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Users

The Users option is used to maintain details of user accounts that can access Duet. Reports can be filtered and grouped by user.

users

Using the icon to select a user will display the user data. The screen is divided into sections as follows:

User Data

users_edit_user

User Id

The unique system Id for this user account. Read-only.

Account Type

The type of account for this user. Normally 'Application Account'

Access Level

Access level allowed for this user. Normally 'Company User'

Login Id

The Id that the user will use to sign in to the system. The login Id will be the prefix combined with the namespace for the business, e.g. ‘bhodges@tss’.

Status

Users can be Active which means that they can access Duet, or Suspended which means that their access to Duet is blocked.

Reference

Optional extra reference - for example, the payroll ID if data is being exported to your back office.

First Name

First name.

Last Name

Last name.

Alias

The name by which this user is usually referred to e.g. Andrew Gregory, Andy Gregory, Andrew C. Gregory etc. This value is used in reporting so it is preferable that the value identifies the user uniquely within the organisation, even if they share the same first and last names as another employee.

Email

Email address of user. System generated emails (e.g. password reset) will be sent to this address.

Telephone

Telephone number of user.

Locale

Select from a list using the icon. Locale setting affects date & currency display format.

Home Location

Used by the Service Desk module. Specifies this users home location as a possible start location during task scheduling. You can select from a list icon or add a new location.

Applications

Assign application access to this user. You can use the icon to select from applications that your organisation has activated.

External Notifications

If you wish Duet internal notifications to be reinforced with an email use the icon to choose Email Notifications for this user. (overrides Organisation settings)

Maximum Offline Age

The number of days after which the user will be automatically prompted to refresh their offline data. If set to 0, the user will never be reminded.

Permissions Section - Calendar

Leave Approval

Select the toggle to control if approval is required for this user.

Leave Approver

Select the toggle to control if this user can approve leave for others.

Leave Approvers

Select the icon for a list of user(s) who can perform leave approval for this user. If Duet admin has already entered a list of 'Company Leave Approvers' then you can ignore this field. However if you wish to override the approver in this case (maybe it's a specific manager) then you can select from the list.

Absence Approval

Select the toggle to control if approval is required for this user.

Absence Approver

Select the toggle to control if this user can approve absence for others.

Absence Approvers

Select the icon for a list user(s) who can perform absence approval for this user ** See Leave Approvers above as admin may have already set up Company Absence Approvers.

Calendar Manager

Select the toggle to control if this user can manage calendars (create and report on calendars)

Permissions Section - Service Desk

Service Controller

Select the toggle to control if this user has Controller status and can create and manage service tickets.

Service Provider

Select the toggle to control if this user has Provider status and can be assigned and manage service tasks NOTE a user can be both a Controller and a Provider

Service Base Location

Used by the Service Desk module. The default start location for service this user during task scheduling. You can select from a list with the icon or add a new location.

Issue Locations

The default location that parts (inventory) will be issued from during data collection in a service task performed by this user. For example, the users vehicle (vehicle stock). You can select from a list of locations with the icon and more than one location can be selected.

Service Areas

If service areas are in use you can select with the icon the ones that are serviced by this user. More than one area can be selected.

Service Manager

Select the toggle to control if this user can manage service reports (create and report on service data)

Timesheets Section

Timesheet Interval

Default block of time (15 minutes, 30 minutes) that time can be chosen in timesheet entry.

Validate Day

You can toggle the validation of a daily number of hours. Must The daily minimum number of hours per working day be entered?. Excludes weekend days.

Day Minimum Hours

The minimum number of hours per working day that this user must book to a timesheet to allow submission.

Period Minimum Hours

You can enter the minimum number of hours that must be input in a period before timesheet can be submitted. The value of each day does not matter so long as the period total is reached.

Carry Forward Timesheet Entries

Useful if users often repeat the same work over subsequent periods. entries (place worked, type of work etc.) can be carried forward but with a duration of zero hours. Saves entry time.

Timesheet Approval

Use toggle to set approval requirement for this user on or off.

