To create a new user account

The procedure to create a new user account is as follows:

1. Navigate to Quick Menu > Security > Access Rights > User Details. The User Details window is displayed.
2. Click on New User. All fields are activated ready for data entry.
3. Type in a preferred User name for the new account. The syntax of the user name must exclude spaces and special characters (? / \ # & ! ^ % £ $) 1.
4. Type in the Full name of the new user, their Email address and Contact telephone number.
5. Using the Companies drop-down field, multi-select all companies that are relevant to this new user account, or choose the All option, as required 2.
6. Using the Job title drop-down field, select a parameter value that reflects the professional role of this new user.
7. Choose an Effective from date for this new user account i.e. the date at which it becomes active 1.
8. Choose an Effective to date if the user account is to be automatically disabled on a specific date in the future; a blank field means the user account will never expire.
9. Use the Associated contact spy-glass icon () to search for an existing contact on the system to whom the new user account is associated (e.g. a spouse)  2, or proceed to step 12.
10. Enter sufficient contact details into the search fields provided and click on Search. The Select Contact window is displayed, returning all possible matches.
11. Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria.
12. Where the user account is permitted access to the contract management web services, activate the API User tick box provided. Additionally, where the user account exists solely for the purpose of delivering contract management web services, activate the interdependent API User only option.
13. Using the Contractors drop-down field, multi-select those contractor records to which the user account will be granted access via the dedicated web services, or choose the All option, as required 3 2.
14. Where the user account is eligible for inclusion within the system wide appointment scheduling process, activate the Available for appointments tick box provided and choose the overarching diary framework using the Calendar type drop-down field i.e. Cx Diary or Exchange 4.
15. Click on Save. The system automatically generates and displays a default password for the new user, which must be changed upon first login.

Tip

1 It is good practice to devise and uphold a consistent naming convention for all user accounts.

2 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 The Effective from date defaults to the current system date and cannot be left blank.

2 To uphold a transparent service it is important to declare and record any associations between system users and the contacts with whom they may interact.

3 This option is only activated in the instance where the API User attribute has been activated for this user account.

4 Where Cx Diary is the preferred appointment method, a corresponding internal resource diary must be created and linked to the user account; in contrast, Microsoft Exchange calendars are interrogated via web services.

See related topics...

User management overview

To clone a user account

To assign a role to a user account

To add a functional unit to a user account

To create a new role