In the User Management section, you can manage Home Portal users and user groups.

Users

In this subsection, you can add, edit and delete user profiles.

• Edit the default view or create a new one. To learn how to do that, see the Classic views article.

• Use the filters on the left to narrow down your search.

• Click on the selected user line to open their profile. Click the icon to open it in edit mode.

• Click the icon to delete a user.

• Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
  

  

  • Click the Send Welcome E-mail button to invite this user(s) to the Home Portal. To check or edit this e-mail template, go to Configuration menu > Templates > Notifications > Templates tab and locate the E-mail/Text Message to User: When user is welcomed to the system template.

  • Click the Send Password Reset E-mail button to allow the user(s) to reset their password. To check or edit this e-mail template, go to Configuration menu > Templates > Notifications > Templates tab and locate the E-mail/Text Message to User: When user requests resetting their password template.

  • Click the Erase Personal Data button to delete the users' data from the system.

  • Click the Multiple Change button to make changes to several profiles at once.
    

    

    1. Decide which settings you want to change in all selected profiles.

    2. Select the Set option and provide the desired value.

    3. Click the Next button. You will be directed to the Multiple Change Confirmation page.
       

       

    4. Check if the changes are provided correctly.

    5. Click the Confirm button.
       

Add a new user

1. Click the Add button on the top of the Users table. You will be directed to the Add Users page.
   

   

2. Provide the new user’s Username, First and Last Name, and E-mail Address.

3. (Optional) Provide the user’s Initials, Phone, and Cell Phone numbers.

4. (Optional) Select the user’s Gender.

5. Check the Active box if you want this user to be able to log in to the Home Portal.

6. (Optional) Select this user’s Position in your company. To learn how to add new positions, see the System Values: Basic - Positions article.

7. Select the Group this user will belong to. For more information, see the User Groups and Rights section of this article.

8. (If applicable) Select the Branch this user works for. For more information, see the General Configuration - Branches article.

9. (Optional) Set a password for the new user. Click the Change button under the Password section. The Change Password pop-up window appears.
   
   

   

   1. Provide and confirm the new password.
      💡 Click the Generate password button to create a secure password.

   2. Click the Apply button.

      Note: If you don’t provide a password, it will be set to a random text. To sign in, the new user will need to use the I forgot my password link on the login page, or you can create a password later by editing this user’s profile.

10. Select the user’s Time Zone. For more information about managing time zones in XTRF, see the General Configuration - Settings - Number and Date Formatting tab article.

11. Check the Send Welcome E-mail box to send the new user an invitation to the Home Portal.
    

    

12. Click the Save button.
    

Edit a user profile

On the Browse Users page, click the icon in the selected user line.

You will be directed to the user profile page. At the bottom of any user profile section, you will find several action buttons (for more details, see the Users section above).

General Info tab

In this tab, you can check or change the information provided during the profile creation (see the Add a new user section above). Also, you can add this user’s accounts in the CAT tools services:

1. Click the username in external system link in the Username section. The Partner Aliases pop-up window appears.
   

   

2. From the System Name drop-down list, select the desired CAT tool.

3. Provide the user’s Name in external system

4. Provide the user’s Password in the CAT tool.

5. Click the Add button.

6. (Optional) Repeat the steps from b. to e. for other CAT tools.

7. Click the Save button.

Social Media tab

In this tab, you can add information about this user account in social media.

• Click the Add Social Medium button to add another account.

• If you add several accounts, you can set the preferred one with the Preferred radio button.

• You can add a user's photo by clicking the Upload image file button.

Mailboxes tab

In this tab, you can create a personal mailbox for this user that will be used throughout the system:

1. Click the Add button on top of the Mailboxes table. The Add Mailbox pop-up window appears.
   

   

2. Provide the Name for the mailbox.

3. (Optional) Select a desired date in the Show E-mails Newer than field.

4. Decide whether the mailbox should be an Active one.

5. Decide whether the mailbox should be a Default one.

6. Provide the Host and Port for the e-mail account (check the details with the e-mail provider).

7. Check the SSL box to enable SSL encryption.

8. In the Username field, provide the e-mail address.

9. Provide the Password for this address.

10. (Optional) Check the Save Sent E-mails in Folder box to collect all XTRF e-mails where this user was listed as the sender in a separate folder.

11. (Optional) Provide the custom name for the folder mentioned in the previous step.

12. (Optional) Click the Check Settings button to see if the mailbox is configured correctly.

13. Click the Apply button to finish the configuration. The pop-up will change its name to the Mailbox and the Fetch New Messages button will appear at the bottom.

In-house Job tab

In this tab, you can give this user a vendor role so they can participate in projects as in-house vendors. This option spares the effort of creating separate vendor profiles for Home Portal users.

1. Click the Enable User Review button. The Linked Vendor’s Name - Edit pop-up window appears, where you can accept the suggested vendor name for the user or provide a custom one.
   

   

2. Click the Apply button. The information about the newly created vendor appears on the page.
   

   

   • Click the Change button to change the linked vendor’s name.

   • Click the Disable User Review button to unlink the vendor profile.

