User Profiles
Location:
The user profile restricts the functions, archive transaction types, process steps, and data changes available for each profile. Every user is linked to a user profile. In addition to the user profile, the user rights are also limited by the user's user level. If the user cannot perform an action, you must check which profile has been given to the user on the Users page and then check which rights have been given to that profile on the User Profiles page.
Note: When the user profile data is changed, the rights of all users linked to the profile are changed. The changes will take effect when the user logs on to the application again.
- Select the correct organizational level.
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If you want to edit an existing user profile, choose the relevant profile in the User Profile menu.
If you want to create a new profile, click New.
Tip: At times, an individual user requires exceptional rights. For such users, a specific user profile can be set up directly on the Users page. The default name of the established profile is the name of the selected user. Later, the same profile can be assigned to other users. It is wise to change the user profile name if other users are added.
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If you want to copy the data from an existing user profile to a new profile, select the name of the profile from the Copy the data from the profile drop-down menu in the next window.
The menu will display those user profiles on whose settings level the user that is adding the profile has rights.
- Enter the name of the new profile in the New User Profile field and press Save.
- When you are copying user profiles from one setting level to another, all the data from the Transaction Types and Processing Steps tabs cannot necessarily be copied to the new profile. Therefore, after the copying, you must check the selections on these tabs and add the required rights to the new profile. If you want, you can also edit the profile rights on the other tabs.
- Save the information using the Save button.
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Select the permitted functions for the user profile from the list on the left side of the Functions tab and click Allow.
The selected functions will be transferred to the Allowed list.
Tip:
If you want to select several functions from the list simultaneously, hold the CTRL key and select each function row with a mouse click.
If you want to select all functions, select the All option.
- On the Transaction Type tab, select or remove transaction types as on the Functions tab. On the Transaction types tab you can define the search rights of the archive's material types. The search rights for the application's internal material types are not limited on the Transaction Types tab, but the search rights connected with them are defined in the Organization Structure. Within the transactions of a transaction type there may be purchase invoice pictures that include sensitive information or confidential attachments. Their viewing rights are limited through the user profile. You can allow the users of the user profile to view the confidential attachments of the transaction type by clicking on the transaction type in the Allowed window and then by clicking on the yellow key icon. By doing so, the symbol (+ LL) is displayed after the transaction type name. This means that viewing confidential attachments is allowed for this transaction type. In addition to the appropriate profile rights, the right to view confidential attachments related to internal transactions necessitates that the user is one of the transaction processors. The right to view confidential files can be removed by clicking on the red "lock" icon. If all material is set as allowed for the user profile (the All check box is checked), also the confidential attachment will be allowed for all transaction types.
- Go to the Processing steps tab and select or remove the processing steps as on the Functions tab. If individual processing steps are defined for a particular company, the processing steps must be set as Allowed in the user profiles.
- Go to the Change Data tab and select or remove the transaction fields that can be modified during the workflow.
- Click on Save.
The User profile data can be printed on the screen by clicking the Print button. However, the user who is performing the print command will not see the user profiles to which he has no rights.