User Administration

The User Administration catalogue comprises and describes all methods and tools that are designed to keep, classify, manage, and maintain users data and relations by using advanced features.

The Users and the Groups lists contain all detailed information about the individuals who gain access to your SimpleOne solution and get their roles. These records provide to register data about SimpleOne users activity in your system.
The Employees list keeps records with information about persons who work for your organization according to the employment contracts. These list records allow counting your employee work schedules and time of absences.
The Companies, Branches, Sections, Departments, Units, and Locations lists are intended to describe your company's organization structure.

Keeping this data as records in table views allows administrators to manage the basic entities effortlessly.

User Administration actions

Role required: admin.

Add a new record

You can add new records in lists. To create a new record, please complete the following steps:

Push the New button on the top left;
Fill in required fields on the form;
Push the Save button at the bottom or the top of the form to save changes or the Save and Exit button at the top of the form to save changes and leave the filling form.

Click the information icon on the left of the record's name field to view record details. To enter the record form, push the Open record button in the preview form.

Configure Form layout

You can change the form appearance customizing visible fields in form layouts with the steps below:

Open the record form by clicking on a row in a table view or pushing the Open record button in preview form;
Enter the hamburger menu on the top left and select the Configure→Form layout menu item;
Customize list review in the desired way with Form Layout developer features;
Push the Save button at the top of the form to save changes and leave the form.

To apply saved types of views enter the Views menu option of the hamburger menu and select a required view.

Configure List layout

You can change the list appearance customizing visible fields in list layouts with the following actions below:

Enter the hamburger menu on the top left and select Configure→List layout menu item;
Сustomize list view in the desired way with List layout developer features;
Push the Save button at the top of the form to save changes and leave the form.

To apply saved types of views enter the Views menu option of the hamburger menu and select a required view.

The Table option in the Configure menu item of the hamburger menu is used by SimpleOne Administrators to configure tables with advanced settings via Developer Tools.

Sort records

You can implement fast list records sort alphabetically clicking on appropriate table column title fields.

To sort records by a custom condition, click the filter icon to enter the Condition Builder tool which allows creating conditions for the collecting of the fields dynamically formed, depending on the context.

To provide quick access to your saved sorted list, mark it as favorite with the Favorites tools.

Delete a record

To delete a record, please select it switching-on the checkbox on the left side of the list table and then click the Delete button on the top right of the page.

You can delete the same way all the list records previously selecting them with the switched-on checkbox on the left under the list table.

Users

The Users list is used to keep all detailed information about users containing personal data, account, and login settings required for authentication. It allows setting up relations with other users, groups of users.

This entity provides to register data about SimpleOne users activity in your system. To manage the Users data, navigate to the User Administration → Users menu.

The User record contains the following fields:

Field	Description
User ID	A unique user login identifier.
Display Name	A name displayed in the system.
First Name	User's full first name.
Last Name	User's last name.
Employee	Assign an appropriate employee record from the Employees list.
Primary Group	Assign user's group clicking on the magnifier icon and selecting one from the list appeared.
Password hash	Assign user's login password with further opportunity to change it if needed.
Password needs reset	Set this checkbox active if password needs to be changed by the user on the first login.
Active	Set this checkbox on to make the user active or inactive.
Locked out	Set this checkbox active to assign this user as a non-interactive user.
Email	A user's email address.

The Related Lists at the bottom of the record form includes the following tabs below:

User Group - all the user's groups;
User Story - all the stories created by the user;
User Token -contains user's token logs;
User Role - all user's roles that are specified by the administrator.

To add a record, select a needed tab, and push the New button. Fill in the form with the required information, then push the Save button.

Groups

The Groups list contains all groups that are used to unite users by a common purpose or to classify them by specific attributes set by the administrator. Keeping users together provides applying actions performed on groups automatically to all group users.

To manage users groups, go to the User Administration → Groups menu.

The Group record contains the following fields:

Field	Description
Name	A group name.
Description	A detailed information about the users group.
Responsible	Assign a responsible person to a group from a drop-down users list.
Slack Channel	Specify a Slack channel that is used by the group members.

