Users

Maintenance | Users Group | Position

Users

The Users Maintenance screen allows the user to configure and add Users that can use their system.

Requirements before using Users

• The user should setup the following Maintenance Module in order to proceed on using the Users module
  1. Position
  2. Users Group

Users Record List

Notes:

• Users are records that has the privilege to access the system
• Users has a set of access on what specific modules that they can access through the system. The privilege and restrictions can be adjusted through Users Group

Adding Users

1. Click Users under Maintenance Module
2. Under Users Screen, Click Add Users
3. Fill out the necessary fields then click Save. Note: Fields with * are require fields

Field	Description	Expected Values	Restricted Inputs	Character Limit	Required Field?
1. First Name	• First Name of the User	*Alphanumeric *Special Character	None	20	Yes
2. Middle Initial	• Middle Initial of the User	*Alphanumeric *Special Character	None	2	No
3. Last Name	• Last Name of the User	*Alphanumeric *Special Character	None	20	Yes
4. Group Access	• Group Access of the User	*Users Group List under Users Group Maintenance Module	Any inputs not mentioned in the allowed inputs	N/A	Yes
5. E-mail	• Email Address of the User	*Alphanumeric *Dash "-" *Underscore "_" *Must follow the format ___@__.__	Any Special Characters not mentioned	150	Yes
6. Phone	• Phone Number of the User	*Numeric	Any inputs except numbers	25	Yes
7. Mobile	• Mobile Number of the User	*Numeric	Any inputs except numbers	20	Yes
8. Username	• Username of the User	*Alphanumeric *Special Character	None	20	Yes
9. Password	• Password of the User	*Alphanumeric *Special Character	None	255	Yes
10. Position	• Position of the User	•Position List under Position Maintenance Module	N/A	N/A	Yes

Notes:

• Username is a unique required field in the module. This cannot be edited once the account was created.
• Group Access is required field in the module. The list of Group Access can be found in Users Group Maintenance Module.
  • Group Access can be used as long as the status of the Group Access is ACTIVE
• Position is required field in the module. The list of Position can be found in Position Maintenance Module.
  • Position can be used as long as the status of the Position is ACTIVE
  • INACTIVE position can still be use if it is used by the users prior to its deactivation.

Viewing Users

1. Click Users under Maintenance Module
2. Select a User record that needs to view its details. Click the drop-down arrow then click View.
3. The user has an option to Edit the Users Record upon viewing it.

Editing Users

1. Click Users under Maintenance Module
2. Select a Users that needs to update its details. Click the drop-down arrow then click Edit.
3. Update the necessary fields then click Save.

Field	Description	Expected Values	Restricted Inputs	Character Limit	Required Field?
1. First Name	• First Name of the User	*Alphanumeric *Special Character	None	20	Yes
2. Middle Initial	• Middle Initial of the User	*Alphanumeric *Special Character	None	2	No
3. Last Name	• Last Name of the User	*Alphanumeric *Special Character	None	20	Yes
4. Group Access	• Group Access of the User	*Users Group List under Users Group Maintenance Module	Any inputs not mentioned in the allowed inputs	N/A	Yes
5. E-mail	• Email Address of the User	*Alphanumeric *Dash "-" *Underscore "_" *Must follow the format ___@__.__	Any Special Characters not mentioned	150	Yes
6. Phone	• Phone Number of the User	*Numeric	Any inputs except numbers	25	Yes
7. Mobile	• Mobile Number of the User	*Numeric	Any inputs except numbers	20	Yes
8. Username	• Username of the User	*Alphanumeric *Special Character	None	20	Yes
9. Password	• Password of the User	*Alphanumeric *Special Character	None	255	Yes
10. Position	• Position of the User	•Position List under Position Maintenance Module	N/A	N/A	Yes

Notes:

• Group Access is required field in the module. The list of Group Access can be found in Users Group Maintenance Module.
  • Group Access can be used as long as the status of the Group Access is ACTIVE
• Position is required field in the module. The list of Position can be found in Position Maintenance Module.
  • Position can be used as long as the status of the Position is ACTIVE
  • INACTIVE position can still be use if it is used by the users prior to its inactivation.

Importing Users

1. Click Users under Maintenance Module
2. Under Users Screen, click Import Users under Options.
3. Download the template in the link provided under step 1.
4. Fill up the information needed for each columns of the template.

Field	Description	Expected Values	Restricted Inputs	Character Limit	Required Field?
1. First Name	• First Name of the User	*Alphanumeric *Special Character	None	20	Yes
2. Middle Initial	• Middle Initial of the User	*Alphanumeric *Special Character	None	2	No
3. Last Name	• Last Name of the User	*Alphanumeric *Special Character	None	20	Yes
4. Group Access	• Group Access of the User	*Users Group List under Users Group Maintenance Module	Any inputs not mentioned in the allowed inputs	N/A	Yes
5. E-mail	• Email Address of the User	*Alphanumeric *Dash "-" *Underscore "_" *Must follow the format ___@__.__	Any Special Characters not mentioned	150	Yes
6. Phone	• Phone Number of the User	*Numeric	Any inputs except numbers	25	Yes
7. Mobile	• Mobile Number of the User	*Numeric	Any inputs except numbers	20	Yes
8. Username	• Username of the User	*Alphanumeric *Special Character	None	20	Yes
9. Password	• Password of the User	*Alphanumeric *Special Character	None	255	Yes
10. Position	• Position of the User	•Position List under Position Maintenance Module	N/A	N/A	Yes

5. Attach the template then click Import.

Activating Users Record

Users can be Activated in two ways:

• Using drop-down arrow of a record can be used in single record Activation

• Using Activate Button for activating multiple record

Deactivating Users Record

Users can be deactivated in two ways:

• Using drop-down arrow of a record can be used in single record deactivation

• Using Deactivate Button for deactivating multiple record

Deleting Users Record

Users can be deleted in two ways:

• Using drop-down arrow of a record can be used in single record deletion

• Using Delete Button for deleting multiple record

Users Record Option

Actions Available base from Users Record Status

Status	View	Edit	Deactivate	Activate	Delete
ACTIVE	☑	☑	☑		☑
INACTIVE	☑	☑		☑	☑

Notes:

• The user cannot login to the system if its status is INACTIVE
• The user can edit the details while viewing the record.
• Activating/Deactivating and Deleting of Records can be done in two ways.
  • For single records, the user may use the drop down arrow then the action that need to perform.
  • For multiple records, the user may tick the records then click the action button that need to perform
    • Click the Yes in the confirmation to proceed on the action taken.