Flex4: Users

Adding a User

1. On the System Settings menu, click Users.
2. Click New User in the Workbench Menu.
3. Enter the new user information.
   • Name: The user's name, first and last.
   • User ID: The ID that the user will use to log in.
   • E-Mail Address: The user's email address.
   • Locked: Choosing Yes will lock the user out of Flex.
   • Additional Notes: Any additional notes about the user.
   • Security Policy: Learn more on the Security Policies page.
   • External Authenticator: Advanced feature.
   • Default Group: The main security group that the user will belong to.
   • Group Membership: Additional security groups that the user will belong to.
   • Require Password Change: Choose Yes to require the user to change their password upon their first login. Enter the temporary password and verify in the next two fields.
   • Password: The user's password.
   • Verification: Verify the above password.
4. Click Create.

Editing a User

1. On the System Settings menu, click Users.
2. Double-click the user name that you want to edit.
3. Edit the user's information. 
   • Name: The user's name, first and last.
   • User ID: The ID that the user will use to log in.
   • E-Mail Address: The user's email address.
   • Locked: Choosing Yes will lock the user out of Flex.
   • Additional Notes: Any additional notes about the user.
   • Security Policy: Learn more on the Security Policies page.
   • External Authenticator: Advanced feature.
   • Default Group: The main security group that the user will belong to.
   • Group Membership: Additional security groups that the user will belong to.
   • Require Password Change: Choose Yes to require the user to change their password upon their first login. Enter the temporary password and verify in the next two fields.
   • Password: The user's password.
   • Verification: Verify the above password.
4. Click UPDATE.

Linking a User to a Contact Entry

To properly complete the process of adding a Flex system user, the user needs to be linked a contact entry. This will give the user a “My Calendar” to choose from the calendar drop-down menu, as well as automatically fill in the “Account Manager” and “Warehouse” fields with the user’s contact entry information when creating a Quote.

1. Create a contact entry for the Flex system user. (See Creating and Editing a Contact if you need help with this.)
2. On the user's contact page, click on the Terms/Notes tab.
3. In the Security section, enter the user's Flex system user name, home base location, enabled locations, and corporate identity (if applicable).
4. Close the contact entry page when finished. All changes are automatically saved.

Changing a User's System Permissions

As mentioned in the Overview, each Flex user is assigned to a security group and they inherit system permissions from that group. Most users will be able to perform their job effectively based on the permissions they inherit from their security group. You might decide, however, to grant or deny certain permissions for some of your users. You can do this by overriding the permissions that the user is inheriting from their security group.

How to override a user's system permissions:

1. On the System Settings menu, click Users.
2. Click the PERMISSIONS button in the row of the user that you are editing. 
3. Click the GRANT or DENY field for any permission that you are overriding.
4. Have the user log out and log back in for changes to take effect.

Viewing the Access History of Users

You can view the access history of any user in your Flex system. You can either view the access history of a single user, or the access history of all users on a single page. The access history log will show the following information:

• User Name
• E-Mail
• IP Address (from where the user logged in)
• Timestamp (the day and time the user logged in)
• Result (successful or unsuccessful login)

How to view the access history of a single user:

1. On the System Settings menu, click Users.
2. Double-click the user name that you want to view the access history for.
3. Click Access History in the Workbench Menu.
4. Click the BACK button to go back to the user information page.

How to view the access history of all users:

1. On the System Settings menu, click Users.
2. Click Access History in the Workbench Menu.
3. Click the BACK button to go back to the user list page.

Deleting a User

1. On the System Settings menu, click Users.
2. Double-click the user name that you want to delete.
3. Click Delete User in the Workbench Menu.