Clerk & User Group Maintenance Quick Overview

Clerk Maintenance

1. Permissions are no longer given in the Clerk File.  Permissions are now done on a group basis and are now found in User Group Maintenance.
2. On Tab 1 General Information there is a new checkbox called "Show Password" that is next to the Password field.  Checking the box will show the clerk's password.  Upon saving the password will be hidden again.
3. There is a new Group Email field now that is for future use and not functional at this time.
4. We now have a grid to allow Technicians to be assigned to a CSR (Customer Service Rep) or a manager's Clerk ID.  This is specific to the Service Schedule.

Adding Technicians here will allow the choice for restricting the view to "My Techs" within the Service Schedule.  Please see the Service Schedule document for additional information.

5. On Tab 2 Prospecting Info there are new fields for Email & Contact Settings that have been added.  Google Apps integration has been added for contacts and email integration and is functional at this time. Office 365 and Outlook integration for calendar, contacts, and email will be available later. Note: Google calendar is not integrated at this time either.

User Group Maintenance - Tab 1 User Groups

This tab is where you will create your User Groups.

1. Permissions are given by User Groups now instead of at the clerk level.
2. Groups are defined by you and can be defined for each level of security that is desired.

• • • Groups can be defined by department or organizational structure.
    • Clerks can belong to one or more user groups based on position or responsibility.

3. If a clerk tries to access an area where the Clerk's Group has not been given access a permissions prompt will appear requesting override access.  Override access means that someone with access to the area or a "Super User" must enter credentials to allow the clerk access.
4. The "Super User" group has already been defined for you.  This group is for    System Administrators and top-level managers that have access to all areas of the application.
5. Examples of User Groups:
   • Super User - Already created and allows access to all areas.  This group could include System Administrators and General Managers.
   • Administrators - could include Controllers, other key accounting members and management teams.
   • Accounting - could include AP and AR clerks, but could also be broken down to just AR or AP functions.
   • Sales Management - could include Sales Managers, F & I personnel or those closing contracts.
   • Sales Team - could include Sales personnel or those doing administrative functions for the Sales Team.
   • Service Management - could include Service Managers and Service Writers.
   • Technicians - would include Technicians.
   • Parts Management - could include Parts Managers, Purchasing personnel.
   • Parts Team - could include store personnel, shipping and receiving personnel.
   • POS - would include POS Clerks or fuel dock attendants.
6. To create a User Group, click the "Add Group" button in the bottom right hand corner of the tab.  Enter the group name and click enter.  You may continue to enter groups.  When you have added all the groups click the Close button.

 

7. To remove a User Group, click on the group you want to remove and then click the "Remove Group" button in the bottom right hand corner of the tab. You will receive a warning before the group is deleted in case you clicked the "Remove Group" button in error.  Note: The Super User group cannot be deleted.

 

User Group Maintenance Tab 2 Users

1. This tab contains all the current Clerks and allows you to assign a Clerk to a User Group or multiple User Groups.
2. To assign the Clerk to a User Group click the expander (+) to the left of the Clerk ID.
3. Check the User Group(s) that you want to assign the Clerk to.  Simply uncheck to remove the Clerk from the User Group(s).

 

User Group Maintenance - Tab 3 Processes

1. This tab contains four processes and is used to maintain permissions.  The four processes are described below.
   • Edit User Group Maintenance allows non-super users to maintain security settings
   • Edit Auto Control controls access to the ability to add password protection to specific areas.
   • General Admin Access controls the ability to reopen a closed work order, reopen a closed Sales Contract or reopen a closed Vendor Return.
   • WO Rigging access controls the ability to override estimated rigging costs on a Prep or Rigging type work order.

  

 

2. Simply check the box for the User Groups to have access, uncheck to take access away.
3. Super Users have access to all four processes.

User Group Maintenance - Tab 4 Forms

1. This tab controls the User Group level access for forms in all areas of the application.
2. Expand the area to see the individual forms.
3. Check the box to give users access.

Reminder:  Checked means the group has access.  Unchecked means no access.

 

Setting User Permissions for Tabs, Fields and Links

1. User permissions can be further defined for tabs, fields and links in each area of DockMaster and POS.
2. Permissions set at this level are not associated with the security defined in User Group Maintenance.
3. If an item has been marked as protected and the user does not have permissions to access, then a prompt will appear for a User ID and Password.  
   • Someone with permissions can enter their User ID and Password and provide temporary access.
   • Once the user leaves the area where they had temporary access the item will be restricted again.
4. To create this protection, open the form that you want to protect. Click on the Tab or the field that you want to protect.
   • Press Ctrl + F9 and the permissions grid will appear.
   • Scroll down till you find the field or Tab that you want to protect.  Check the "Protect box.   Click the field in the Access column for the item you want to protect.
   • The User Group Selection appears. Select each group that will have access to the item.  Those groups that are not selected will not have access.
   • Click ok when you are done selecting the groups with access.
   • Click the Save button in the bottom right hand corner and then click the close button.
   • You must be a Super User or in a group marked for Edit Auto Control Security in User Group Maintenance to perform this function.  Those without permissions will be prompted to enter a User ID and Password.  The User ID and Password must be someone with permissions in order to gain access.
   • In the example below, you will see that we are protecting the Payment Option Tab of the Customer File.  The Payment Option Tab will be protected and will not allow access to Clerks in the Store Clerk Group, the Fuel Dock Group and the Technician Group.

**If at any point you run into any issues, feel free to email [email protected] for assistance.**