- Adding a User
- Editing a User
- Changing a User's System Permissions
- Viewing the Access History of Users
- Deleting a User
- Undeleting a User
A Flex Assets 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 Assets user is assigned to a security group and they inherit system permissions from that group.
Adding a User
First, open the settings page for Users. Click the Main Menu icon, click System Settings, and select Users.
When the Users page opens, you will see a number of default users in your system in addition to those who have been added later. Along the top, you will see that each column can be used to filter the user records. Along the bottom, begin by clicking the Add New User icon.
Fill out the fields and 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.
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 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 Task.
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 pop-up, you can preform a detailed search of all Contact Records or click the New Contact button.
If this is your first time creating a new contact, please read the Adding and Editing a Contact article for more information.
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, 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.
- 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.
- Require Password Change: Choose "Yes" to require the user to change their password upon their first login. This is highly recommended for new users.
- Password: The user's password.
- Verify Password: Verify the above password.
Typically, the password can be initially set to something simple, like "123". As long as Require Password Change is set to Yes, the user will then receive a prompt upon login to create their own password.
Editing a User
Editing a User in Flex is straightforward and similar 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.
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 Main 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 View Permissions icon.
Permissions will either grant or deny access to various pages, settings, and operations in Flex.
By default, all permissions will typically be set to Inherit, which means that the state of that permission is inherited by the security group associated with that user.
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. 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
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, Select the Main Menu icon, click System Settings, and scroll to the bottom to select User Access History.
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.
To begin, navigate to the Users page by clicking the Main Menu icon, 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 Delete icon.
Confirm by checking the box next to "I Agree" and click Yes to complete the deletion.
Undeleting a User
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 Undelete icon. You can also check multiple user records and click the icon to undelete more than one user at once.