SS> Security> Users

User Account Maintenance

 

Summary

 

The User Maintenance window is used to create users, add users to a user group (users can also be added to user groups in the User Group Maintenance window in SS> Security> User Groups), and update user information such as employee number and email address.

 

Once an account has been created, the system will generate a welcome email that includes the new user's User Name and a temporary password so the user can access the application.

 

NOTE: The workflow for adding users at organizations that run on-premise Springbrook from a local server is slightly different. New users at those organizations will access the Springbrook application with the same password and user name they use to access the organization network. The password of a user account is not maintained in the on-premise Springbrook application. If there are users on your network that should not have access to the Springbrook application, do not create Springbrook user accounts for those users. Only network users with a user account set up in the application will be able to log in.

 

Once user accounts have been created, menu and database security options can be set up on the user account (SS> Security> Menu Security and SS> Security> DB Security).

 

If you are creating a new user in order to update a user's email address, create the new user and then use the Transfer User Permissions tool (SS> Security> Transfer User Permissions) to expedite the process by transferring the menu security settings, database security settings, and user preferences from the old user to the new user. Click here for information on the Transfer User Permissions tool.

 

Related Links

 

Click here for information on User Group Maintenance.

Click here for information on Cash Receipts module security.

 

Step by Step

 

1     Open the User Maintenance window (SS> Security> Users). 

 

  • When a User is selected in the left section of the window, the fields in the User Maintenance section will populate with the selected user information.
  • Click on an Expand button next to the user record to view the User Groups that a user is attached to.
    • Click the Add to User Group icon to add a user group to the selected user. This will open a list of user groups to select from.
      • Database security (SS> Security> DB Security) and menu security (SS> Security> Menu Security) set up on the user account will override menu security that is set up on the user group. The security set up on a user group will apply if security has not been explicitly set up on the user account. This allows you to attach a user to a user group and then customize the security for a single user.
    • Highlight a user group and click the Remove from User Group icon to remove the selected User Group from the user.
      • The Remove from User Group icon will only be enabled when a User Group is highlighted.
    • User Groups are created in the User Group Maintenance window (SS> Security> User Groups). The User Group Maintenance window also allows you to attach users to a user group.
  • Click the Delete User icon to delete a user.
  • Click the Add to User Group icon to add a user group to the selected user.  This will add a new line item to the left section of the window.
  • Click the Reset Password icon to reset the currently selected user's password. This icon will not display for agencies using enhanced multi-factor authentication security.

 

2     Create a new user account. 

 

  • Press INSERT or click the Create User icon to create a new user. This will create a new line item in the User Maintenance section of the window.
  • Enter a User Name. This is what the user will enter to log into the Springbrook application. Make sure it is the same as the user account used to log into the MS Windows network.
    • The user name can be up to 32 alphanumeric characters long.
    • The User Name field is not case sensitive. A user account set up as TOM is the same as a user account set up as tom.
    • Once a user name has been entered and the user saved, the User Name cannot be modified.
  • Enter a Description of the user account.
    • If the User Name field does not include the entire name of the user, you may want to enter the name of the user in the Description field. For example, Tom Smith.
    • The Description field can be up to 30 characters long.
  • Enter an Email address for the user account. This is required field. Once the new user account is saved, the system will generate a welcome email that includes the new user's User Name and a temporary password so the user can access the application.
    • The welcome email will not include password details for agencies using MFA/SSO.
  • Enter an Employee Number to associate the user account with a Payroll module employee record. This is currently only required if you use the Timesheets feature. Click here for and overview on the Timesheets process.
  • Check the Use Scheduling toggle to include the user in the Springbrook appointment scheduling system.
    • When this toggle is checked, the new user will appear on the User Schedule Setup Maintenance window (SS> Maintenance> User Schedule). Here the user's availability can be set up so that the user can be included in the appointment scheduling process. Click here for information on the User Schedule Setup Maintenance window.
    • This toggle is only active when the user is being initially created. In order to add a user to the appointment scheduling system after a user is created and saved, you must use the User Schedule Setup Maintenance window.
  • The Active toggle will automatically be checked on all user accounts, as this is the default user status. Uncheck the toggle in deactivate the user.
    • Deactivated users will be unable to log in to the application. When a deactivated user provides valid login credentials, a message will display explaining that the user has been deactivated and they should direct questions to the system administrator.
  • Check the Work Flow Admin toggle if the user should be set up as a work flow administrator.
    • Work flow administrators are able to approve or reject ALL work flows assigned to other Springbrook users.
  • The Tableau Settings section displays for users in agencies that are using the Tableau-powered Springbrook Analytics reporting tool.
    • The Tableau User and User Can Publish settings are initially set up on the Tableau User Maintenance window (SS> Web Maintenance> Tableau Users). Click here for information on Tableau User Maintenance.
    • If a user is deactivated, both the Tableau User and User Can Publish toggles will be automatically unchecked.
  • The Multi-factor Authentication section displays for agencies using multi-factor authentication (MFA). This section is used by an agency administrator to check, update, and reset a user's MFA status.
    • The Load Status button will check the MFA status of the selected user. Once that status is displayed, that status can be updated with the Opt In or Opt Out button.
      • Users that are members of multiple agencies cannot opt out of MFA.
    • The Reset MFA button will reset the user's MFA account.
      • This option is useful in the event that a user cannot access the device they initially set up as their authentication device, such as a lost or replaced phone. The user will then need to go through the MFA setup process again.
    • Because MFA provides an additional level of security for our partner agencies, Springbrook strongly recommends keeping MFA enabled for all users.
  • Click the Save icon or press ENTER when complete to save the user account.