To create a new user, you first enter the administration tool menu item Organization - Users.
There are then two ways to add a new user, copy an existing one, or create a new one.
To copy a user, first click on to get a list of existing users in the system. Then look for the user you want to copy in the list and click on the right of the row. A window opens with the fields for user information blank but with roles and company settings pre-filled. Fill in the user information and click Save and it is then possible to adjust roles and company settings. When all settings are made, click Save again.
Create new users
New users are created by clicking the button at the top of the page.
A form opens that has three main levels:
When all information about the user is entered, the data is saved by clicking the Save button.
You then have to wait for 10 minutes before it's possible to log in as the new user.
The following user information should be provided when setting up a new user:
|Active||An active user can use their account to log into the system. For example, the purpose of inactive users can be that a user is set up well in advance of the employment, however, the account is inactive to prevent logging in before eg. training is completed.|
|Signature||Used as a signature on coding rows and must be unique. If logged in against attestera.nu or invoiceattest.nu it is also the user's username when logging into MediusGo. Required.|
|First name||The user's first name. Required.|
|Last name||The user's last name. Required.|
|The user's e-mail address. The email address provided will notify the user by email when there are invoices to process. If the instance is located in the Azure environment, the email address is used at login and must therefore be unique, i.e. multiple users can't have the same email address. Required.|
|Phone||The user's phone number|
|Mobile phone||The user's mobile phone number|
|Password||The user's password. This field may be inactive if the system is configured to validate passwords against NT / Active Directory. If the field is active, the password is administered here or directly in the list of all users. Required, if the field is active.|
|Language||The user's language settings. For multilingual installations, this can be specified per user.|
If the login is against attestera.nu or invoiceattest.nu, there are also two checkboxes.
|Account locked||Used to block an account, the check box is also automatically checked if the user has tried to log in with the wrong password more times than what is configured as allowed. Unlock the account by unchecking the box.|
|OneTimePassword||Used to indicate if the registered password is a one-off, which means that the user has to change the password at the first login.|
The role function allows the user to be linked to one or more existing roles in the system. Select one or more roles in the Selectable roles list and add them to the Selected roles list by clicking the > button.
The companies that a user belongs to are shown on the User's companies tab.
By selecting a company in this list, current properties for the user of the current company are shown in the tabs under the heading User properties for the selected company.
When all basic user information is specified (signature, first name, last name, and password), the user can be associated with one or more companies (legal entities). This is done on the Add/Delete companies tab.
Select one or more companies in the Selectable companies list and add them by clicking the > button.
Delete companies from a user in the same way, by selecting one or more companies in the Selected companies list and removing them by clicking the < button.
If a user belongs to several companies, and has all or part of the same characteristics in the companies, this can be easily handled by the function on the Copy companies tab.
The list Select company to copy from shows the companies that the user already belongs to. Select a company in the list whose properties are to be copied from. Then choose which information to copy by ticking one of the options
- Everything: Means that all information that the user has on the selected company regarding addressee, object allegiance and supervisor will be copied to the selected company.
- Show as addressee: The user's status regarding Show as addressee will be copied
- Object allegiance: Means that the user's object allegiance will be copied.
- Supervisor: information about the user's closest manager will be copied. NOTE! this requires that the nearest manager belongs to the new company. Otherwise, the user's own signature is set as the nearest manager.
Then select to which company(ies) the selected company's information should be copied to by selecting them in the Select companies to copy to list. Then click the Copy button.
User properties for company
For each legal entity to which a user belongs, the following properties can be specified:
Show as addressee/Object allegiance
Show as addressee
If the user is to be able to receive invoices for processing, check the Show as Addressee check box.
If this check box is unchecked, the user will be able to log in to the system and depending on the permission to search for invoices and / or view reports, however, no invoices will ever be addressed to the user for processing. Useful especially for administrator roles that do not participate in invoice processing.
The object allegiance is used in code completion. E.g. if user A belongs to 'Department' 14, the coding dimension 'Department' is automatically filled in with the value 14 when A creates a new coding row in the invoice application.
It also means that if an invoice is coded with 'Department' 14 in New invoice review, user A will be proposed as a reviewer on the Send form.
The choices made on this tab are used to address the invoices so that all invoices that have a coding suggestion with, for example, Section 100 when they imported in the system are automatically sent to the person(s) who have this indicated on this tab. This requires that the arrival registration is turned off.
The information about the nearest supervisor is used when an invoice is sent to approval as the system automatically proposes the user's nearest supervisor as the recipient.
Select manager in the list, if no value is specified, the user's own name will be set automatically by the system.