How to Create a New User

To create a new user, a system admin will do the following:

• Click on the “Create User” link (this is available at the bottom right of any page and in the Account Menu at the top right of any page).
• Enter the new user’s first name, last name, email address, mobile phone (optional), and password. The password must be at least six characters long. If you do not enter a password, it will be set to the system default.
• Then click on the “Update” button. This will take you do the Edit User Detail Page.
• To activate the user, make sure the “Active” checkbox in the upper left hand corner is checked.
• “User Role” dropdown – select the appropriate user role. If you are unsure of what user role you should select, refer to the User Roles Defined reference document.
• “Mobile Phone” field – enter the user’s mobile phone number (this field is optional).
• “Office Location” dropdown – select the user’s office location.
• In the center section of the Edit User Detail Page, select the locations, divisions and pipelines you’d like the user to view on the listing pages and determine whether you’d like the user to receive notifications for each.
  • The first column of checkboxes represents what the user can view on the listing pages, and the second column of checkboxes represents what the user will be notified about. A user must have viewing access in order to receive notifications, so you must check the boxes in both columns if you want a user to receive notifications. If you want a user to only have viewing access, then you can check the box in the first column but leave the box in the notification column unchecked.
  • In the locations section, check the boxes in the view column next to the locations for which you’d like the user to see associated leads and tasks on the listing pages. Check the boxes in the notifications column for the locations for which the user would like to receive notifications.
  • In the divisions section, check the boxes in the view column next to the divisions for which you’d like the user to see associated leads and tasks on the listing pages. Check the boxes in the notifications column for the divisions for which the user would like to receive notifications.
  • In the pipeline section, check the boxes in the view column next to the pipelines for which you’d like the user to see associated leads and tasks on the listing pages. Check the boxes in the notifications column for the pipelines for which the user would like to receive notifications.

• For each of these sections, there are additional checkboxes at the top that will select/deselect all of the options in that section. For example, when you click the top checkbox in the view column for locations, all of the location options will be selected. Click this checkbox again if you want to deselect all of the location options. This function works for the view column and the notifications column in the locations, divisions, and pipelines sections.

• • Please note: Every lead is comprised of one location, one division, and one pipeline. In order for a user to view leads or receive notifications on leads in the system, a user must have access to at least one location, one division, and one pipeline.
• On the far right section of the User Detail Page, under “Notification Options”, you’ll determine which notifications a user will receive. When you selected the user role earlier, the notifications for that user role were pre-populated, but you have the ability to change those settings.
  • If you check the box next to “Send Notifications”, this enables the user to receive notifications related to the leads and tasks within the location, divisions, and pipelines you’ve selected on the left. If this box is unchecked, all notifications will be disabled for the user’s account.
  • Next, you’ll select the specific notifications you want the user to receive. If you are unsure of the meanings of the notifications listed or which are managerial notifications, refer to the Notification Types Defined reference document.
• In “Restrictions”, this is where you can prevent the user from performing specific actions in the system. Click on the Restrictions dropdown menu, and select the actions you want to restrict by clicking the related checkbox. If you are unsure of the meanings of the restrictions listed, refer to the Restriction Types Defined reference document.
• Once you have finished setting up your user, click on the “Update” button in the bottom left hand corner. Your changes will be saved.

To give a user access to the Customer Management Module, do the following:

• If you have Customer Management licenses available, you can give the user access to the Customer Management Module. From the Edit User Detail Page, check the box next to “Customer Management Module” in the top left corner. Click the “Update” button to activate the Customer Management Module.
• Next, to establish restrictions within the Customer Management Module, click on the Restrictions dropdown menu again and select the Customer Management actions you want to restrict by clicking in the checkbox next to each one. If you are unsure of the meanings of the restrictions listed, refer to the Restriction Types Defined reference document.
• Click the “Update” button again to save your changes.

Additional tabs on the Edit User Detail Page include:

• Custom Fields
  • If your system features custom fields – fields that contain data (dropdown menus) based on your users – they can be edited in this tab.
  • To include a user in a custom field dropdown menu, navigate to the Edit User Detail Page and click on the Custom Fields tab. Select Pipeline Groups and/or Company Groups to select the field name(s) in which the user should be listed.
  • Deactivated users may continue to display in Custom Field data, however will no longer be available for selection.
• Summaries*
  • For more information regarding the Summaries Tab, refer to the Creating Tasks reference document.
• Files*
  • For more information on how to use the Files Tab, refer to the Attaching Files reference document.
  • Files may also be attached from the Edit User Detail Page Sprocket button.

*Summaries and Files Tabs within a User Detail Page are accessible to that specific user and any other Managerial user in the system.

User Roles Defined

Notification Types Defined

Restriction Types Defined