Adding a User

A user can be a simple user, an employee or a customer.

To let your employees or customers use Akuiteo, you must create user record sheets and specify the rights and restrictions for each user. You can also associate a user profile.

This screen can be accessed via People > User management > > New employee user.

1 Click on the User tab.
2 Check the relevant box to specify whether a user is a secondary user. If it is the case, then you must indicate the main user as well.

Main and secondary users:

  • Some of your employees need to have several logins and passwords. For example, an employee can be a sales manager in a company and the CEO in another company. Therefore, 2 profiles with different user rights are needed in the 2 companies.
  • 'Standard' users are considered as main users. You can link several secondary users (who can be linked to the same employee) with their associated rights and partitioning.
  • You can therefore log in with the main user's login and password and "change user" without logging out, from the context modification dialog box (CTRL+J).
  • This system can be used to change user profiles in case of a delegation for example.
3 Enter the user code required to log into Akuiteo.
4 Fill in the employee's code, last name and first name. This link is used in the interactive dashboard.
5 Enter the password associated with the user code (encrypted), then enter it again to confirm.
6 Specify the company with which the user will be automatically associated when logging into Akuiteo.
7 Enter the different journals (purchase, sales, cash and miscellaneous transactions) to which the user will be automatically linked when logging in.
8 Enter the user's exit date. The code cannot be used after this date. Note that a user cannot be deleted because the ID is associated with all the management objects the user has created or modified.
9 Enter the employee's accreditation level (a number between 0 and 999). This number will be reused when creating events for example.
10 Check Launching of IDB on start-up if you want the interactive dashboard to be automatically started when the user logs into Akuiteo.
11 Check Catchmail user if you want the user to be able to use the CatchMail.
1 Click on the Partitioning tab.
2 Enter the company name(s) to which the user is linked. If you want the user to only access the information linked to the specified companies, check Partitioning by user's company.
3 [Optional] Indicate the entity to which the user is linked and select the following options:
  • View of the current entity: automatically enters the user's current entity in the Entity field of the user context. The user can modify this context.
  • Systematic advance display of the user entity: when a user creates a management object, automatically enters the user's entity in the object's Entity field, even if a different entity is entered in the user's context.
  • Partitioning by entity.
  • No partitioning by entity.
  • Determination of the sales or purchases journal, according to the entity.
4 Indicate if the user can update the different types of schedules that are suggested. Specify the type of control performed: sends a warning message or totally interrupts the action.
1 Click on the Rights tab.
2 If you want to use a profile that is already set up, select it in the Profile field.

Note

A profile is super administrator when the All DMFs option is checked in the profile record sheet.

The DMF 090110 ADMINISTRATOR SETUP RESOURCE PROFILES is required to assign a super administrator profile to a user.

Usually, the extranet user is an employee, a sales or a supplier contact. This user can access web interfaces such as the Customer Portal.

This screen can be accessed via People > User management > > New extranet user.

To directly create an extranet user from a contact record sheet, you must enable the DMF 090133 ADMINISTRATOR SETUP EXTRANET USER MANAGEMENT.

1 Click on the User tab.
2 Enter the user code required to log into Akuiteo. The ID number must be unique and be a positive number.
3 Enter the last name, first name and password associated with the user code (encrypted), then enter it again to confirm.
4 Enter the user's exit date. The code cannot be used after this date. Note that a user cannot be deleted because the ID is associated with all the management objects the user has created or modified.
1 Click on the Rights tab.
2 If you want to use a profile that is already set up, select it in the Profile field.

Start a search for contacts.

1 Select one or several contacts and right-click on your selection.
2 Click on New extranet users.
3 In the window that opens, indicate the type of password to use in order to log into the various web portals.
4 Select the right profiles you want to associate with the user and validate.

The Catchmail user option can be checked or unchecked on a selection of users.

Reference

For more information about the CatchMail, refer to Introduction to the CatchMail.

1 Start a search for users profiles.
2 Right-click on a selection of users and click on Define the Catchmail rights.
3 Click on Enable or Disable.

The Catchmail user option is checked or unchecked on the selected users.

It is possible to update all at once the users profile by using an Excel format export file which can be then imported into Akuiteo.

1 Start a search for users profiles.
2 Right-click on the selection then on Export to Excel and on Export of users profiles (import format).

The Excel file opens on the computer. Make the modifications you want to the relevant users.

3 Import the file by Management > Imports then Transversal > User.

The users profiles are updated with the information specified in the imported Excel file.