Users

SETUP -> Users

This page allows users and security roles to be maintained.

• Login - must be unique.

• First name

• Surname

• Password - this field is only visible when you create the user. Enter a temporary password, ask the user to change their password on first logon.

• Confirm password - this field is only visible when you create the user. Retype the password entered above.

• Email - email address. Used on some reports where electronic signatures are printed. Also used when the user has forgotten their password.

• Phone Number - mobile phone number. Used when the user has forgotten their password.

• Designation - role in the business. Used on some reports where electronic signatures are printed.

• Roles - select role(s) for this user (these need to be setup in the Roles tab first.

• Active? - untick if the user should not be using snapSales anymore. This will stop them from logging in.

• Signature - this field is only visible when you edit a user (must save first). Select an image file (or drag and drop a file) of the user's signature, this should be in blue pen. The recommended image size is 200x80 pixels. This will show on certain reports where a signature is required, eg Health certificate, invoice if it has been configured for signing, etc.

Restrictions:

For certain pages, you can restrict what the user sees.

• Customers - used for customers that will use the Customer portal. They will only see data for these customers.
• Locations - NB extra configuration is required if you want to use this. Select locations you only want this user to see, useful for external growers and/or coolstores.

Roles

These are the roles in the Users tab. They determine screen permissions/rights.

• Description - role name.
• User rights - tick for each right you want this role to have access to.

Tip

Tick/untick the Right box in the header to tick/untick all rights that are showing (use the filter to restrict what is showing in the list).

Note

If you select an existing role, only rights that role has access to will display. If you want to add more rights, tick the Show all? box.

Rights

Displays all system rights/permissions with the roles and users that have these rights. Administrators have all rights.

• Menu item rights - most screens have a view and edit right (named the same as their menu name).
• Reports and extracts - have their own rights (begin with "Report - " or "Extract - ").
  • Reports & Extracts - this permission is required to see the screen in snapSales, a permission still needs to be given for each report/extract.
• Records - record types (from the Administration menu) have their own view and edit rights (begin with "Records: ").
  • Records - if the user is being given access to any of the Record screens, they will need this permission to see the ADMINISTRATION -> Records screen.
  • Record subscription - allows the user to subscribe to ADMINISTRATION -> Records.
  • Records - Topics (edit) - allows the user to create/edit ADMINISTRATION -> Records topics.
• Forecasts - a few forecast screens have their own permission, but the Forecasts permission will give the user most of the forecast screens.
• Customer portal - see below
• For more complex screens, there may be additional rights, eg
  • Dashboards - gives the user the Inventory, Debtors and Exposure dashboards.
  • Logistics - Sale - clear paid out flag - allows the user to alter returns for a sale even if the growers have been paid out (relevant to growers paid by consignment).
  • Logistics - Sales (supplier invoices) - gives users access to Supplier invoices on the Sale's Pay to tab.
  • Logistics - Sales - Remove Product - allows the user to remove product from a sale.
  • Master data - gives the user access to all MASTER DATA screens.
  • Search - gives the user the SEARCH box.
  • Setup - GL Accounts - Control - extra tab on the SETUP -> GL Accounts screen that shows Control accounts (view and edit permission).
  • Setup - GL Accounts - Special - extra tab on the SETUP -> GL Accounts screen that shows Special accounts (view and edit permission).
  • Setup - Tags - these aren't in the Setup menu, but are in the screens they are applicable to, eg Vendors, Bin submissions, etc. See Tags

Role permissions can be changed here by clicking on the Roles cell. The ticks show which roles have this permission/right.

Customer portal

The URL for customers will be your URL with /customer appended, eg https://demosales21.snapapps.nz/customer. It is advisable to setup a Role for "Customer" and give them this role. You should include the following rights for the customer portal

• Customer portal - loadouts

The Customer portal lists all sales/loadouts for this customer. Click on a record to view more detail including:

• Containers
• Shipping documents - only Documents that have been marked as visible to the customer will be listed.
• Growers - lists growers that have contributed to the load. If the grower has Documents for Customer portal setup in SETUP -> Locations or SETUP -> Vendors, then these documents will be available here. Could be useful for spray records, etc.

Changing passwords

There are 3 options for changing passwords

• Users can change their own password - when logged on, press the key icon in the top left hand corner of the screen.
• User has forgotten their password - from the login screen, press the "Forgot your password?" link. This will ask the user for a login, email address or mobile number. Based on this criteria, the system will try and find the user that matches this information. If only 1 user is found, an email (if the user has an email address setup) or SMS message (if the user has a mobile number setup) will be sent to the user with a link to reset their password. If multiple or no users match the criteria, an email alert will be sent to the email address setup in the "PasswordResetEmail" setting in SETUP -> System.
• Admin person changes the password for a user - this can be done on the Users screen by pressing the key icon for the user.