Every user that wants to have access to the platform will need their own Softools user account. You can set the permission levels for the account and also and place them in the appropriate Team to give them access to Apps and Records. Once the account is created it will generate an email where the user can set their password and verify.
Click on the COG icon in the top right of the screen and access the Settings area.
In the left pane menu click on the '+' icon next to Users and it will bring up the property sheet that you can define your new user in.
The first section to fill in is the key information for the account.
ID: The ID is an auto-generated GUID that will be given when the user is created. It is used by the system as a unique reference to the User but will not be required for administration of the account.
Username: The Username must be unique as this will be used to log in to the site. It must contain only lowercase letters and numbers, starting with a letter and also be at least three characters long. Once set the username cannot be changed.
First Name & Last Name: The first and last name on the account will be used when the Account appears in Person selection Fields and will also be used to personalise the experience for the user. Each name must be a minimum of two characters.
Email Address: Each account will need a unique email account assigned to their account. This will be used to send a verification email for the account and will also be used to send any emails generated by the platform including notifications of exports or email workflow alerts sent out when Records require attention.
The next group of Fields allow you to manage the User within your organisation. These are optional Fields that can be used to search for Groups of users.
We can then customise the experience for the user by setting language, notifications and landing page
Language: This feature uses system translations that we have defined in order to show all menu options in the users native language. It will also translate Field, Template and Form names if these have been configured by the system administrator.
Translate Language: This feature takes advantage of Google's Gisting capability to provide a close translation. Whilst this may not be a true translation it does save time on administration of maintaining translation of the Applications.
Notification Method: Certain actions will trigger notifications to the User. This could be the progress of a bulk operation such as export, an alert message from an administrator or workflow driven notifications to alert users to progress in an App. By default these will only appear in the notification bell when logged in but can also be sent to users via email or text. To select multiple options or to deselect an option hold down 'Ctrl' when making the selection.
Default Homepage: Different Groups of Users may be accessing the platform for different information. You can set the appropriate homepage to display the correct information or reporting Dashboard to a user when they log in to the system.
Having filled in the User profile you now need to determine the level of access that the user will have. This is done through two methods. The first is to set the User's permissions which determines the actions that the User will be able to perform such as adding new records, updating the site settings or making changes to applications. Click on 'Permissions' in the left menu to access the permissions section.
You can assign permission sets to quickly add appropriate permissions. Select the appropriate permission sets, holding Ctrl to make multiple selection or deselection of a set. Once chosen click on 'Apply Quick Permissions' and you will see that these permissions have been added on top of the current permissions for the User.
Having assigned permission sets or even instead of applying permission sets you can have more granular control over the actions that the User is able to perform by altering these in the App Permission section.
Note: A User can only assign a permissions if they have that permission themselves.
The second way to set the correct access on the account is to place the user in the correct teams to give them visibility of the correct Apps and Records. Click on 'Teams'in the left pane menu to access the Teams section.
Select the appropriate permission sets, holding Ctrl to make multiple selection or deselection of a Team. Once you are happy with the Team selection click on the tick icon in the top right of the screen to confirm creation of the User. This will generate a verification email to the User where they can then complete their account creation by setting their account password. For instructions on how the Users complete the creation of their account, direct them to our support article on Verifying Your Softools Account.
Note: If Teams have been set up on your site then a new User will be required to be a member of at least one Team.