Connected user accounts and access privileges can be managed differently by making a selection of either "Standard" or "Secure" Password Management.
Standard password management, which is covered in this article, is on by default. It is quick and easy to setup and use. However, since passwords can be added, viewed, and changed by Administrators, they are not considered a private and/or secure method to prevent unauthorized access. With standard management, no password policy is enforced.
The following topics are covered in this help article:
- Selecting Password Management
- Connected System Administrator
- Adding New User(s) to Connected
- Granting User Access to Screens, Reports, and other Options
- Cloning (Duplicating) a User
- Printing a User List
- Advanced User Privilege Settings
Selecting Password Management
"Standard" password management is the default setting in all new Connected data files. To confirm that Standard Password Management has been selected:
1) Select File -> Company Setup -> General Setup
2) Click the "Password Management" tab, which will display the current setting, as per the following screen.
When a new company data file is created, there is a single user account with these default credentials:
Logon Name: MASTER
PLEASE NOTE: Both the Logon Name and Password are case-sensitive and the default credentials need to be entered in CAPS. The default name and password can be changed at any time and you can set as many levels of password access as required.
WARNING: It is strongly recommended that this default name and password is changed as soon as possible, since they can be found by anyone reading the text of this article.
The default user (MASTER/CONNECTED) is preset to have administrative privileges. A Connected "System Administrator" has access to ALL screens, reports and settings, and is responsible for adding or editing users and passwords.
WARNING: Make sure the System Administrator name and password is not forgotten. If the System Administrator credentials cannot be found, the data file will need to be transmitted to our Technical Support Team so that the credentials can be provided.
The System Administrator(s) can configure each user to allow for certain levels of access to the software. For example, you may give a user the ability to view and browse check information in the Payment window, but not the ability to add or modify payments.
Only users with access to the User Privileges window can add or edit user settings - typically these are users marked as "System Administrators". When adding a new user, it is necessary to configure the access settings for all areas of the program. For example, if the user is to have access to Accounts Payable, the "A/P" tab in the User Privileges window is the selected window and the options that they will have access to are granted.
NOTE: By default, a new user is not granted access to any features. All privileges must be assigned, unless the user was cloned from another.
To add a new user:
1) Select "User Privileges" from the "File" menu.
2)The following User Privileges will open with "Users" listed on the left side.
3) Click Add. The Log On Name and Password fields become blank.
4) Type in the Log On Name and Password which will be used for each log on. This is the name the user will type each time they log on.
5) Enter an "Email" address in the field provided. If the "Company contact" checkbox is selected, the user will be available as a Company Contact when addressing email messages and sending PDF form attachments (invoices, orders...etc)
6) Select the "System Administrator" checkbox if the user has this level of access.
7) Enter a Title (optional), First Name, and Last Name. Either a first name or last name is required (both recommended) so the transaction "Record Info" and Notes (including reminders) include the correct identification.
Transaction "Record Info" (aka Audit Trail)
8) Click Save to complete the new user setup or move to the next section to begin granting access to screens, reports, and other options.
New users, unless added from a Clone or marked as System Administrator, will default to have no access to any screens/reports/options. Enabling access is explained in the following sections.
Granting User Access to Screens, Reports, and other Options
As mentioned in the previous section, new users will default to have no access to any screens/reports/options, unless Cloned from an existing user or marked as a System Administrator.
To grant a user access to screens/reports/options:
1) Click on the user on the left hand side and click Modify to edit an existing user account. If the user is being added for the first time, continue to Step 2.
2) Click on the tab for a module, A/R for example, and select the options for the new user. The screen below shows an example of a users configuration for the A/R module.
3) To grant a user access to all privileges shown under the active tab, A/R, as shown in the screen below click the Action menu in the top left corner and select "Grant All Privileges Shown".
4) Click the "Reports" checkbox to see and select available reports for that user/module, as shown in the following screen.
5) Click the "Other" checkbox to see and select available options, like posting and importing, for that user/module, as shown in the following screen.
6) Press ENTER or click save to update the user's access privileges.
To test a user’s access privileges, exit Connected and log on using the new/updated user's credentials.
Cloning (Duplicating) a User
When a company has many users that access Connected, it is likely that some will need the same or similar user privileges. Cloning (aka duplicating) user accounts that have a common set of privileges can help save time when enabling new user accounts.
For example, when a company uses the Manufacturing feature in Connected, production users will have access to the same or similar items: Manufacture Screen, Post Manufacture (build), Inventory Items and BoM, and Manufacture Report.
To clone (duplicate) an existing user:
1) Open the User Privileges window from the file menu.
2) Highlight the user to clone on the left pane of the window under the heading Users and click "Clone", as shown in the following screen.
3) Enter a unique "Log On Name", "Email", and "Password".
4) Enter a "First Name" and/or "Last Name", both are recommended.
5) Confirm all user settings for each module by clicking the appropriate tab. These should be reviewed because this new user is based on an existing users settings.
6) Press ENTER or click save to add the new user's access privileges.
Printing a User List
Printing a user list can be useful to quickly verify all active/inactive user credentials. When a user list is printed, passwords are not included.
To print a user list, click Print in the upper left corner of the User Privileges window and select a destination. If Spreadsheet/Text file is selected, a flattened export file is created that includes a few additional fields not on the Screen/Printer version of the report.
Advanced User Privilege Settings
There are several unique user privileges that can be assigned with advanced settings in specific areas of Connected. Some examples of these are explained below.
Field Specific Access in the A/R Customers Window
The Customers window supports field level access so that a user can be authorized to edit select fields. For example, you may want a customer service employee to be able to edit customer address information but not edit sensitive information like Credit Limits, Payment Terms, and/or Sales Reps.
Additionally, if the Terms Code, Sales Rep, and Tax Code are not selected for Edit, these fields will be blocked in all A/R windows. For example, the Sales Order will show but not allow edits to these fields.
Edit/View Price and Discount Detail Line Fields
Specific users can be blocked from editing the Price and/or Discount fields in the all A/R windows (Account Invoice, Sales Order, Sales Quote, Quick Invoice and Credit Memo). This is useful when fixed pricing is being used and should not be changed or discounted, unless done by specific users. The Price/Discount fields will be visible, but cannot be changed. Additionally, if the fields are disabled, this will save up to two TAB stops per line for data entry.
An example of the Account Invoice window with both Price and Discount line item fields blocked, in edit mode, is shown below:
Blocking Access to Cost/Margin Info on Quotes, Orders, and Invoices
If margins and costs should be blocked from the view of specific users, then these fields can be hidden in the Sales Quotes, Sales Orders, and Account Invoice windows. An example showing the fields (not hidden) from the Account Invoice window is shown below.