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
When setting up a new user record we would strongly advise copying an existing user record. Selecting a user who does the same or a similar job saves time and effort as the new user will inherit the settings, permissions and menus of the existing user.
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 to see all users. |
- 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.
Amend the following fields to personalise the user record:
- 'Code' - enter the initials of the new user. If these initials have been used previously you should add a middle initial or the second letter of the surname e.g. 'KKI'
- "Short Name" - enter the employee's first name.
- "Long Name" - enter the employee's full name in
- "Email" - address they will send from.
- Ensure the "Leaving date" is blank and "Active" is set to 'Yes'.
- "Password" - Enter a password. This field is a maximum of 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. Below the password box the system will display a "Score" to show how secure the password is. It must be a 'High Score' to be accepted.
- Repeat the same password in the "Confirm" field.
| On the right of the screen you will see an "Online ID". This will be the Employee Code and your company ID and is used for logging in to Platinum Online. |
- "Password" - Enter a password. This field must contain at least one number, one letter and one symbol. Including a mix of upper and lower case letters, numbers and symbols will improve the security of the password. If it is not secure enough it will not be accepted. Below the password box the system will display a "Score" to show how secure the password is. It must be a 'High Score' to be accepted.
- Repeat the same password in the "Confirm" field.
- Select [Done] and [Accept] to create your copied user.
Creating a New User Record
 | We strongly advise you follow the steps outlined in the previous section to copy an existing user record. If you choose to create a brand new user record you will need to manually check all fields and assign them to the relevant menus. |
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.
Creating 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 without enabling their access to the system.
Multi-Site Companies
If your system has multiple sites enabled you should ensure users are allocated to the correct Site and Stock depot. This will allow transactions to be correctly linked to the site they are working in and that stock is taken from the correct depot when processing workshop jobs and sales orders.
- On the [Details] tab enter the "Site" the user is located at.
- You may press <Ctrl+F1> and click [List] to select from available sites.
- Leave this field blank if they work at the 'Main site'.
- On the [Stock] tab enter the "Default depot" the user is located at.
- You may press <Ctrl+F1> and click [List] to select from available depots.
Other settings may be required depending on your specific requirements. The Workshop Unit Site and Unit Locations are usually defaulted from the user site but you may override this for a specific user, if required.
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?
- How do I amend an existing user record?
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