Edit a User

Editing a user's profile allows you to change any of the parameters associated with a user's account. You can modify any of the following parameters. Parameters marked with a red square are required.

• User Name – Each user must have a unique user name that is used to log on to the system.

• User Type – Indicates whether the user is a full user or a guest. A named guest is a designated user who is a member of a tenant firm or a recognized user with assigned system privileges. An unnamed guest is a user with limited access to the system. This person may be a member of a tenant firm, but is not assigned specific responsibilities in the system.

• Restricted – Limits the security rights available for a user and is selected, by default, for named and unnamed guests.
  When selected, the following restrictions are placed on the user's account:
  

  Security Rights affected by Restricted Flag Denoted by *

  Security Rights	Full User	Named Guest	Unnamed Guest
  Logbook	YES	YES	YES
  * Work Order Security	YES
  * Inspection Security	YES	YES	YES
  * Asset Security	YES
  * Schedule Security	YES
  * Project Security	YES
  * Inventory Security	YES
  * Dashboard Security	YES	YES	YES
  * Company Security	YES
  * Purchasing Security	YES
  * Provision Security	YES
  EP Security	YES
  Incident Security	YES	YES	YES
  Event Security	YES
  Property Security	YES
  Property Billing Security	YES
  * TimeCard Security	YES	YES
  Approval Security	YES	YES	YES
  Visitor Security	YES	YES	YES
  Reservation Security	YES	YES	YES
  * Administrator	YES

• New Password – Enter a value to change the user's password. Passwords are case sensitive. The exact same value must be entered into the Verify New Password field before the password is changed.

  For security reasons, the password is displayed as a series of dots. The number of dots displayed does not indicate the actual password length.

• Protect from User Feed - If set to Yes, this account remains active in the system even if it is not included in a user feed import.

• Security Profile – If set to Yes, this account can be used as a security profile, allowing other user accounts to base their security rights on those defined for this user. For example, if a Facility Manager user was created as a security profile, other users could quickly and easily be assigned the exact same security rights assigned to the Facility Manger by using it as their security profile. For more information, see User Security.

• Self Registration Profile – If set to Yes, this account can be used as a generic sign in profile that allows a user to self-register with the system, creating a new user account. When the user logs in using a self-registration profile, he is prompted to enter account information (password, address, email information, and so on). Once the account is created, he must log off and then log back in using the new account. The account that is created has the same associations and rights as those granted to the self-registration profile account.

• Company – Indicates the company that the user is associated with. Click the Select link to select a different company.

• Department– Indicates the department within the company that the user is associated with. Depending on system configuration, this field may not be editable and may be accompanied by an ADD link that allows you to add a new department.

  Selecting a department here does not confer department-based security rights to any of the department's associated spaces for the user. For installations that have enabled department-based security, this must be done in on the Department Settings pane of the User Security page.

• Position – Indicates the role the user fulfills or the job the user performs. The User-Defined Fields (UDFs) that are associated with a user are based on his position.

• Position Standard – This field is only displayed if the Space module is enabled. Position standards define a method of characterizing workers to indicate the type of space that should be assigned to a user in a particular type of position.

• First Name, Last Name – Indicates the first and last name of the user.

• Address 1, Cube Number, Address 2, City, State/Province, Zip/Postal Code, Country/Region – These fields indicate the mailing address of the user.

• Latitude and Longitude – These fields are used in conjunction with the Geographic Information System (GIS) Module. Data must be imported prior to field population to locate employee’s home addresses for route structuring.

• Phone, Fax, Mobile, Assistant, Home Phone – These fields allow phone numbers to be stored as part of the user's profile.

• Title – Indicates the job title for the user.

• E-Mail Address – Indicates the email address for the user. It must be in the format xxx@xxx.

• Mobile E-Mail Address – Indicates the email address associated with the user's mobile phone.

  When inactivating a user, you should clear the mobile email address field to prevent future notifications if the user is tied to an email group. For more information, see Email Groups.

• Email WO Confirmation – If set to Yes, the Notify Requestor check box will be selected by default if the user is the work order contact on the Create Request page.

• Receives Visitor Email? – If set to Yes, the user will receive email notification when a visitor has checked in to the property. For more information, see Visitor Configuration.

• Buyer – If set to Yes, the user can perform the role of a Buyer. This allows the user to modify purchase requisitions and create purchase orders from them. A user must have Buyer set to yes to enable the Update Locked PO security right.

