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Getting Started Part 2: Users and Permissions

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This interactive tutorial begins in the <b>User Management</b> section of the <b>Getting Started</b> module.&nbsp;<br><br>To view the first tutorial, <a target="_blank" rel="nofollow" href="https://www.iorad.com/player/3519/45997/Getting-Started-Part-1–Basics-and-Divisions" title="Link: https://www.iorad.com/player/3519/45997/Getting-Started-Part-1–Basics-and-Divisions"><b>click here</b></a>.<br>

First, watch the short video about User Management before continuing.<br><br>When you have finished the video, click <b>Go to User Management</b> to go to the module.&nbsp;<br>

Admin users can also access this module at the bottom of the left-hand navigation bar under the Settings module.<br><br>Users with lower permissions will not have access to these sections. In this tutorial, we'll learn more about these permissions.

ApparelMagic Cloud's Users module allows you to manage users and their permissions all in one place.<br><br>This screen lists all users in your system. Since we've just started, you'll only have one user, the admin account you are currently using.

The total number of users you may create depends on your firm's ApparelMagic Cloud plan.&nbsp;<br><br>At any point as your company grows, you can add additional users by going to the <b>Subscription</b> area under <b>Settings</b> in the navigation bar on the left.<br>

You can use the sorting tools along the top of the page or search using the button at the bottom of the page to find specific users.<br><br>You'll find that these tools are very similar in many parts of your system, and we'll try them out later on.

In addition to listing all users, you can also see who is logged in using the Online column, when they were last in the system using the Last Login column, and their IP address.<br><br>Now, let's select the&nbsp;<b>New</b>&nbsp;button to create a new user.

Use the fields to create a user. Please note from the previous tutorial, <i>usernames</i> are used to log into ApparelMagic, while<i> email addresses</i> are used to log into the support center. <br><br>Every user must have their own unique email address in this field.

Note that this email address is used only internally. For communication with vendors and customers, you may have an external-facing address or use the same address, which we will look at in a later slide.

Passwords should be at least 8 characters including a capital letter, a lowercase letter, and a numeral.<br><br>Users can change this on their own by clicking their name on the right of the blue toolbar when they log into the system.<br><br>Click <b>Finish</b> to continue.

<p>On the Overview page, you may include additional information about the user, including their <b>Company</b>, <b>Phone Number</b>, and <b>Position</b>.&nbsp;</p><p><br></p><p>You may also edit the password on this page.</p>

<p><span>After the user has logged in, you can see related data in the Activity column. The </span><b>Last Login</b><span> field shows the last time they logged in. </span><b>Last IP</b><span> shows their IP address for the session. The </span><b>Last Screen</b><span> field shows their most recent screen.</span></p>

<p>You may also add a profile picture for the user with the field to the right.</p><p><br></p><p>To add an image, just drag and drop an image file into the white box on the right.</p><p><br></p><p>Click <b>Save</b> before continuing.</p>

Next, we'll move onto the <b>Email</b> tab.<br><br>This tab is completely optional, but can save time in the user's workflow by letting them send documents and emails directly from ApparelMagic.<br>

If desired, you can set up your ApparelMagic Cloud system to send out orders, invoices, and more from your users' email addresses. <br><br>Note that this email address may be the same as the email entered on the Overview tab, but does not need to be.<br>

<p>For example, a user's email address in the Overview tab might be <i>name@business.com</i>, but here it could be an external-facing address like <i>production@business.com</i>.&nbsp;</p><p>This address will be used in the "From" field for communication with outside parties.</p>

<div>Add their username, password, server, and any applicable security.<br><br>After the data is entered, test it with <b>Test E-Mail Credentials</b>. When you're ready, click <b>Save</b> before continuing. We'll move on to the <b>Permissions</b> tab next.</div>

<p>On the Permissions tab, you may set the user's permission levels by groups and individually.</p><p><br></p><p>We'll look at&nbsp;<b>Groups</b>&nbsp;first.</p><div><br>Users in the <b>No Cost </b>group can access all modules, but no costs are visible. They do not have admin access.</div>

<p>Users in the <b>Salesperson</b> group can access the Customers and Orders modules only. They do not have admin access.</p>

<p>Users in the <b>Normal</b> group can view, modify, and delete in all modules, but they do not have admin access.</p>

<p>New users are by default created as Normal users. Frequently the majority of users are in the normal group.&nbsp;</p><p></p><p>If your users need admin access, make sure to put them in the Admin group.</p>

<p>Users in the <b>Admin</b> group can view, modify, and delete in all modules. They also have the ability to access administrative features such as <b>Settings</b> and <b>User Management</b>.</p><p><br></p><p>The account you are currently using is in the <b>Admin</b> group.</p>

For our example, our new user begins as a&nbsp;<b>Normal</b>&nbsp;user since that is the default.&nbsp;Now, we'll place specific restrictions on them using the Module selector.<br><br>Click the<b>&nbsp;+</b>&nbsp;button to add a module.

For this user, they will have all permissions associated with the Normal group, but we will now reduce their privileges in the <b>Commissions</b> module.<div><br></div><div>Simply choose that module, or any you desire from the list to continue.</div><div><br></div>

Next, using the&nbsp;<b>Permission</b>&nbsp;field, we can select what they can do in the module. For our example, we will give them&nbsp;<b>View Only</b> so that they can see the module, but not edit or delete any commissions.<div><br></div>

&nbsp;To remove the module restriction, click the red <b>X </b>at the end of each row.<br><br>Using the&nbsp;<b>Permission</b>&nbsp;field, you are able to reduce user permissions. However, if you need to increase the user's general permissions, you must assign them to a different Group.

For example, if you want a <b>Salesperson</b> to be able to use additional modules like <b>Products</b> beyond their allowed&nbsp;<b>Orders</b> and <b>Customers</b>, you should change their group to <b>Normal</b> and then reduce permissions for any other modules.<div><br></div><div>Click&nbsp;<b>Save</b>&nbsp;to finish.</div>

Let's return to the <b>User Management</b> screen.

You'll see that the new user is displayed in addition to your admin user.<br><br>If you select the&nbsp;<b>Actions</b>&nbsp;button at the bottom of the screen, you'll see you can&nbsp;<b>Log Off</b>&nbsp;or&nbsp;<b>Delete</b>&nbsp;the user. Let's choose&nbsp;<b>Message</b>&nbsp;to send a quick message to the user.

Simply enter your message in the text box and click&nbsp;<b>OK</b>&nbsp;to send.<br><br>The message will show up as an alert on their Notifications icon on the top blue tool bar as soon as you've sent it.<br><br>If they are not logged in, it will be there waiting for them.

You can also send messages from the&nbsp;<b>Notifications</b>&nbsp;icon. Let's click on it to see how.

Click the&nbsp;<b>Send Message</b>&nbsp;button at the bottom of the drop down list.

Select the desired recipient in the&nbsp;<b>User</b>&nbsp;field and enter your text in the&nbsp;<b>Message</b>&nbsp;field, clicking Send to send the message.<br><br>The recipient is also able to use the Notifications icon to reply to you or send messages to other users.

When you feel comfortable with the User Management area, return to the <b>Getting Started</b> area using the dialog box at the bottom right of the page or the <b>Get Started</b> button at the top of the left-hand navigation bar.

Click <b>Done</b> to confirm you've finished the section. Remember you must mark all sections as done before accessing your system in full.<br><br>In the next lesson, we will look at settings and dictionaries.

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