Understanding User Access and Settings

• You manage connected users, assign them languages and Menu Templates, and manage them from the Users module.
• You can set user access for all users and modules from this module.
• Each user must have a role. There are three roles:
  • Admin:
    • Allows access to the Users module.
    • Can grant themselves access rights to all the modules.
  • User:
    • Cannot access the Users module.
    • Only has the access rights assigned to them by an Admin user.
  • PoS User:
    • Forces the user to first clock in and open a Point of Sale (PoS) session before working in QuickEasy BOS.
• For each user, you must create a separate contact, return to the Users interface and link the user to the contact.
• User access can also be set for a module from its Menu button.
• You may only log in to a database from one device at a time. However, you can log in to the mobile and desktop apps at the same time.
• Logins are validated every five minutes. These checks end the session if the user is disabled or has more than one login.

Creating Users#

• A user is a person who has access rights to QuickEasy BOS.
• Users are not created in QuickEasy BOS; they are created by QuickEasy staff.
• A user’s status can be set to Inactive, which removes their access rights and removes them from lookup lists.
• Steps for setting up users:
  1. Contact QuickEasy support and supply a list of usernames, with their email addresses and the languages they prefer to work in.
  2. QuickEasy then:
     1. Creates users for the database and emails them login credentials.
     2. Activates the necessary languages.
  3. The first person to log in is automatically granted admin rights.
  4. This person must navigate to Main Menu > Setup > Users and click Actions (button) > Update Users.
     1. New users are added as Active, with the language English, no Menu Template and the role User. See User Access Interface for everything Update Users changes.
     2. This person must then assign roles to all the other users.
     3. After creating any module, user access must be set for the module before anyone can use it.

Deleting Users#

• Deleted users are moved to the Recycle Bin.
• Deleted user records do not appear when the Recycle Bin is filtered to All. They only appear if you select Users from the Module dropdown list.
• While the user is in the Recycle Bin, their name remains active and shows on historic records. Once the user is emptied from the Recycle Bin, the name is blank.
• If a user is in the Recycle Bin, adding the same user might create a conflict.
• To retain information such as who created or updated a transaction, set the user’s status to Inactive instead of deleting them. Setting a user to Inactive revokes all their access rights and removes their names from lookup lists.

User Access Explained#

• Access is granted to users for every feature in QuickEasy BOS.
• The features are referred to as modules.
• Access to one module is independent of access to a different module.
• For transactions and contacts (including customers and suppliers), access must be granted for each step:
  • Setup: Allows users to change the setup of the module (e.g. Transaction Types).
  • Edit: Allows users to edit the records or transactions. Users must have View access before they can receive Edit access.
  • Delete: Allows users to delete entries (e.g. customer accounts or transactions). Users must have View access before they can receive Delete access.
  • New: Allows users to create entries (e.g. create a customer account, create a transaction). Users must have View and Edit access before they can receive New access.
  • View: Allows users to view entries. This access may be divided into several options (see View Access Explained).
• When a Transaction Type is created, user access must be set for the Transaction Type and also for the commands that determine if transactions can be copied (referred to as Copy Rules).
• A user with Copy Rule access can create a new transaction by copying another transaction, regardless of whether that user has rights to create new transactions.
• When a Service Type is created, user access must be set for the Service Type and also for the commands that determine if tickets can be copied (referred to as Copy Rules).
• User access settings are available from the Menu button of every module and in some cases from the right-click context menu.
• User access can be set globally from the Users interface (Main Menu > Setup > Users).
  • Using this method is much faster because you can use batch updates to allocate access rights to multiple users at once.
  • You can also copy one user’s access rights to another user.
• When users do not have access to certain features, they either do not see the feature at all or see a popup message saying that they do not have the necessary access rights.

Users and Contacts#

• A Contact should be created for every user.
• Once created, contacts must be linked to their respective users. Close the contact form before linking the contact. The contact’s name appears as Null on the dropdown list until the form is closed or the data is refreshed.
• Contacts are used in tasks, projects, service tickets and timekeeping.
• If a contact is not created and linked, the specific user cannot use functions such as timekeeping in the Mobile App.
• In addition to linking the contact as a user, this contact must be linked to:
  • All the cost centres (entities) for which they are the Operators.
  • All the customer accounts for which they are the rep.
  • A project’s settings if they participate in projects.

View Access Explained#

• For some modules (e.g. Contacts, Customers, Suppliers), view access is all or nothing, set with a checkbox:
  • Checked: The user has access.
  • Unchecked: The user has no access.
• View access can be divided into:
  • None: The user has no access at all. Any access rights granted are removed once Save (button) is clicked.
  • All: The user has full access to all the records.
  • Own (User): The user can only view the records they created.
  • Own (Rep): The user can only view records where they are the rep selected on the transaction.
  • Own (Resource): The user can only view the Timekeeping records where they are the resource. This option is only available for Timekeeping (which has no Own (Rep) option).

Access and Entities Explained#

• There are different types of entities. User access is set for Registered Entities. For a Transaction Type or Service Type, it is set for registered entities, branches or tills, depending on the type’s Enable Entities setting.
• When setting user access, the Entity column has a dropdown list of the applicable entities:
  • All: Allows access to all the entities.
  • Specific Entity: Restricts access to only the selected entity.

User Settings Explained#