3. Click the Save button. The new vendor profile with this user’s data appears in the Vendors module.
   

Access Tokens tab

In this tab, you can generate and check the tokens that enable the connection to the Home Portal API on behalf of this user.

To get a new token:

1. Click the Generate Access Token button. The generated token appears on the page.
   

   

2. (Optional) Provide a Description for future reference.

3. Copy the token to the clipboard.
   Warning: After you click the Save button, you will lose access to this token, so don’t skip the copying step.

4. Click the Save or Save and Exit buttons. The token disappears, but you can check its Description and the Last Access date in the list of access tokens.
   

User Groups and Rights

In this subsection, you can manage user groups and their access to the different areas of the XTRF.

• Edit the default view or create a new one. To learn how to do that, see the Classic views article.

• Use the filters on the left to narrow down your search.

• Click on the selected user group line to open it. Click the icon to open it in edit mode.

• Click the icon to delete a user group.

• Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
  

  

  • Click the Duplicate button to create one or several user groups with the same settings. If you select one group, you will be directed to the newly created user group page (see the section). If you select several groups, the new user groups will appear on the list marked with numbers.
    

    

Add a user group

1. Click the Add button on the top of the Group Rights table. You will be directed to the Add User Group page.

   

2. Provide the Name for the new user group.

3. (Optional) Select a Group Leader among the Home Portal users.

4. Decide whether the new group should be an Active one.

5. In the table below, decide on the access permission for the new group:

   • For each Home Portal area listed in the left-hand column, select the actions available for this group:

     • Browse - allows data filtering.

     • Display - displays data without searching options.

     • Add - allows the creation of new items.

     • Edit - allows editing items.

     • Delete - allows deleting items.

     • Export - allows exporting data.

     • Customize - allows view customization.

   • Click the All button to select all checkboxes in a column.

   • Click the None button to deselect all checkboxes in a column.

6. Click the Save button

Edit a user group

On the Browse User Group page, click the icon in the selected user group line.

You will be directed to the user group page.

You can change the group settings, as described in the Add a user group section above.

Additionally, you can provide the localized name for this group (in case someone is using your Home Portal in a different language):

1. Click the Show Lokalized Names link in the Name section. The Localized Name section will appear.
   

   

2. Click the Add Localized Value button. The Add Localized Value pop-up window will appear.
   

   

   1. Select the desired Language.

   2. In the New Value field, provide the user group name in the selected language.

   3. Click the Save button. The new name will appear in the Localized Name section.

3. Click the Save or Save and Exit button at the bottom of the page.
   

Access to Client Data

In this subsection, you can restrict access to the selected client’s data. After adding a client to the list below, their profiles, projects, quotes, etc., will be visible on the Home Portal only for:

• assigned responsible persons (Sales Person, Account Manager, Project Manager, Project Coordinator)

• users authorized to edit the system configuration (see the User Groups and Rights section above).

1. In the Clients field, provide the names of the clients to whose data you want to restrict access and click the Add button. The selected client names will appear on the list in the Clients section.

2. Check the Disable Adding Internal Resources box to forbid the creation of internal resources for all the clients selected above.

3. Click the Save button.
   

Work Log

In this subsection, you can manage the Work Log functionality for Home Portal users and view and edit the work log entries.

General Settings tab

In this tab, you can:

• Enable or disable the Time Tracking function that allows creating the work log. If the time tracking is enabled, the Log Work drop-down menu appears on the top menu bar (see the Top menu bar - Work log menu article).

• Enable or disable the Automatic Time Logging function that captures the time spent by a user in the following modules: Clients, Vendors, Quotes, Projects, and Invoicing.

• Set the work day duration in the Business Hours per Day section.

• Set the Time Required to Determine that User is Offline.
  Note: The changes in this section will take effect only after restarting your XTRF instance.

For users that are performing in-house jobs (see the In-house Job tab above), you can:

• Decide whether you want to Automatically add and refresh payables for vendors linked with users.

• Set the Default calculation unit for automatically added payables - 1, 4, or 8 hours.
  

User Group Settings tab

In this tab, you can assign work log activities to specific user groups.

• In each user group column, check the boxes for suitable activities.

• To assign an activity to every available group, click the Check all link below the activity name. To unassign an activity from every group, click the Uncheck all link.

• To exclude the whole group from the time tracking function, uncheck the Work log enabled box in the heading.
  

Entries tab

In this tab, you can view all work log entries captured automatically or declared manually by the users.

• Edit the default view or create a new one. To learn how to do that, see the Classic views article.

• Use the filters on the left to narrow down your search.

• Click on the selected entry line to open it. Click the icon to open it in edit mode.

• Click the icon to delete an entry.
  

Add a work log entry

1. Click the Add button on top of the Work Log Entries table. You will be directed to the Add Work Log Entries page.
   

   

2. Select a User you want to add an entry for,

3. Select the Date.

4. Provide the Time spent on an activity.

5. Select the Activity from the drop-down list. The list of available activities depends on the group this user belongs to (see the User Group Settings tab section above)

6. (Optional) Provide a Description.

7. Click the Save button.