Introduction

Overview

The Users module is a mandatory module within SolutionsInc, meaning it cannot be disabled. Its primary function is to manage users, user groups, and their respective permissions.

Key Responsibilities

The Users module facilitates the management of the following objects:

1. SolutionsInc Users:
   • This includes creating, editing, and deleting user accounts. Administrators can define user roles and assign specific permissions based on their responsibilities within the system.
2. SolutionsInc User Groups:
   • User groups enable the organization of users into distinct categories. This aids in streamlining permissions and access levels across various parts of SolutionsInc, ensuring that users within the same group have consistent access rights.

Definitions

User Types in SolutionsInc

1. Internal User

• Definition: An internal user is a member of your company or foundation who has their own login to the SolutionsInc application.
• Access: Internal users can access the entire system as defined by their permissions.
• Permitted Actions: Permissions can include varying levels of access such as read, write, and delete for data throughout the system.
• Usage: Typically used to provide access to employees within the organization.

2. External User

• Definition: An external user is a non-employee (such as a customer or supplier) who is allowed to access the SolutionsInc system. They also have their own login credentials.
• Link to Third Party: Each external user is linked to a specific third-party object (this could be a customer or supplier).
• Access Limitations: External users can only see data pertinent to their linked third party, subject to permissions. For instance, an external user named “Mr. Smith” from “Smith and Co” can only view orders, invoices, and proposals associated with “Smith and Co.”
• Usage: Primarily used to provide access to clients or resellers, ensuring they cannot see information related to other customers or suppliers.

Key Differences

External users can have a different menu setup compared to internal users (found under Home – Setup – Display), although this feature is rarely utilized.

Data Visibility:

Internal Users: Can see a broad range of data based on their permissions.

External Users: Can only view data linked to their associated third party.

Menu Management:

Life cycle / Business rules

Creating Users in SolutionsInc

Creating an Internal User

Process:

1. Navigate to the menu: Home -> Users & Groups -> New User.
2. Fill in the required information in the user creation form.
3. Assign necessary permissions (if applicable) and save the new internal user.

Notes:

• The process for creating an internal user is straightforward and requires minimal steps.

Creating an External User

Process:

1. Navigate to the third-party contact: Third Parties -> Contacts/Addresses -> List.
2. Select the relevant contact you wish to create a user for.
3. Click the button “Create User”.

Important Notes:

• The “Create User” button will only be available if the selected contact/address is not already a user in the SolutionsInc system.
• If the contact/address already has SolutionsInc login permission, the “Create User” button will not appear.

Defining Permissions

1. To set or modify user permissions, navigate to the user card: Home -> Users & Groups -> Users.
2. Select the user you wish to edit.
3. Go to the “Permissions” tab.
4. Click the + to add permissions or the – to remove permissions.

Notes:

• A user’s permissions are cumulative; they possess their own permissions as well as those of any groups they belong to.

Tags

You can define tags for users. Each user can be linked to 0 to n tags to help categorize or identify users based on different criteria.