Managing Users and Security

This document covers the basics of defining security for your system. You can use user security to define users roles, limit access to important or confidential information or simply remove functionality for users.  
Configuration  
Next Era Office provides a few methods you can use to secure your system, limit what record categories users can access, creating custom dashboards or disabling certain features for users.  While you can use the Employee List to create employees for scheduling purposes, they will not be able to log into the system.

Some important notes about security 

  • If you do configure security, all users you create will have full control of your companies records and settings, including configuration settings.

  • User security as a very important aspect of this system and you should make sure you implement a couple of security groups, even if it is very basic.

  • Once you start defining groups and assigning permissions, users that are not in a group will not have access to anything. You will want to make sure you place every user within a group.

  • The Account Owner and Primary Contact users listed on the Company Details page will always have full access.

 

Creating Groups

In order to define permissions for users, you will need to first create company groups. You can then define the permissions you want for each group, then you can assign your users to the group that gives them the permissions you would like them to have.

You can think of groups such as Office Staff, Sales, Technicians, Managers, Hourly Employees or other similar roles and access to company records. You will want to think of similar groups within your company and create groups to match the permissions and access these groups have. You can then add users to these groups to define their permissions.

You can create groups by going to the Config menu, then under Security, choose Company User Groups.

As you create each group, you will want to setup the following items:


Users

This will allow you to see who is part of this group. You can also quickly add a user to the group.  

Note:  If you want to remove a member from a group or change what group a user is a member of, you must change the users group setting under the users account record.

 

Permissions

This is where you will define what type of access the members of this group. There will be a list of different record types and for each item, you can define if the members can view, add, edit or delete this types of records.
For more information on these items, please view the 'Permission Descriptions' help topic.

 

Custom Field Groups

On this page, you can define what custom fields categories this group can view or modify. 

 

Doc Categories

On this page you can control what document categories the members of this group will have access to.

 

Note Categories

On this page you can control what note categories the members of this group will have access to.


Contact Categories

On this page you can control what contact categories the members of this group will have access to.


Notifications

In this section, you will define what type of notifications this group will receive.  

 

Creating Users


You can create groups by going to the Config menu, then under Security choose Company Users.
As you create each user, you will need to fill in their full name, and also assign them a user name and password. They will then user this user name and password to log into the system.




 
 
 
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12/15/2021