings from an existing user and edit the fields afterwards. 

1. Checkbox:

   • If checked, access is allowed.

   • If unchecked, access is denied.

2. Access Allowed:

   • None: The user has no access to the module.

   • View Only: The user may only view the information.

   • Full Access: The user may view, edit, and delete the information.

3. Access Allowed per Role:

   • None: The person has no access to the module.

   • User: Typically, User access grants viewing and editing rights. 

   • Administrator: Typically, Administrator access grants full rights to change the setup, delete, and edit.

4. Edit (...):

   • Click Edit in the Value column to trigger a popup.

   • Move the entries from the Available section to the Selected section using the navigational arrows in the middle to grant access.

   • Move the entries from the Selected section to the Available section using the navigational arrows in the middle to revoke access.

5. Dropdown Lists

   • Select the applicable option from the dropdown list.

How to Change a User's Password

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).

2. Click Edit (button).

3. Click the applicable Username on the Users section on the left.

4. Type password in the search block.

5. Navigate to the setting: System > QuickEasy Password and click the Value column (it will show asterisks).

6. Type a new password and make a note of it, because it will change to asterisks.

7. Click Save (button).

How to Change a User's Login Pin for the Tracker App

1. Navigate to User Setup (Main Menu > Setup > Settings > Users (tab)).

2. Click Edit (button).

3. Click the applicable Username on the Users section on the left.

4. Type pin in the search block.

5. Navigate to the setting: System > QuickEasy Login (PIN) and enter a number in the Value column.

6. Click Save (button).

How to Rebuild the Trial Balance

ℹ️ As you edit any of the settings, a red warning bar requesting the Trial Balance to be rebuilt may appear. If you did not change any Accounting setups, you can ignore the warning. (The warning will disappear after you restart BOS Enterprise.)

1. Click Rebuild (button) on the red warning bar.

2. Confirm the rebuild.

3. Close the popup that shows the Trial Balance has been rebuilt.

Related Topics

• Setup Guide: Accounting > User Roles & General Settings