Timesheet Approver

This user can only approve timesheets if this switch is toggled ON.

Timesheet Approver(s)

The possible combinations of values are:

  • If the switch is toggled OFF then this user's timesheets do not require approval.
  • If the switch is togged ON, but no Timesheet Approvers are specified, then the Timesheet Approvers setting from Company are used.
  • If the switch is togged ON, and Timesheet Approvers are specfied, then this user's timesheets will be directed to one of the named users for approval (i.e. this overrides the Company setting). You can declare multiple approvers. Approval by any one of these will progress the timesheet.

Timesheet Manager

Select the toggle to control if this user can manage timesheet reports (create and report on timesheet data)

Expenses Section

users_edit_expenses

Expense Approval

Use toggle to set approval requirement for this user on or off.

Expense Approver

This user can only approve expense claims if this switch is toggled ON.

Expense Approvers

The possible combinations of values are:

  • If the switch is toggled OFF then this user's expense claims do not require approval.
  • If the switch is togged ON, but no Expense Approvers are specified, then the Expense Approvers setting from Company is used.
  • If the switch is togged ON, and Expense Approvers are specified, then this user's expense claims will be directed to one of the named users for approval (i.e. this overrides the Company setting).

Expense Claim Manager

Select the toggle to control if this user can manage expense reports (create and report on expense data)

Requisitions Section

users_edit_requisitions

Requisition Costing

Costing of this users requisitions will be required if this switch is toggled ON.

Cost Provider

This user can only cost other users requisitions if this switch is toggled ON.

Cost Providers

The possible combinations of values are:

  • If the switch is toggled OFF then this user's requisitions do not require Costing.
  • If the switch is togged ON, but no Cost Providers are specified, then the Cost Providers setting from Company is used.
  • If the switch is togged ON, and Cost Providers are specified, then this user's requisitions will be directed to one of the named users for costing (i.e. this overrides the Company setting).

Requisition Approval

Approval of this users requisitions will be required if this switch is toggled ON.

Requisition Approver

This user can only approve requisitions if this switch is toggled ON.

Requisition Approvers

The possible combinations of values are:

  • If the switch is toggled OFF then this user's requisitions do not require approval.
  • If the switch is togged ON, but no Requisition Approvers are specified, then the Requisition Approvers setting from Company is used.
  • If the switch is togged ON, and Requisition Approvers are specified, then this user's requisitions will be directed to one of the named users for approval (i.e. this overrides the Company setting).

Approval Process

The possible combinations of values are:

  • If the switch is toggled OFF then this user's requisitions do not have to go through an approval process.
  • If the switch is toggled ON then this user's requisitions will have to go through the approval process as defined in Company and Approval Process

Requisition Fulfillment

Requisition fulfillment will be required if this switch is toggled ON.

Requisition Fulfiller

This user can only fulfill requisitions if this switch is toggled ON.

Requisition Fulfillers

The possible combinations of values are:

  • If the switch is toggled OFF then this user's requisitions do not require fulfillment.
  • If the switch is togged ON, but no Requisition Fulfillers are specified, then the Requisition Fulfillers setting from Company is used.
  • If the switch is togged ON, and Requisition Fulfillers are specified, then this user's requisitions will be directed to one of the named users for fulfillment (i.e. this overrides the Company setting).

Requisition Manager

Select the toggle to control if this user can manage requisition reports (create and report on requisition data)

Editor Status Section

The settings in this section can be used to give a user access to specific Administration options:

users_edit_editor

Action Menu

The Action Menu contains the following specialised actions: users_edit_requisitions

Reset Password

Initiates the password reset procedure for the user account. The user will be sent an email containing a temporary password and instructions to access the system. The Administrator account is unable to initiate this procedure from the sign-in screen.

Suspend User Account

Suspends an active user account or activates a suspended user account. You may wish to suspend an account if there has been a suspected security lapse, or a user has left the organsation. A suspended user cannot sign into Duet but their data is still available for reporting.