How do I set up a new user?
Contents
Summary
This article explains how to create a user record in Platinum. This allows you to assign specific menus and security settings to each employee.
This article also explains how you may amend an existing user record e.g. to change their password.
More Information
Where possible, we would advise copying an existing user record when adding new users. This saves time and effort in the set up particularly when the new user will be doing the same or a very similar job.
You may create a new user from scratch if you prefer.
Copy an Existing User
Go to " Reports & Settings Maintenance Options System Administrator Add or Edit Users".
- Enter the name of the user you want to copy and press [Search] (You can restrict the search to a specific department by using the <Advanced> button).
 | If you are using multi-sites then you may need to click [Advanced] and remove the "Site" code. |
- Press <Shift+F9> or click [Copy] to copy the currently selected user in the list.
- This will copy the following details from that user :
- General details.
- Permission and security settings.
- Menus.
- Macros.
- Privacy Groups.
- Edit the details as necessary.
You must change the 'Code' and obviously you should update the rest of the fields appropriately.
| Please note the password must be up to 8 characters and must contain at least one number, one letter and one symbol. If a password is not secure enough it will not be accepted. |
- Select [Done] and [Accept] to create your copied user.
 | It is important to make sure that the user you are copying is an active user and has no leaving date entered. If it does, the new user will have this too and they will not be able to use the logon. If the person you are copying has genuinely left, then all you need to do is reset the "Leaving date:" on the new user to '00/00/0000' and the "Active:" flag back to 'Yes'. |
Creating New User
Go to " Reports & Settings Maintenance Options System Administrator Add or Edit Users".
- Select [Add].
- This will create a new user with all settings at default.
- Fill out any details as required - "Code", "Short name", "Long name", [Permissions] and 'Password' etc).
- Password is now a lot more secure. It must contain at least one each of the following: a letter, a number and a symbol up to a maximum of 8 characters.
- Select [Done] and [Accept] to create your new user.
Amend Existing
Go to " Reports & Settings Maintenance Options System Administrator Add or Edit Users".
- Enter the name of the user you want to amend and press [Search] (You can restrict the search to a specific department by using the <Advanced> button).
- Select their record and press <F5> or click [Edit] .
- Make any changes, e.g. amend their surname if they have got married, amend their email address if it has changed, amend their password if they have forgotten it.....!
- Click [Done] and [Accept] the changes.
Create a Non-active User
You may create a user, following the steps above, but set their "Active" flag to No. This will allow you to use the employee code e.g. for logging tasks in the Personnel Planning module and recording their name against sales in the Unit Sales module .
Multi-Site Setups
| If you are creating a new user from scratch, or copying an exiting user, it is important that the correct site is filled in on the "Details" tab, and also the the correct stock depot is filled in on the "Stock" tab. |
See also
- How do I remove a user?
- How do I deactivate a user?
- Adding options to custom menus
- Why can't a new employee see an existing menu?
- How Do I Change my Platinum Password?
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