• WO Authorization – Indicates whether the user's name is listed in the dialog box that opens when a user clicks the FIND A CONTACT button on the Create Request page.

• WO Auth Comments –Allows for the entry of comments associated with the WO Authorization setting.

• COI Expiration Date – This field is only displayed when the COI Settings are enabled within the Logbook Configuration Options. This feature is not widely used. The value is not editable and is populated by an external system that manages certificate of insurance expiration dates on a per-user basis. If the COI has expired, work order requests cannot be assigned to this user.

• SSO Required? – Indicates whether the user is required to log on through Single Sign On (SSO). This setting is only visible if single-sign on has been enabled by the super administrator within your installation.

• Hourly Rates – Allows for the entry of Regular, Overtime, and Double Overtime hourly rates for the user. The rates set here are used on the Work Order Financial page. If the user is a member of one or more crews, his hourly rates are not editable. They must be entered on the Crew/Employee Relationships page.

• Rate Schedule? – If set to Yes, the user's hourly rates will be overridden whenever work is done at a property that has an established rate schedule.

• Internal Hourly Rates – Allows for the entry of internal-only Regular, Overtime, and Double Overtime hourly rates for the user. These rates are used when reporting internal costs for the TimeCard module.

• Allow Markup? – If set to Yes, a markup percentage can be applied on the Work Order Financial page when the user enters labor, materials, or other costs.

• My Requests Page – These values control which work orders are included on the user's My Requests page. The work orders that are included were created from the number of History Days in the past to the number of Future Days in the future. The WO# Per Page value controls the maximum number of work orders that are displayed per page.

• Mobile My Requests Page – These values control which work orders are included on the user's My Requests page for mobile devices. The work orders that are included were created from the number of History Days in the past to the number of Future Days in the future. The WO# Per Page value controls the maximum number of work orders that are displayed per page.

• TimeCard Settings – If set to Yes, this user can track labor time using the TimeCard module.

• Timesheet Print Format – Indicates the print format that will be used when generating the user's time sheet. For more information, see Timesheet Print Formats.

• External Payroll ID – Indicates the user's payroll ID for use with an external system. This value is typically an employee's company identification number.

• External Employee ID – Indicates the user's unique employee ID for use with an external system. This value is used primarily when loading users nightly using an integration program.

• Default Origination Code – Indicates the user's default value for the Originated From field on the Create Request page. For example, if a user typically enters work orders from telephone requests, his default origination code might be set to Phone.

• Lock Assigned Work Orders – If a work order is assigned to a user who has this flag is enabled, the Assigned To and the Status values on that work order cannot be changed by another user.

  Note:

  Users who have been granted the Update Int Locked Fields security right can override this feature and update the Assigned To and Status values on requests assigned to users that have the Lock Assigned Work Orders flag set to Yes.

• Default Date Format, Mobile Date Format – Defines the format that dates are displayed in (for example, MM/DD/YYYY). Date formats are typically set at the installation level, not on a per-user basis. If user-specific data formats are allowed, they override the installation-specific date format for the user. Different formats can be specified for use with the default application and the mobile version.

  These options are only displayed if the system is configured to allow users to override the default system-wide date format.

• Allocated Individual – If set to Yes, this user can be selected as an allocated individual for the Space module.

  Approve Level WO – Indicates the maximum level of costs that this user can approve on a work order.

• Approve Level PO – Indicates the maximum level of costs that this user can approve on a purchase order.

• Approve Level Projects – Indicates the maximum level of costs that this user can approve on a project.

• Approve Level PR – Indicates the maximum level of costs that this user can approve on a purchase requisition.

• Language – Indicates the language the user interface is displayed in. If no value is specified, the default language for the installation is used.

• Links to Email Groups – If the selected user represents an email group (not a simple user account), a link to the group is displayed. Clicking this link, opens the email group and allows you to edit the group.

• Default Page – Indicates which page will open when the user logs in. The user must have security rights to the selected page for this setting to work properly. If no value is selected, the My Requests page opens by default. This setting does not apply to mobile users. If PO Approvals is set up, the Approvals page will always open first if there are pending approvals, regardless of the default page setting.

• Accruent Analytics Security - Indicates the level of access this user has to the Accruent Analytics web site, if Accruent Analytics is enabled for this installation. Only a super administrator can set a user's access level.

