User settings define a user’s basic details and his/her access rights in the system. Access rights are defined by roles. A user should have Administrator rights to create and change user information. The only exception to this is that each user can modify their own basic data and change their password.
The user name is formed of the company identifier, a dot and the user identifier as entered. E.g. "acmeco.john". It is not case sensitive. The first user in the system is created using the first name of the registration form.
The password is case sensitive and is a minimum of 8 characters.
An unlimited number of users can be created in the system. User access for licensing purposes is controlled by the number of concurrent users. The number of concurrent users is controlled in the licensing section.
If the multicompany module is in use it is possible to allow access from users from other Manu Online accounts. See later in this chapter for more information.
The first user
When the system is created, the first user is created and emailed to the person who registered the account. This first user cannot be deleted, but it is possible to change its email address. The first user’s email address is used for official system and contract correspondence from Manu Online. Also when new users are created, the first user will be informed by email.
The first user is identified from the user selector.
Creating a new user
Uses are created by pressing the New button in the Users selector in the Admin menu, or by pressing the New button on the user screen
Enter a user id which will form the second part of the login name. It must not contain a ".".
For example to create access for John Smith enter John to User ID. When user is created then User ID shows like 'Testco.John'.
After pressing create, the new user will be created and an email sent to this email address with a temporary password. A notification will also be sent to the first user. The new user will be required to change their password at first login.
Each user must have a unique email address.
User Information
Opening a user’s details will show the screen below. Depending if the current user (i.e. the person logged in) has Administrator rights or not will determine what actions can be taken.
If a user is not an Administrator, he may only edit his own data and change his password. If a user is an Administrator, he may do the following:
- Create new users
- Edit other users’ data
- Change own and other user’s roles
- Disable a user. This will prevent the user logging in.
- Force a user to reset their password
- Delete a user
- Unlock a user account following too many unsuccessful login attempts
- Manage internet access rights and user roles
Note that the first user is an administrator, but this user may create other users, give them the administrator role and these new admistrators may create other users also with or without the administrative role. Because of this it is wise to limit the number of users with the administrator role and to ensure that the email address specified in the first user is kept up to date with an active email account.
| Internet access permission | The network of ip addresses from which this user can access the system. The networks are set in system settings. |
| Display format | Sets the display of numbers and dates for either European, UK or American |
| Subcontractor | If the user works for a subcontractor, his view will be restricted to only those work orders and inventory that are at that location. |
| Key user for support | Specifies that this user can raise support tickets. Two are allowed. |
| Timezone | Choose the relevant time zone for the user. |
| Default location | When entering orders, this location will be default inventory location for those orders. |
Changing passwords
When you first log on to the system you will use the temporary password that has been emailed to you. On first log in, you will be required to change your password.
To change your password at another time, press the Password button and enter the old and new passwords.
If a password is forgotten, another user with the Administrator role must login to the system and press the Reset password button. This will email a new temporary password to this user.
If all administrator passwords are lost, it is necessary to contact Manu Online support to reset the first user password.
Internet access rights and user roles
There are two forms of user security: Internet access rights and user roles.
It is possible, and recommended, to set user access by Internet address. Each user can be linked to a single internet address or a list of addresses. This is done using "IP numbers". In this way the system administrator can restrict the access to certain physical locations. It is recommended to specify from your internet service provider a fixed IP address for your main office and factory. In this way certain users can be limited so that they can only access the system from this location. Different profiles for internet addresses are created in the Company section.
User roles define the access rights of a user in the system. Each user must be assigned at least one role. User roles are additive and each user can have multiple roles assigned to them.
Note that the Management role requires particular attention:
"Management". This role gives a user the right to edit documents created by other users in the system. In a small company system it is generally recommended that all users have the Management role.
Some of the roles listed may refer to modules of the system which are not available unless separately licensed.
| Administrator | Can view and modify data in the Company section, and can create and manage users. This alone does not give all rights to the system |
| Management | Can edit other users’ documents according to otherwise specified roles. |
| Show costs | Can view cost information. |
| Designer rights | Can create and modify items. |
| Item card read only | Can view the item card, but not edit it. |
| Partner card modify | Full access to the partner card |
| Partner card read only | Can view but not edit partner data |
| Sales manager | All features in the Sales section. View Items in Design and update price lists. Can modify Product Tracking data |
| Sales assistant | Can enter sales orders, but not activate them. No access to reports except sales order confirmation. Full access to Partners section. |
| Sales viewer | Can view all sales orders but cannot create or change of them. |
| Adjust sales margin | Can manually set the margin on a shipped sales order |
| Direct sales rights | Can create direct sales. |
| Purchase Manager | Purchase orders, supplier quotations. Run the automatic purchase order generator. |
| Buyer’s assistant | Enter and view purchase orders but not activate them No access to reports except confirmation. Full access to Partners section. |
| Purchase viewer | Can view all purchase orders but not create or change them. |
| Storeman | Shipping, Receiving, Serial numbers, Lot tracking, Adjust quantities |
| Production manager | Create, edit work orders. |
| Production operator | Enter work hours and log in at a cell. |
| Production planner read only | Can view Production planner screen, but not enter changes |
| Time clock manager | Can access the time clock and edit users’ clock-in and clock-out data. |
| Time clock | Can open the time clock. |
| Miscellaneous work | Can use service work orders. |
| Bookkeeper | Full rights on sales and purchase invoicing. Can transfer bookkeeping files. |
| Bookkeeper’s assistant | Can create and register invoices, but not activate or transfer invoices. |
| Can check invoice | If purchase invoice approvals extension is in use |
| Can approve invoice | If purchase invoice approvals extension is in use |
Multicompany
If a person already has a user account for Manu Online, but does not have access to your system, it is possible to give that person access without creating a new user name. This is useful in multicompany environments, or when a certain person is providing services to several companies using Manu Online.
For instance an accountant with the user name ‘accountantsoffice.john’ may be doing work for several companies. This user name can be given rights to the invoicing section in several companies. This type of account is sometimes referred to as an "affiliate account". When that person logs in to the system they will be presented with a list of companies to which they have been given access, and they select the appropriate company. It is possible to have multiple companies open at one time, each in its own window.
User ID for a subcontractor
Unlike the ID’s of your own employees, subcontractor user data contain also the subcontractor’s company ID. These users can access only those factory operations where the company is marked to be the manufacturer, receiver or dispatcher.
Record the user data the same way as the data of a normal user and save it. Then add the subcontractor’s company id.