User tab
The 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.
User informationdisplays when you are adding a new user account (other tabs display afterward) and it is the default tab that displays when you open an existing user account. This tab has the following settings:
Username (mandatory): The - The name the user will use to log in sign in to the applicationPhocas. This usually matches a the user's Windows network login.
Display Name (mandatory): The name displayed on the User menu.
Email: sign-in name.
LDAP Authenticated? - Only available on LDAP configured implementations, this setting indicates which authentication method is been used. If the checkbox is selected, the user is authenticated against the LDAP server. If the checkbox is not selected, the user is authenticated against Phocas. If the user is being added from a source other than Active Directory, an additional Password setting is available.
Windows or SQL user name: Only required for older desktop versions of Phocas.
Email* - The user's email address. A The 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: These items 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 Administration users, depending on your permissions. You need to have the Users: All Users setting selected in your profile.
When you add a new user, the Group and Territory fields are automatically populated with your own group and territory and show as disabled, unless you have the permission to assign groups (see point above).
If you have either the Users: Users In Same Group or Users: Users In Same Territory permission but not Users: All Users, both Group and Territory will be disabled.
Language: If language is left blank, the default system language will be usedDisplay Name (mandatory)* - The name that displays on the User menu.
Phone, Cell and Home* - The user’s telephone numbers.
Language* - The user’s language. Selecting a different language from the list will change all text in the product translate the text when the user next logs signs in; however, it does not change does not translate 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 . If this setting is left blank, the default system language will be used.
Timezone* - The user’s timezone.
Home: The user’s default homepage. You can either leave this blank to present the user with a home screen homepage listing the databases, dashboards and favorites to which they have access, or select a dashboard (to which they have access) 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.
LDAP Authenticated? Indicates which authentication method has been used (only available on LDAP configured implementation). If checked, the user will be authenticated against the LDAP server, if unchecked, the user will be authenticated against Phocas. If the user is being added from a source other than Active Directory, an additional 'Password' field appears.
Windows or SQL user name: Only required for older desktop versions of Phocas.
Password
excerpt.
Show splash screen* - Controls whether a splash screen displays when the user signs in.
Group, Territory and Team - Only available if you have the Administration > Users: All Users permission, these items make bulk updates easier and enable filtering in some areas of Phocas.
Password - Determines if the user receives sign-in details by email.
Auto-generate password: If selected,
automatically creates a password that conforms to
your site's password policy (as long as your site uses the default Phocas authentication)
, which is always used in conjunction with the
Email details to user
setting below. See Manage passwords.
Force password change: If selected, when the user first
signs in, the system forces them to enter a new password.
Email details to user:
Only available if the SMTP details are configured and the user has an email address
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 . If selected, sends the URL, username and password to the user in an email.
License - The user’s Phocas license type (Full or Viewer) and access to the CRM and Rebates modules.
Permissions - High-level, site-wide settings applicable to the user.
General > Account Locked: Determines whether the user’s account is locked. If users exceed the limit on the number of login sign-in attempts, they will be are automatically locked out of their account. Untick 'Account locked' to unlock their accounts (and this checkbox is selected). Clear this checkbox to unlock the user’s account. For information on setting on setting a limit on failed loginssign-in attempts, see Set your site's password policy.
General > Detailed Logs: Controls whether every query by the user is recorded. If enabledselected, every query is recorded, along with export activity such as Save to Excel. The logs are viewable in the user account’s Usage tab (see below). Caution should be used when enabling this option, as it can result in large quantities of data being collected, slowing the system down.
Folders:
The folders that contain favorites and dashboards the user can access. You can manage these folders in the Administration > Folders page.
Custom Actions: The actions the user can access from the Analytics grid.
*Users can change these settings later via their personal settings screen.
Profile tab
The Profile tab controls which functional elements of Phocas are available to contains the user permissions.
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 and Administrator.
This is where you control what the user can do in Phocas, from a functionality perspective.
Profile type
Start by selecting a profile option from the dropdown list:
One of the pre-defined system profiles: Viewer, Basic, Advanced and Administrator -
These are common profiles, sometimes referred to as shared profiles that can be assigned to multiple user accounts. You can customize these profiles to meet your organization’s needs.
Each profile has a different combination of user permissions, allowing you to quickly assign multiple permissions to the user at once.
If the user has a Viewer license (set on the User tab), the settings on the Profile tab are unavailable.
The blank profile - Selecting this option means the user has no functionality in Phocas. They can view favorites that are in the folders listed on the User page tab 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 settings The User Specific profile - Selecting this option allows you to create a profile specifically tailored for the user, as each of the permissions can be enabled or disabled for a specific user.
See Assign profiles to users for more information.
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.
General profile settings
The profile settings.
User permissions
The permissions 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 - These permissions govern access to the Phocas dashboards and the actions users can take within those dashboards.
Favorites - These permissions govern access to the Phocas favorites and the actions users can take within those favorites.
Collaboration - These permissions allow users to share dashboards and favorites
Query - These permissions determine what users can do in the grid. See also Allow users to export or copy dataAnalytics grid, such as perform queries, switch modes, select and set periods, change properties, export data, and so on.
File Upload - See Allow These permissions allow users to upload files.
Databases - The main Databases permission allows users to view the list of Phocas databases to which they have access, via the Phocas menu and homepage. The Default Period allows users to set the default period for those databases.
Administration - These settings apply govern access to the Administration profilemodule and the actions users can take there. They are not for regular users, so should be assigned rarely. See Customize administrator permissions.CRM and Rebates rarely assigned.
CRM - Dependent on the CRM license, these permissions govern access to the CRM module and the actions users can take there.
Rebates - Dependent on the Rebates license, these permissions govern access to the Rebates module and the actions users can take there.
Financial Statements - These settings apply to the Financial Statements module. They allow users to customize financial statements and access restricted account transactions.
Budgeting & Forecasting - These settings apply to the CRM and Rebates modules.Budgets and Forecasts module. They allow users to manage budget and forecast workbooks.
Databases tab
The Databases tab displays a list of the available databases and you to manage user access to those databases. See Phocas databases. This is where you control the data the user can access in Phocas. Even if a user has permission to do something in Phocas, such as view a favorite or dashboard, if that user does not have access to the underlying data, no data will display. See Manage user database access and restrictions.
Favorites tab
The Favorites tab displays a list of the favorites to which the user has access, which includes any personal favorites created by the user , as well as any and the 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.
You 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. See Manage favorites.
Dashboards tab
The Dashboards tab displays any a list of the personal dashboards created by the user, if any. You can delete any of these dashboards. Select the dashboard, then click the Delete buttonSee Manage dashboards.
