Users & Groups

An administrator account was handed to you on delivery. Then create one account per person, never a shared account: that is what lets you know who created a quotation, changed a record or validated an invoice.

It happens in the Users & Groups menu.

Creating a user

1. Login: what the person will type to sign in. Short, without accents.
2. Last name and first name: they then appear on the documents this person creates.
3. E-mail: needed to send documents and to reset the password.
4. Create user saves the record.

Note the System administrator field, left on "No": only switch it to "Yes" for the one or two people who must reach the whole configuration. The password, further down, is suggested at random and can be set by you or sent to the person.

A newly created user has no permission at all: they can log in, but see almost nothing. This is deliberate, you then open what they need.

Permissions

The Permissions tab of their record lists, module by module, what the person may do: read, create, modify, delete, validate.

Two principles are enough to start with:

• reading widely, writing with discernment, deleting for very few people;
• the administrator status reserved for one or two people, since it opens the whole configuration, including everything described in these chapters.

The case of validated documents

Some actions stay refused even with the matching permission, because the status of the document forbids them. A validated invoice cannot be freely modified, whoever you are. That is an accounting constraint, not a setting to force.

Groups

A group lets you grant the same permissions to several people at once, then simply add newcomers to the group. It is comfortable from four or five accounts, pointless below.

When someone leaves

Do not delete their account, disable it. Deleting would break the link between that person and the documents they created, whereas disabling prevents any login while keeping the history.

A question about your installation? Write to me.