User Settings Explained

User Settings

Navigation: Main menu > Setup > Settings > Users (tab) > Double-click a Username

ℹ️ User Settings grant access to certain BOS Enterprise features and transactions.

It also allows certain features to be customised (e.g. passwords and emails).

Accounting

• Accounting > Banking (Import and Reconciliation) - Access Allowed: Checkbox. If checked access is allowed.

• Accounting > Budgets - Access Allowed: The options are:

  • None: The user cannot view the budgets.

  • View Only: The user can only view the budgets.

  • Full Access: The user can create and edit budgets.

• Accounting > Cost of Sales - Access Allowed: Checkbox. If checked access is allowed.

• Accounting > Customer Age Analysis - Access Allowed: Checkbox. If checked access is allowed.

• Accounting > Financial Statements - Access Allowed: Checkbox. If checked access is allowed.

• Accounting > Ledger - Access Allowed: Checkbox. If checked access is allowed. Accounting transactions are created and viewed in the ledger.

• Accounting > Supplier Age Analysis - Access Allowed: Checkbox. If checked access is allowed.

• Accounting > Transaction Close off Dates - Access Allowed: Checkbox. If checked access to edit the transaction close off dates is granted. Close off dates prevent historical transactions from being edited when the period has been closed off.

• Accounting > VAT Reconciliation - Access Allowed:

  • None: The user cannot view the VAT recon.

  • User: The user can view and edit the VAT recon.

  • Administrator: The user can view, edit, finalise, and change the status of the VAT recon.

Email

• Email > BCC emails to the following address: A field to enter an email address. A blind copy of all emails is emailed to the provided address.

• Email > Email Stationery: Opens an HTML editor from which default email stationery can be created.

• Email > From name: A field to type a name that appears on the email as the sender (e.g. your company name).

• Email > SMTP Authentication: Active: Checkbox. If checked your mail server requires authentication (i.e. a username and password).

• Email > SMTP Authentication: From Address: A field to type the address that is shown as the from address.

• Email > SMTP Authentication: Password: A field to type a password for server authentication.

• Email > SMTP Authentication: Username: A field to type a username for server authentication.

• Email > SMTP Port No.: A field to type the sending server's port number.

• Email > SMTP Server: A field to type the name of the SMTP server.

• Email > SMTP TLS: Option to select whether TLS (security) is used. The options are:

  • None: The server does not use TLS.

  • Use when Required: If TLS is required, it is used.

  • Explicit: TLS is used.

• Email > SMTP Use QuickEasy Server: Checkbox. If checked, mail is sent using QuickEasy's server and the SMTP password, username, and server name are not required.

General

• General > Actions - Access Allowed: Provides an interface to grant or revoke access to custom actions that are added to transactions or reports.  Access is granted by moving the action from the Available to the Selected section. Access is revoked by moving the action from the Selected to the Available section. 

• General > Approvals - Access Allowed: The options are:

  • None: The user cannot approve transactions using the Approvals module.

  • View Only: The user can only view transaction that require approval.

  • Full Access: The user can approve transactions using the Approvals module.

• General > Automatic Refresh: Checkbox. If checked data is constantly refreshed. If unchecked, data is only refreshed when a button is clicked (Refresh or View). 

• General > Customer Summary - Access Allowed: The options are:

  • None: The user cannot view the summary.

  • Limited: The user can view the summary but not use the actions or context menu.

  • Full Access: The user has full access to all the features.

• General > Dashboard - Automatic Refresh: Checkbox. If checked the dashboard is automatically refreshed.

• General > Dashboard - Columns: A field to type the number of columns to display on the dashboard.

• General > Dashboard - Reports (Report ID e.g.  1,2,3): A field to enter the report IDs that must be displayed on the dashboard.

• General > Dashboard - Rows: A field to enter the number of rows to be displayed on the dashboard.

• General > Export Grids and Email Excel - Access Allowed: Checkbox. If checked access is allowed to export reports or transaction lists.

• General > Hikvision Module - Access Allowed: Checkbox. If checked access is allowed.

• General > Material Requirements Planning (MRP) - Access Allowed: The options are:

  • None: The user cannot view the module.

  • View Only: The user can only view the module.

  • Full Access: The user has access to all the features and actions.

• General > Meter Data - Access Allowed: The options are:

  • None: The user cannot view the module.

  • View Only: The user can only view the module.

  • Full Access: The user has access to all the features and actions.

