User Management
- Oksana Vishchuk
- Damian Rozmiarkowski
This section is a part of the Configuration menu. Access to this section may be restricted by Home Portal administrators.
The changes in the configuration menu settings will affect all XTRF users and, therefore, should be well considered.
Some settings depend on the selected XTRF plan and thus might be unavailable for some clients.
Introduction
In the User Management section, you can manage Home Portal users and user groups.
Users
In this section, 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 the Add button on top of the Users table to add a new user profile. For details, see the Add a new user account | II. Add a new user guide.
Click on the selected user line to open their profile. Click the icon to open it in edit mode. For details, see the Edit a user profile guide.
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.
During the installation of your XTRF instance, the first admin user is created. Only the person with credentials for this particular user account can edit it.
User Groups and Rights
In this section, 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 the Add button to add a new user group. For details, see the Add a new user account | I. Add a new user group guide.
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.
Access to Client Data
In this section, 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).
For details, see the Limit user access to client data guide
Work Log
In this section, 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 Use the Work Log feature 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 Edit a user profile | In house Job tab guide), 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.
To learn more about Work Log configuration, see the Configure the Work Log feature for Home Portal users | II. Configure the Work Log settings guide.
User Group Settings tab
In this tab, you can assign work log activities to specific user groups.
This tab is visible only if the Time Tracking function is enabled in the General Settings tab.
To learn how to create and manage work log activities, see the Configure the Work Log feature for Home Portal users | I. Add a Work Log activity guide.
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.
Make sure you are viewing this tab in edit mode. If you can’t see the described fields or provide changes, click the Edit button at the bottom of the page.
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 the Add button on top of the Work Log Entries table to add a work log entry. For details, see the Configure the Work Log feature for Home Portal users | III. Manage the Work Log entries guide.
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.
The automatically captured entries will be marked as Created automatically in the Description column.