User Security - How To's

Help Topics

• Adding New Users
• Editing Existing Users
• Deleting Existing Users
• Defining User Info
• Defining Other Settings
• Defining Email Settings
• Setting Up Module Security
• Other settings you will 'Allow' the User to Do
• Other settings you 'Do Not Allow' the User to Do
• Linking Cloud Documents

Adding New Users

• Click the GEAR  icon (in the top right corner) and select Users (Gear > Settings > Users).
• Click the New button.  
• If you click the New button and you get a popup that says: 'Out of Licenses' you will need to either delete 1 or more of the existing users or increase the # of user licenses.  (You can increase the # of user licenses by clicking Yes on the popup message (or click Company > Subscription Info).

Editing Existing Users

• Click the GEAR icon (in the top right corner) and select Users (Gear > Settings > Users).
• Then click on the 'pencil' icon to the left of the user name, under Action column.

Deleting Existing Users

• Click the GEAR icon (in the top right corner) and select Users (Gear > Settings > Users).
• Then click on the 'X' icon to the left of the user name, under Action column.

Defining User Info

Settings > Users > Pencil icon > User Info (tab)

• User Full Name - Enter the complete name of User.
• User Sign In Email - Enter the Email address of the User for 1place Account registration. 
• User Phone - Enter User's phone number.
• Security Type - Each Security Type defines the Security Level for each User in 1place. Click the magnifying glass button to show the Default User Security Groups popup screen. You can define and Filter Security Level for each Screen Name and Screen Category by checking the boxes (on the right) to enable and allow that User to View, add New, Edit, Print or Delete records/data.
• Security Levels:
• Accounting
• Admin
• Manager
• No Access
• Purchasing
• Read Only
• Sales
• Warehouse
• Copy User Settings - You may copy User settings of another User by selecting on the drop down list the name of that User. This is an added field to make setting security filters easier and faster.
• Activate This User (checkbox) - checking this box will set the User to 'Active' status. When a user is first added and this box is clicked, this triggers an automatic email sent to the User's email address for 1place account activation and confirmation.
• Home Address
• Home Phone
• Cell Phone
• Date of Birth
• Date of Hire
• Notes

Defining Other Settings

Settings > Users > Pencil icon > Other Settings (tab)

• Default Warehouse - Each User is set to a designated Default Warehouse. The Shipping & Receiving screen displays (by default) the selected Default Warehouse of the User.
• Department - Optional
• Warehouse Worker  (checkbox) - Check this box if applicable to the User to set some settings properly on various screens.
• Driver (checkbox) - Check this box if applicable to the User to set some settings properly on various screens.
• Sales (checkbox) - Check this box if applicable to the User to set some settings properly on various screens.
• Commissionable (checkbox) - Check this box if applicable to the User to set some settings properly on various screens.

Defining Email Settings

Settings > Users > Pencil icon > Email Settings (tab)

• Email Provider - Select from the dropdown list.
• Outgoing Mail Server - or SMTP (Simple Mail Transfer Protocol)
• Outgoing Server Port 
• Email Address
• Password
• Enable SSL
• Test Connection (button)

Setting Up Module Security

The User can be allowed to View, add New, Edit, Print and Delete records on the following Screen Categories by checking the boxes corresponding to respective records on the Edit User table.

• Commissions
• Counting Items
• Credit Memo
• Customer Document
• Customers
• Dropbox
• GoogleDocs
• Invoice
• Item
• Item Adjustments
• Job Document
• Jobs
• Knowledge Base
• Pricing Templates
• Purchase Orders
• Quickbooks Online Sync Center
• Quotation
• Replemish Stock
• Reports
• Sales Integrations
• Sales Order
• Sales Order PO
• Settings & User Security
• Shipping Receiving
• Slow Moving Items
• Stock Transfers
• Task
• Vendor
• Vendor Document

Other settings you will 'Allow' the User to Do

• Gross Margin Min/Max
• Allow user to create and update Quiclbooks Online AP Bills (checkbox)
• Export Cutomer Data
• Export Vendor Data
• Export Job Data
• Export Tasks Data
• Export Quote Data
• Export Sales Order Data
• Export Invoice Data
• Export Credit Memo Data
• Export Purchase Order Data
• Export Item Data

Other settings you 'Do Not Allow' the User to Do

• User cannot view Costs.  (Here is a LIST of the exact locations where restrictions are applied):
• Item Detail > Dashboard (tab) > Hide Profit Details 'section'.
• Item Detail > Stock (tab) >Hide Cost, Additional Cost 'columns'.
• Item Detail > Vendor(tab) >Hide Vendor Cost 'column'.
• Item Detail > Financial(tab) >Hide Fixed Cost (For Marking up), Additional Cost (For Marking up) 'Fields'.
• Item Detail > PO(tab) >Hide Cost 'column'.
• Item Detail > Sales(tab) >Invoice/Credit, Sales Order, Quotation >Hide Cost 'column'.
• Find Parts >Hide Cost, Markup and GP%  'columns'.
• Quotation Detail > Quotation Line-Item >Hide Unit Cost, Gross Margin% 'columns'.
• SO Detail > Sales Order Line-Item >Hide Unit Cost, Gross Margin% 'columns'.
• Invoice Detail > Invoice Line-Item >Hide Unit Cost, Gross Margin% 'columns'.
• Credit Memo Detail > Credit Memo Line-Item >Hide Unit Cost 'columns'.
• Replenish Stock > Hide Last PO Cost 'column'.
• Item Adjustment > Hide Average Cost 'column'.
• Purchase Order > Hide PO Cost column, PO Line Total, and PO Total.
• User cannot change the Entered By and Sales Rep on Sales Transactions.
• User cannot make changes to prices on Sales Transactions.
• User cannot make changes to Sales Orders after printed.
• User cannot make changes to Invoices & Credit Memos after printed.
• User cannot delete Sales Orders after printed.
• User cannot delete Invoices & Credit Memos after printed.
• User cannot reprint Quotes.
• User cannot reprint Sales Orders.
• User cannot reprint Invoices.
• User cannot reprint Credit Memos.

Linking Cloud Documents