• General > Non-Conformance Report (NCR) - Access Allowed: The options are:

  • None: The user cannot view the module.

  • User: The user has limited access.

  • Administrator: The user has access to all the features and actions.

• General > Production - Access Allowed: The options are:

  • None: The user cannot view the module.

  • User: The user has limited access.

  • Administrator: The user has access to all the features and actions.

• General > Production Planning - Access Allowed: The options are:

  • None: The user cannot view the module.

  • View Only: The user can only view the module.

  • Full Access: The user has access to all the features and actions.

• General > Reports - Access Allowed: The Edit... button opens an interface where access can be granted or revoked to the various reports listed on the interface.

• General > Supplier Payments - Access Allowed: The options are:

  • None: The user cannot view the module.

  • User: The user can view and create entries.

  • Administrator: The user has access to all the features and actions.

• General > Supplier Summary - Access Allowed: The options are:

  • None: The user cannot view the module.

  • Limited: The user can view the summary but has limited rights to use the additional features.

  • Full Access: The user has access to all the features and actions.

• General > View all Emails in Sent folder: Checkbox. If checked the user can view all the emails in the sent folder. If unchecked, users can only see their own emails.

• General > View all Reminders: Checkbox. If checked access is allowed.

• General > Weighbridge - Access Allowed: The options are:

  • None: The user cannot view the module.

  • View Only: The user can only view the module.

  • Full Access: The user has access to all the features and actions.

• General > Work Processes - Access Allowed: The options are:

  • None: The user cannot view the module.

  • View Only: The user can only view the module.

  • Full Access: The user has access to all the features and actions.

Items and Inventory

• Inventory > View Inventory from all Locations: Checkbox. If checked, the user can view all the inventory.

• Items & Inventory > Dependencies Actions - Access Allowed: Checkbox. If checked, access is allowed.

• Items & Inventory > Inventory - Access Allowed: Provides a list of all the reports with checkboxes. Access is granted if the report is checked.

• Items & Inventory > Item Summary - Access Allowed:  The options are:

  • None: The user cannot view the module.

  • User: The user can view the summary.

  • Administrator: The user has access to all the features and actions.

• Items & Inventory > Items - Access Allowed:  The options are:

  • None: The user cannot view the module.

  • User: The user has limited access.

  • Administrator: The user has access to all the features and actions.

• Items & Inventory > Items - Access Allowed to Tabs: Provides a list of all the available tabs for Items (item setup records). Access is granted if the tab is checked.

• Items & Inventory > Items - Delete Allowed: Checkbox. If checked the user can delete items.

• Items & Inventory > Set Costing Status - Access Allowed: Checkbox. If checked access is allowed to change the costing status.

• Items & Inventory > Stock Check - Access Allowed: The options are:

  • None: No access allowed.

  • Full Access:  The user has access to all the features and actions.

  • Enter Count Only: The user can only edit stock check records to enter the stock counts.

Mobile App

• Mobile App > Hide Prices in Inventory Module: Checkbox. If checked the user cannot see the inventory prices on the mobile app.

• Mobile App > Hide Prices in Transaction Modules: Checkbox. If checked the user cannot see the transaction prices on the mobile app.

• Mobile App > Timekeeping Mode: Determines which module the mobile app timekeeping opens. The options are:

  • Transactions: Transactions that are assigned to the user.

  • Projects: Projects from the Service Manager that are assigned to the user.

  • Production: Tasks form Production that are assigned to the user.

Other 

• Other > Batch Updates - Access Allowed: Checkbox. If checked access is allowed.

• Other > Cashup - Access Allowed:  The options are:

  • None: The user cannot view the module.

  • User: The user can create cashups.

  • Administrator: The user has access to all the features and actions.

• Other > Leave - Access Allowed:  The options are:

  • None: The user cannot view the module.

  • User: The user has limited access.

  • Administrator: The user has access to all the features and actions.

• Other > QuickEasy Form Designer - Access Allowed: Checkbox. If checked access is allowed.

• Other > Save Grid (All Users) - Access Allowed: Checkbox. If checked access is allowed to save the grid layout for everyone. If unchecked, users can only save the grid layout for themselves.

• Other > Staff Summary - Access Allowed:  The options are:

  • None: The user cannot view the module.

  • User: The user can view the summary.

  • Administrator: The user has access to all the features and actions.

• Other > Timekeeping - Access Allowed:  The options are:

  • None: The user cannot view the module.

  • User: The user can view and create entries for themselves.

