Frequently Asked Questions - Groups and Users

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Q.  Can multiple users use SPS?

Yes, SPS is a multi-user system complete with various permission and information access controls.   These controls allow you to provide restricted access to both the applications and the information within the application.   The application controls, called permissions, are configurable via the security application.    Control over which information is available to a group or user is determined by ownership rules.   Ownership rules are defined by the various customization applications.

For more information, please view these sections of the online manual.

Groups and Users     Adding a user     Category Ownership

Q.  How do I create a new user account?

New users are created in the security application.   Just follow these steps.

1.  at the main menu, click on Groups and Users
2.  choose Users using the context menu in the upper, left-hand corner
3.  click on the group in which you want to add the new user
4.  click on the New button
5.  enter the new user's username and click Save

The user should now login with the password of "password".   When doing so, he or she will be prompted to change the password to a more secure value.

For more information, please view these sections of the online manual.

Groups and Users     Adding a user

Q.  What if a user forgets his or her password?

A user's password can be reset using the security application.   Just follow these steps.

1.  at the main menu, click on Groups and Users
2.  choose Users using the context menu in the upper, left-hand corner
3.  click on the user whose password needs to be reset
4.  click on the Open button
5.  On the General tab, set the password Status to Reset
6.  click Save

The user should now login with the password of "password".   When doing so, he or she will be prompted to change the password to a more secure value.

For more information, please view these sections of the online manual.

Groups and Users     Reseting a user's password

Q.  How do I add a new group?

New groups are created in the security application.   Just follow these steps.

1.  at the main menu, click on Groups and Users
2.  click on the New button
3.  enter the new group's name
4.  choose the permissions that you want this group to have.
5.  click Save

For more information, please view these sections of the online manual.

Groups and Users     Adding a group

Q.  What permissions can I give to a new group?

You can give a new group all permissions that are enabled for your user account.   If you do not have a certain permission, it will not appear on the permission tab.   Thus, any permission you see is available for you to grant to the new group.

For more information, please view these sections of the online manual.

Groups and Users     Adding a group

Q.  What is the preferred contact category?

Certain groups or users may be more likely to work with one category of contacts than others.   For instance, HR personnel are more likely to work with the category of Employees than Customers.   This optional setting causes the Contact Manager and Contact Reports to default to the chosen category for members of this group.

For more information, please view these sections of the online manual.

Groups and Users     Preferred Contact Category

Q.  Why would I relate a user to a contact?

There are a couple of reasons for relating users to contacts.   If you record the company's employees in the Employees category of the Contact Manager, then the name from the Contact Manager will show on screens and reports.   Thus, you will see John Smith versus jsmith.   This avoids confusion if you also have a Joe Smith.  

This feature also supports users that do not actually login, but take advantage of automated features of SPS like the daily calendar email.   If you use the scheduling feature of SPS you can assign tasks to users.   Some of these users could be sub-contractors that you do not give access to SPS.   You can, however, relate their user account to a contact record.    When the daily calendar email is sent it will go to the email address recorded in the Contact Manager.  

For more information, please view these sections of the online manual.

Groups and Users     Relating Users to Contacts