The following topics are covered in this help article:
- Selecting Secure Password Management
- Password Resets
- Adding New User(s) - Secure Password Management
- Granting User Access to Screens, Reports, and other Options
- Cloning (Duplicating) a User
- Printing a User List
- Advanced User Privilege Settings
Related: Activating and Using Change Logs
Selecting Secure Password Management
TIP: It is much easier to configure Secure Passwords if each user account is verified to have an email address before enabling.
TIP: Once Secure Password Management is enabled, all Logon Names revert to the user's email address. The previous logon name(s) will no longer be visible or valid.
A sample of how the User Privileges window appears immediately after "Secure" passwords are enabled is shown below. All users are in green require a password reset while users listed in gray are "inactive" because they are missing an email address. The Logon name field, used in "Standard" passwords is removed and Passwords (if present) are masked.
4) Click OK and proceed to enter a "Reset Password", as shown in the following screen. This is password that will be used temporarily by each user account when in password reset mode. Once Secure Password Management is enabled ALL user accounts are in reset mode. As a System Administrator, it is advisable to note this value in a secure location or external password manager.
5) Click OK to exist the General Company Setup window with the changes active. If any users did not have an email address specified, the following message will appear indicating that those accounts have been made inactive.
WARNING: Make sure that you do not forget your System Administrator name and password and/or the Reset Password. If you are unable to find this information you will be required to send your data file to the Connected Support department so that they can provide you with the Reset Password. Additional charges and personnel validation may be required to perform this unlock.
It is most likely that Secure Password Management will be enabled on existing data file with existing user accounts. Once enabled all accounts will be in password reset mode. Understanding this process is critical to ensure uninterrupted access to your Connected company data file(s)
The following section describes a Password Reset, which will be required for the following scenarios:
- After enabling "Secure Password Management"
- When adding new users with the "Secure Password Management" enabled
- When marking a user "Active" after being "Inactive"
- When a user has forgotten their password and the System Admin does a password reset
TIP: Only a System Administrator can request a Password Reset.
To reset a password on initial or subsequent logins for a given email address login:
1) At the Connected Log On window, enter the account Email Address and Password. Since this is a reset, the password entered must be the one from "Reset Password" field, as provided by the System Administrator. Click the display password icon to unmask the field and ensure the value is correct.
2) Click Log On and the following message will appear
3) Click OK to proceed to the "Password Reset" window. Enter the new "Password" using the min length and complexity of ten characters and least one upper case, lower case, and numeric characters. Click the display password icon to unmask the field and ensure the value is correct.
4) Repeat the password in the "Confirm Password" field and click Set Password to complete the process. This option is only available when the two fields are identical.
Adding New User(s) - Secure Password Management
TIP: Before completing the password reset, access to screens, reports, and other options can be completed.
Granting User Access to Screens, Reports, and other Options
Cloning (Duplicating) a User
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 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.