  • Administrator: The user has access to all the features and actions.

• Other > Transactions: Allow Post-dated Transactions: Checkbox. If checked posted-dated transactions are allowed.

Production Planning

• Production Planning > Default View: Provides a dropdown list of all the views. Only one view can be checked. Determines which view is displayed when production planning is accessed. 

• Production Planning > Enable Views:  Provides a dropdown list of all the views. The user only has access to the checked views. 

Service Manager

• Service Manager > Batch Updates - Access Allowed: Checkbox. If checked access is allowed.

• Service Manager > Components - Access Allowed: The options are:

  • None: The user has no access.

  • View Only: The user can only view the applicable tab.

  • Full Access (Pending only): The user can only edit pending tickets.

  • Full Access: The user has full access to the tab.

• Service Manager > Deleting - Access Allowed: Checkbox. If checked, the user can delete tickets.

• Service Manager > Edit Complete or Cancelled Service Tickets: Checkbox. If checked, the user can edit complete or cancelled service tickets.

• Service Manager > Edit Responses created by other Users: Checkbox. If checked the user can access all responses. If unchecked users can only edit their own responses.

• Service Manager > Profit/Loss - Access Allowed: Checkbox. If checked access is allowed.

• Service Manager > Projects - Access Allowed: The options are:

  • None: The user has no access.

  • View Only: The user can only view the applicable tab.

  • Full Access (Pending only): The user can only edit pending tickets.

  • Full Access: The user has full access to the tab.

• Service Manager > Service Manager - Access Allowed: Checkbox. If checked access is allowed.

• Service Manager > Settings - Access Allowed: Checkbox. If checked access is allowed.

• Service Manager > View All Customers: Checkbox. If checked access is allowed to view all the tickets. If unchecked, users can only view tickets assigned to them, or if they are the rep.

Setups

• Setups > Actions Setup - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Calendar Administrator: Checkbox. If checked the user has administrator access to the calendar.

• Setups > Calendar Setup - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Cost Centres - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Customers - Access Allowed: The options are:

  • None: The user cannot access customer records but can still select a customer on a transaction.

  • All: The user has access to all the customer records.

  • Mine (Rep): The user only has access to customers for which they are the rep.

• Setups > Customers Accounting - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Data Editor - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Estimate Types - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Menu Manger - Access Allowed: Checkbox. If checked access is allowed.

• Setups > My Organisation - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Production Planning Settings - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Reports Setup - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Settings & Defaults - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Setup Accounting - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Transaction Types - Access Allowed: Checkbox. If checked the user can create or edit Transaction Types.

• Setups > Suppliers - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Suppliers Accounting - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Tracker - Access Allowed: Checkbox. If checked access is allowed.

• Setups > User-defined Fields - Access Allowed: Checkbox. If checked access is allowed.

• Setups > Workflows - Access Allowed: Checkbox. If checked access is allowed.

System

• System > Hide Main Menu: Checkbox. If checked the user cannot see the main menu at the top of the screen; only the tile menus on the menu allocated to them.

• System > Menu Template: Provides a dropdown list of all the menu templates to select one for the user.

• System > QuickEasy Login (PIN): A field to enter a login pin for the Tracker App.

• System > QuickEasy Password: A field to enter a user's password. The password is displayed in asterisks (**).

• System > QuickEasy Username: The username that is displayed on logs and fields that include usernames such as Updated By.

• System > Seconds before Auto-logout (0 = Disabled): Determines the number of seconds until the Tracker App logs the user out.

Workflows and Workspaces

• Workflows & Workspace > Workflows - Show Preview: Checkbox. If checked the preview can be displayed.

• Workflows & Workspace > Workflows - Supervisor access (Select Modules): Provides a list of Workflow modules. Select the ones to set Supervisor access for by moving them from the Available to the Selected section.

• Workflows & Workspace > Workflows - User Access (Select Modules): Provides a list of Workflow modules. Select the ones to set User access for by moving them from the Available to the Selected section. Their access is revoked by moving them from the Selected to the Available section.

• Workflows & Workspace > Workspace - Access allowed to other Users (Select Users): Provides a dropdown list of all the users. Users are granted access by moving them from the Available to the Selected section. Their access is revoked by moving them from the Selected to the Available section.

• Workflows & Workspace > Workspace - Auto Refresh - Seconds (0 = Manual Refresh): A field to enter how often the workspace is refreshed. If 0, the workspace is not automatically refreshed.