The Related Lists at the bottom of the record form includes the following tabs below:

User Group - to assign a user from the Users list to a group;
Group Contains - to assign a subgroup to a group;
Role Group - to designate the group role from the Roles list.

To add a record, please click a needed tab, push the New button, and fill in the form with the required information, then push the Save button.

Companies

The Companies list is used to keep information about all organizations your company conducts business with. You can assign a company class representing type if the activity, dependencies, or kind of relationships with your company.

To manage the Companies list, navigate to the User Administration → Companies or to the Organization → Companies menu.

The company record contains the following fields:

Field	Description
Name	Company name.
CEO	Name of the Chief Executive Officer.
Class	Represents a type of activity or relationship: None, Internal, Customer, Vendor, Manufacturer, Service Provider, Service Partner. You can choose one of the possible values from the drop-down list.
Parent company	Name of the parent company if it is needed to be signed.
Location	Choose one of the possible values from the Locations list.

The Related List at the bottom of the record form includes the following tabs below:

Branch - all company's branches;
Section - all company's sections;
Department - all company's departments;
Unit - all companys' units.

You can submit the company structure with the Branchs, Sections, Departments and, Units list, which comprises all the company divisions and allows assigning users to them.

The organization structure of a Company has the following gradation: Organization → Branch → Section → Department → Unit.

Branches

To manage the Branch records, go to the Organization → Branches menu.

Field	Description
Name	A department name.
Type	A type of a company's division.
Company	Assign a company from the list.
Branch head	Assign a person in charge from the Users list.
Location	Assign a location from the list.
City	Enter the name of the city where this Branch is located.
Street	Enter the name of the street of a Branch location.
State/Province	Define a State or Province name of a Branch location.
Zip/Postal Code	Define a Zip or Postal Code of a Branch.
Phone	Enter a Branch phone contact number.
Notes	Enter the information notes.

Sections

To manage the Section records, go to the Organization → Sections menu.

The Section record contains all the same fields as the Branch record and the field of the parent Branch name.

Departments

To manage the Departments records, go to the Organization → Departments menu.

The Department record contains all the same fields as the Branch record and the fields of the parent Branch and Section names.

Units

To manage the Unit records, go to the Organization → Units menu.

The Unit record contains all the same fields as the Branch record and the fields of the parent Branch, Section, and Department names.

Employees

The Employees list keeps records with information about persons who work for your organization according to the employment contracts. These list records allow counting your employee work schedules and time of absences.

To manage the Employees records, go to the Organization → Employees menu.

The record form contains the fields below:

Personal details:

First Name - an Employee's first name;
Middle Name - an Employee's middle name;
Last Name - an Employee's last name;
Photo - upload a person's photo;
Gender - choose a male or female gender;
Date of Birth - enter a person's date of birth or use the calendar button to establish the date;
Interests, Hobby - specify Employee's interests;

Employment information:

Employee ID - a unique ID applied to a particular Employee;
Job Title - Enter a person's job title;
VIP - set this checkbox active to mark the Employee as a VIP person;
User - choose a User record from the list to bind it with a particular Employee record;
Manager - select a User record from the list to assign an Employee's manager;
Company - specify a company as an employer;
Branch - assign an Employee's working branch from the list;
Section - assign an Employee's working section from the list;
Department - assign an Employee's working department from the list;
Unit - assign an Employee's working unit from the list;
Employment Status - specify the type of employment choosing one of the possible values;

Working schedule information:

Timezone - specify a timezone selecting it from the list;
Work Schedule - assign a Schedule choosing it from the Schedules list;
Effective From - select a date of the Employee's activity beginning;
FTE - choose one of the possible full-time equivalent values;

Contact Information:

Email - enter the Employee's email;
Mobile Phone - enter the mobile phone number;
Business Phone - enter the business phone if necessary;
Location - determine an Employee's location choosing it from the Location list.

Locations

If some of your company branches or departments are located in various areas, you may use the Locations list to specify a location to a required company or a department.

An administrator can assign a location filling the form fields with an address data (Country, City, etc.), specifying the geographic coordinates and designating a contact person from the Users list.

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