User Settings

Staff Settings

How to Add a Staff Member

ℹ️ When setting user access to the various modules, only users Code and Positions are displayed.

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).

User Settings

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. Copy the settings from another user (optional). See How to Copy a User's Access below.

6. User Settings: Edit the general settings and features for the user listed under User Settings (see User Setting Options Explained below).

7. Transaction Settings:  Grant or revoke access to transactions (see How to Grant or Revoke Transaction Access below).

8. Click Save (button).

How to Add or Remove Modules for Transaction Access

ℹ️ Users have no access to modules that are not on the Transaction Access list.

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

2. Click Edit (button).

3. On the left click the applicable User's name.

4. Click Actions (button) > Add/Remove Modules on the Transaction Access section.

5. Move all the modules you want to add from the Available to the Selected section using the navigational arrows in the middle.

6. Move all the modules you want to remove from the Selected to the Available section using the navigational arrows in the middle.

7. Click OK (button).

8. Click Close (button).

9. Set the access for the newly added modules (see How to Grant or Revoke Transaction Access below).

How to Grant or Revoke Transaction Access

ℹ️ To copy transactions users need View and Edit rights to the target transaction. They do not need New rights.

ℹ️ Users without New or Delete rights will still see the New and Delete buttons. However, they receive an error message when they click the buttons. 

⚠️ If a Transaction Type is copied, the linked User Access is also copied to the new Transaction Type.

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

2. Click Edit (button).

3. On the left click the applicable User's name.

4. On the Transaction Access section: Select all the transactions you want to change.

   1. 1. 1. To select a continuous block: Click the first entry, hold down Shift and click the last entry.

         2. To select random transactions: Hold down the Ctrl key while clicking the transactions you want to select.

5. Click Actions (button) > Batch Updates.

   1. Select View from the dropdown list.

      1. Select one of these options from the adjacent dropdown list:

         1. None: The user has no rights to view the transaction and cannot receive any of the other rights either. They will not see the transactions in the ledger either.

         2. All: The user may view all the transactions.

         3. Own (Rep): The user may view transactions if they are the rep.

         4. Admin: The user has full rights to view all the transactions and may change the Status on read-only transactions to any other status.

      2. Click Update (button).

      3. Click Yes (button) on the confirmation.

   2. Select New next to Batch Updates (Users must have View rights and will automatically receive Edit rights along with New rights.)

      1. Check the adjacent checkbox to grant access or uncheck the adjacent checkbox to revoke access.

      2. Click Update (button).

      3. Click Yes (button) on the confirmation.

   3. Select Edit next to Batch Updates (Users must have View rights to receive Edit rights).

      1. Check the adjacent checkbox to grant access or uncheck the adjacent checkbox to revoke access.

      2. Click Update (button).

      3. Click Yes (button) on the confirmation.

   4. Select Delete next to Batch Updates. (Users must have View rights to receive Delete rights).

      1. Check the adjacent checkbox to grant access or uncheck the adjacent checkbox to revoke access.

      2. Click Update (button).

      3. Click Yes (button) on the confirmation.

6. Check the checkboxes in the Est (Form Only) column to allow the user to view the input form on an Estimate. This setting only applies to Estimate Types which have an input form.

7. Check the checkboxes in the Status (Up only) column to limit Edit Rights to only move a transaction forward (e.g. Pending > Active > Complete). 

   2. 2. 1. Note: A User with View > Admin rights can change a transaction's status regardless of this setting.

8. Click Save (button).

How to Copy a User's Access

ℹ️ Once you have added a user, you must grant them access rights to various features and transactions.

 To speed up this process you can copy the settings from a different user and edit them if necessary.

The Transaction Access rights are also copied if selected.

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

2. Click Edit (button).

3. Right-click a User 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 as needed.

   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. User Settings: Edit the general settings and features for the user listed under User Settings (see User Setting Options Explained below).

4. Transaction Settings:  Grant or revoke access to transactions (see How to Grant or Revoke Transaction Access above).

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 (Special Features):

   • 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 (Transaction-related Features):

   • 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. Access Allowed (Customer Summary Only):

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

   • Limited: The user limited access (e.g. can view the module).

   • Full Access: The user has full access and can use context menu and drilldown features.

5. Access Allowed (Customer Accounts):

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

   • All: The user can view all the records.

   • Mine (Rep): The user van view the records if they are the Rep.

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. 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 Settings