Page Comparison

Click the Phocas menu button > Administration > Users to open the Users screen, then click the user’s name (blue link) to open the user maintenance form.

The user maintenance form allows you to view and change a user's permissions, functionality and other settings.  Select Administration > Users to see a list of Phocas users or search for a user. Select a user from the 'Name' column to open the user maintenance form. You may The settings are organized into several tabs. Depending on your profile, you might not see all of the tabs described below, depending on your profile.

User tab

The User

 tab is divided into

three sections; user information displays in the top section

, followed by licence information and basic permissions underneath. It is essentially the same screen that you populate when you create a new user. The other tabs appear

when the user has been created.

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User information

• Username (

• mandatory): The name the user will use to log in to the application. This usually matches a user's Windows network login.

• Display Name (

• mandatory): The name displayed on the user menu.

• Email: The user's email address. A user needs a valid email address to be able to receive subscriptions. New

• users on the current version of Phocas will be asked to enter an email address the first time they sign in, unless one has already been entered here.

• Phone numbers: Information fields.

• Group, Territory: Groupings used to make bulk updates easier and allow for filtering by group or territory from the View a list of all users screen. These fields may be disabled for some admin users, depending on your permissions.  You need to have 'Users: All Users' selected in your profile.

• Language:

•  If language is left blank, the default system language will be used. Selecting a different language does not change the names of measures, properties or dimensions, as these are defined by the data in each database.

• Show splash screen: Controls whether a splash screen will be displayed when the user signs in.

• Default home screen: Either leave this blank to present the user with a home screen listing the databases, dashboards and favorites to which they have access, or select a dashboard as their default home screen. You can only choose a dashboard to which they have access.

• Timezone:

• The default timezone for the user. They can change this via their personal settings screen.

Licence

View or change the user’s licence type, and add or remove CRM or Rebates licences.

Permissions 

• General:

  • Account Locked: If a user exceeds the limit on the number of login attempts they will be automatically locked out of their account. Untick 'Account locked' to unlock their account. For information on setting a limit on failed logins see Set your site's password policy 

  • Detailed Logs: Controls whether every query by the user is recorded (they can be viewed in the 

• • User maintenance form#Usage tab). Enabling this option can slow the system so it should be used with caution.

• Folders: 

• Selecting any of the folders displayed in this list allows the user to access the

• favorites and dashboards in the

• selected folder. Profile settings control whether a user can create or delete items.

• Integrations: 

• Selecting any of

• the integration tasks displayed in this list allows the user to access these actions from the grid. 

Profile tab

The Profile

tab controls which functional elements of Phocas are available to the user.

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Profile type

You can select one of the following profile types:  

• A pre-defined system profile. These are common profiles created in the Profiles administration form and assigned to multiple users. They are usually:

  • Viewer

  • Basic

  • Advanced

  • Administrator

• A <blank> profile. The user has no enabled functionality. This means that they are able to run favorites that are in the folders listed on the User page and drill down on the resulting data, but they cannot create new favorites or change modes within the existing ones.

• A 'User Specific' profile. Each of the elements can be enabled or disabled for a specific user. 

If a user has a

Viewer licence, the Profile tab on their individual user maintenance form has the profile type grayed out.  

Administrators with permission can edit a system profile or create a new profile

by selecting Administration > Profiles from Phocas menu. See Assign profiles to users.

General profile settings

The profile settings are organized into the following sections:

• Dashboards and Favorites - See Allow users to subscribe to dashboards and favorites

• Financial Statements - These settings apply to the Financial Statements module:

  • Access Restricted Account Transactions - See Allow users to view restricted transactions.

  • The Manage Custom Statements See Allow users to customize financial statements.

• Budgets and Forecasts - The Manage Budgets and Forecasts setting applies to the Budgets and Forecasts module. See Allow users to manage budgets and forecasts.

• Databases

• Collaboration - See Allow users to share dashboards and favorites.

• Query - These settings determine what users can do in the grid. See also Allow users to export or copy data.

• File Upload - See Allow users to upload files.

• Administration - These settings apply to the Administration profile. See Customize administrator permissions.

• CRM and Rebates - These settings apply to the CRM and Rebates modules.

Databases tab

The Databases tab displays the available databases and you to manage user access to those databases. See Manage user database access and restrictions.

Favorites tab

The Favorites tab displays any personal favorites created by the user, as well as any favorites shared with them

.

You can filter

favorites by whether they are owned by the user (

ones they have created), whether the user has subscribed to them (

including frequency and delivery type) or

by database. In the image below, the

Is subscribed

filter is active and has turned orange. 

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You can delete any of these favorites. Deleting a personal favorite permanently removes it from the system. Deleting shared favorites just removes if from the user's view, it remains for other shared users and the original author. Select the favorite, then click the Delete button.

Dashboards tab

The Dashboards tab displays any

personal dashboards created by the user.

 You can delete any of these dashboards. Select the dashboard, then click the Delete button.

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Usage tab

The

Usage tab displays a Column chart illustrating the user's usage

. Every time a user performs a query on the query screen, the count for that database and that day is increased. This includes whenever a new item (dimension, measure, property,

and so on) is selected. Dashboard and chart queries are not counted. 

By default, the chart shows usage across all databases during the past 28 days. You can filter by a database or

3, 6 or 12 month period.

Query Log tabs

If Detailed logging is enabled, this tab displays details for each query the user makes. This detailed logging records the date/time, the database, mode, dimension, period, any selections made and whether the result was shown as a chart or grid.

 Not all admin users will see this tab.

• The Purge button against the user permanently deletes all recorded events. 

• The Refresh button re-queries the log and reloads the page.

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Other (hidden) tabs

The user maintenance form contains some additional tabs not typically available to administrators, which are used by Phocas implementation and support consultants. These include Settings and Audit.