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 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.
Softools Legacy - Adding Users
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.
Profile
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.
Permissions
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.
Teams
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.
Softools - Adding Users
Invite and Add Options are now available within the 'Pending Users' app only, this can be found in the apps launchpad by clicking on the icon in the top right of the pop out. This will change your workspace view of apps to the setting view where you will see the pending users app.
Invite and Add Options will not appear on User App – this may be changed in a subsequent release
Once in the Pending Users app you can add a user by clicking on the 'Add New User' option in the left hand panel. Once clicking this it will take you too a new screen where you can start to enter in the user details of the person you want to add.
User Details
Fields that are highlighted in red are mandatory fields that you need to fill in before sending the invite and it will not send until you have filled these in. Some of these fields like the Username / First Name / Last Name / Email / Mobile Phone will automatically fill in to the user when they sign up but they can change it if they like.
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.
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.
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.
Company: This is not a mandatory field and can be used to help admin separate and sort users faster and more efficiently when going through the user list. This is cap sensitive when sorting to will put Softools and softools separately
User Permissions
Here is where you 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. This is done with preset permissions that are made for a variety of different users who need to perform different tasks, you can see below. These can be changed and applied on a more granular level once the user has joined the site in the user settings app. This is a mandatory field
Note: A User can only assign a permissions if they have that permission themselves.
User Teams
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, teams can also me sent workflow notifications. All teams will show in this template, you can select more than one team and can change what team they are put into later on if needed.
Once this is done the 'Send User Invitation' button will light up and allow you to send the user the email to sign up to the site. 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.
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