  • Consumer – basic access that allows a user to run reports and dashboards

  • Business – advanced access that allows a user to create, edit, and run reports and dashboards

• Status – Indicates whether the user is active or inactive. The system does not allow users to be deleted, only inactivated. Inactive users cannot access the system and their names are not included in user queries, but their accounts remain on the system and can be reactivated at a later time. Users who are associated with open work requests, schedules, email groups, are the default contact for a region, property, or space, or are the auto-assign user for assets cannot be inactivated; these associations must be removed first. For more information, see User Distribution.

If the NPFA (Non-Profit Fund Accounting) module is enabled, an Accounts pane is displayed, allowing you to define the accounts that employees use to classify revenues and expenditures.

To specify an account:

1. Expand the Accounts pane.

2. Click the Add Another Account Group link.

   The Accounts pane expands to display the account definition options.

3. In the Account Group field, select the type of accounts you want to add.

   An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

4. In the Billing Type field, select the type of billing you want to use for this entity.

   The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

   Note:

   Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

5. Configure the accounts you want to associate with this entity.

   You can associate one or more accounts.

   1. Click the Add New Link.

      The Add Account String dialog box opens.

   2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

      Note:

      Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

   3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

      An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

      Note:

      Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

   4. Enter a value for each segment.

      If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

      As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

   5. Click ADD.

   The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

6. Click OK to save the account configuration.

   You can add another account group, if needed. For example, some installations define separate account groups for different billing types.

The Advanced Login Security Settings pane is only displayed if the Advanced Login Security features are in use.

• Login Status – Indicates whether the user's account is locked or unlocked. Accounts become locked if the number of consecutive unsuccessful login attempts is exceeded. Administrators with appropriate security can use this field to unlock a locked account.

• Consecutive Incorrect Logins – Indicates the current number of unsuccessful login attempts for the user. This value can highlight potential security breaches.

• Always Active – Flag to ensure that the user always remains active regardless of any automated jobs that might inactivate a user as part of user loads. This setting is only used for installations that send employee/user data on a nightly basis as part of user loads and or Single Sign On capabilities. This setting is commonly set to Yes for users associated with surveys or special users who may have been set up outside of a user load. Administrators must have appropriate security to modify this setting.

• Force Password Change – Set to Yes to force the user to change his or her password on the next logon. Administrators must have appropriate security to modify this setting.

• Password Never Expires? – Indicates whether the user's password ever expires. This field is only visible if a password expiration value is set for the installation. Selecting Yes overrides the installation-wide password expiration setting for this user only. This setting is often used for survey users.

User-based User Defined Fields (UDFs) allow an installation to create a custom set of data fields to track additional information about users. If User-Based User Defined Fields (UDFs) have been defined for your installation, a separate pane will be displayed for each UDF group created for this type of user. User-based UDFs can be defined for all users or associated with only those users who have been assigned a particular position. Therefore, the set of UDF panes displayed will vary from user to user.

From this pane, you can view and update the UDF values associated with this user.

The Other Options pane contains the following options:

Reassign Schedules and Work Orders

This option allows you to reassign all active schedules, open work orders, and active notification rules from one user to another. This option is most useful if a user is going on leave or in preparation for making a user inactive. To make the reassignment:

1. Confirm that the user whose work you want to reassign is displayed to the right of the Reassign WOs From label.

   If not, scroll up to the top of the page and click the SELECT USER button to select the correct user.

2. In the For Property field, specify the appropriate property.

   You can elect to reassign work for all properties or only for a single property. This option is useful if you want to reassign the user's work to multiple users on a per-property basis.

3. In the Reassign WOs To field, specify the user to reassign the work to by clicking the Select link and selecting a user.

4. Click REASSIGN.

Property Default Contact

This option allows you change the default contact for all properties for which the user is currently the default contact. This option is most useful if a user is going on leave or in preparation for making a user inactive. To make the reassignment:

1. Confirm that the user is the default contact for at least one property.

   If this user is not the default contact for any properties, a message will appear indicating this.

2. In the New Default Contact field, select the name of the user who will be the new default contact.

   Only users who belong to the same company as the old default contact are included. You must reassign all of this user's current default properties to a single user.

3. Click CHANGE.

   A message indicating the number of properties changed and that this user is no longer the default contact for any properties appears.

Employee Charge To Account

This option allows you to select a Charge To account for an employee. The Charge To account selected is available as a Charge To value on the Work Order Financial page for all work orders created by this user, regardless of whether the account would be available based on the region or property. To select an account:

1. In the Charge To field, specify the account by clicking the Select link and selecting an account.

2. Click UPDATE.