Adding new users to the system is preformed in the Setup module. Before users can access the system, their User ID and Passwords must be specified, as well as their settings for authority level.
Administrator Authority Required
If your user profile is setup with Administrator Authority (SysAdmin), the Setup link will be displayed in the upper right-hand corner of the display screens next to the My Settings and Logout links. If you do not see the Setup link, then your user profile does not have the authority to access the system setup screens.
Accessing The Settings For: Users
Select the Setup link at the top of your screen. The System Setup Screen will then be displayed. In the submenu titled Users & Accounts, select the Users menu option.
The System User Table will then be displayed. It lists the current users configured in the system. Below is an example:
Adding A New Users
To add new users to the system, simply select the New button. A form similar to the form shown below will be displayed.
User ID
Enter a User Id. The User Id is the name which is used to log into the system. For users who are already on an internal business network, it's very common to use the same network user name so they match, and it's also easier for the user to remember.
Password
Enter a default password for the user. The password will be used by the user to log into the system. It can be from 1 to 25 characters in length. Users can later change their own password using the My Settings command.
Last Name
The last name of the user. This name is used most often when sorting users alphabetically.
First Name
The first name of the user.
Email Address
This should be an active Email address used by the user. The system will use this address when sending notices or activity reminders to the user.
Color Scheme
A color scheme used to display information and program data can be selected here. Each user can select their own color schemes if desired.
Authority
Selects the system level of authority for a user. There are two levels of authority that a user can have: SysAdmin and User. SysAdmin authority level enables a user to have access to certain functions in the Setup area and also have access to an expanded set of reports. Unless the user you're setting up is going to me an account administrator or a Manager, this setting should be set to User. (For additional tips on how to set this option, see the topic: User Access and Authority).
CRM authority
Selects the level of authority for the user in regards to accounts and contact information. There are three levels of information access authority that a user can have for CRM authority: Manager, Super User, and User. (For additional tips on how to set this option, see the topic: User Access and Authority). Also, if you are using the Territory functionality, see the topic on Using Territories.
Manager level authority enables a user to View AND Edit all the accounts, not just the ones assigned to them but also the accounts for other users as well.
Super User level authority enables a user to View All the accounts but only Edit the accounts that are assigned to them.
User level authority enables a user to View and Edit ONLY the accounts that are assigned to them.
Add Accounts In CRM
This option allows you to control whether or not you want a user to be able to add accounts into the system. This setting is only for users with a CRM authority level of 'User' since the Manager level is automatically given the ability to add accounts.
Delete Opportunities
This option allows you to control whether or not you want a user to be able to delete opportunities in the system. This setting is only for users with a CRM authority level of 'User' since the Manager level is automatically given this capability.
Can Use Mass Email
This setting controls whether the user has access to the Email All command. If this is set to No, then Email All command doesn't show up on the contact views.
Can Export Data
This setting controls whether the user is allowed to download data from the views and reports. If this is set to No, then the user will not be allowed to download data, they can only view it on the screen.
Time Zone
The time displays in the program can be localized to a users location. Select the time zone where the user is located. Users can later change their time zone settings using the My Settings command.
Access To Tables
This sets the level of access that a user has if given in the Setup area (SysAdmin level). Security Officer enables complete access to change all available system options and information. Update gives access to most of the system tables, but prohibits access to sensitive areas such as changing other users' passwords. View Only enables a user to view, but not to change or delete program options. No Access prohibits a user from gaining access to the Setup area - this is the most common setting for users and the Setup link will not be displayed on their screens. (For additional tips on how to set this option, see the topic: User Access and Authority).
To save the entries and add the new user, select Finish. The program will return to the previous screen and display the updated list of users.
Select Back if you wish to discard any changes and return to the user listings screen.
Select Close if you want to discard any changes and also exit the Users section.
If adding the new user increases your total user count
beyond the current number of User Licenses you're presently being billed
for, a confirmation screen will also be presented to you. This screen
allows you to accept an increase in your User Licenses. Depending
upon the time remaining in your current billing cycle, the cost of the
new user will either be pro-rated to match your present billing cycle,
or the charge will be picked up when your normal billing cycle comes around.