- Overview
- Adding a User
- Editing a User
- Changing a User's System Permissions
- Viewing the Access History of Users
- Deleting a User
Overview
A Flex system user is a person who has access to your company’s Flex system. Generally, Flex system users are the employees of your company. Each Flex user is assigned to a security group and they inherit system permissions from that group.
In this article, we will detail the process to create, delete, edit, link, and set permissions for users, as well as view the access history of your Flex instance.
Adding a User
First, you'll open the settings page for Users. Click the Icon to open the Menu, then click System Settings, and scroll to the bottom to select Users.
The Users page opens. You will see a number of default users in your system, in addition to those who have been added, if applicable. Along the top, you will see that each column can be used to filter the user records. Along the bottom, we can click the Icon to begin adding a new user
A dialog will open. Fill out the fields, then click CREATE to create the user record. Fields marked with a red asterisk (*) are required, and you must select one security group under Security Group Membership.
If this is the first time you're adding a new user, read on for more details.
The first three fields you will fill out are:
- 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.
The next field here is Contact. It is in this field that we can link a Contact Record to a User, so that information like email addresses, phone numbers, and addresses can link to that user when they create a new element within Flex, like a Quote.
If you have already created a matching contact for the user you are creating, simply type their name in the field, and select it from the drop-down that appears.
Otherwise, click the icon to search for, or create, a new Contact Record. In the dialog that opens, you can preform a detailed search of all Contact Records, or click the New Contact button.
When you select a contact or finish creating a new one, the contact record name will appear in the Contact field. Remember- when creating Contact Records for your employees, they should have the Employee resource type.
Next, you'll continue filling out the New User dialog:
- Locked: Choosing Yes will lock the user out of Flex and prevent them from logging in. Useful for future, past, and temporary employees.
- Additional Notes: Any additional notes about the user.
- Security Policy: Learn more on the Security Policies page. This is not configured by default.
- Default Security Group: The main security group that the user will belong to.
- Security Group Membership: Additional security groups that the user will belong to.
Note that if you only select one Security Group for a user, you can use either the Default Security Group or Security Group Membership to make your selection.
- Require Password Change: Choose Yes to require the user to change their password upon their first login. Highly recommended for new users.
- Password: The user's password.
- Verification: Verify the above password.
Typically, password can be initially set to something simple, like "123", and as long as Require Password Change is set to Yes, the user will create their own password on login.
Editing a User
Editing a User in Flex is straightforward, and is similar in process to adding a new user. To begin, open the Users page as demonstrated in the Adding a User section above. Double-click anywhere on a user's line to open the record and edit it.
With the user record open, you can now make changes to the record as you see fit. Once you have made your changes, click UPDATE to save the record and close the edit dialog.
Changing a User's System Permissions
To change a user's individual permissions, which will take precedence over a set Security Group, navigate to the users page as outlined in the first section, Adding a User. Click the Icon to open the Menu, then click System Settings, and scroll to the bottom to select Users. click the Icon that appears between a user's name and check box, and then click the Icon to View Permissions for a user.
Permissions will either grant or deny access to various pages, settings, and operations in Flex. For more information on specific permissions please refer to the permissions glossary.
By default, all permissions in this dialog will typically be set to Inherit, which means that the state of that permission is inherited by the security group associated with that user. You can see if a permission is inherently granted or not by the Green Check or Red X next to the permission.
Deny will prohibit the user from preforming an action related to the permission regardless of security group association.
Grant will allow the user to preform the action related to the permission regardless of security group association.
Once you have finished making changes, click SAVE to save your changes. Permission changes will take effect immediately, however it may be necessary for the user to refresh their page(s) to see the changes.
Viewing the Access History of Users
Within Flex, it is possible to view a log page of all login records, both successful and failed, in your Flex system. This information acts as a paper trail of activity in your system, allowing you to see when users are logging in, and where they are logging in from.
To open the User Access History page, Click the Icon to open the Menu, then click System Settings, and scroll to the bottom to select User Access History.
The page will open, and you will see a filterable matrix view of all login records in your Flex instance. The fields shown here are the user's Name, the Email on their user record, the IP Address they are accessing Flex from, the Timestamp (Date & Time) of the login activity, and the Result, whether the login was successful or not.
Deleting a User
Although Flex includes no limit to the number of users active in your system, it can become beneficial to remove users from your system to simplify and clarify the users list. Deleting users from your flex system is a simple and straightforward process.
To begin, navigate to the Users page as mentioned in the beginning of the first section, Adding a User. Click the Icon to open the Menu, then click System Settings, and scroll to the bottom to select Users.
Once the Users page is open, simply click the check box next to a user record, then click the Icon.
A dialog will open, asking you to confirm the deletion of the selected user(s). Check the box next to "I Agree" and click Yes to complete the deletion.
When the dialog closes you will see that the selected record(s) are no longer on the list of active users.
At any time, with this page open, you can click the check box along the bottom for Show Deleted Only to see the user records that you have deleted from Flex. These records are kept in your Flex system so that records like logins, scans, and changes within your system are still properly attributed to those users.
With the Show Deleted Only option active, you can click the Icon that appears between a user's name and check box, and then click the Icon to Undelete User. You can also check multiple user records and click the Icon to undelete multiple users at once.