Administration > System > User
Every user in Xentral has their own user account that is managed in the User module. Here, you can invite new users to join your instance and set up the rights for each user, so that sensitive information can't be viewed or changed by unauthorized personnel.
Currently the creation of users is slightly different for users who are migrated to our identity provider and those who are not. The identity provider is enabled if you log in with your email address.
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If you log in with your username, go to the Create user (if you log in with username) section.
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If you log in with your email address, go to the Create user (if you log in with email address) section.
A separate user (account) should be created for each employee who uses Xentral. You can create a user in the following way:
Note
All users need to be represented in the Contacts master data. Make sure that you created a contact with the role employee for the user before you create a user here. You can find out how to create a contact here.
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Click +New. On the left side a section with Required fields is displayed that you need to fill out next.
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Select User is active. This allows the user in question to use Xentral. You can clear the check box if you want to deactivate the user.
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Enter a User name. This name will be displayed in the system, e.g., in the logs.
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Enter an Email. This email will be used to invite the user. Additionally all system emails to this user will be sent to this email address. The user can change this email address by themselves at any point.
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Enter a Password and confirm it by entering it again in the Repeat password field.
The strength of the password is displayed in a colored bar beneath the password. A weak password is indicated by a single red bar, a medium password by two yellow bars, and a strong password by three green bars.
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Select an Address from master data in the search field. Each user needs a unique entry in the Contacts master data.
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Select an Account type. You can select the following:
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Administrator - Key user where all rights are enabled.
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User - Regular user where rights have to be enabled manually.
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Light User - Limited user where only up to 20 rights can be enabled.
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Click Save.
Send the username and password to the user to let them log in. Afterwards they can change their password by themselves.
A separate user (account) should be created for each employee who uses Xentral. You can create a user in the following way:
Note
All users need to be represented in the Contacts master data. Make sure that you created a contact with the role employee for the user before you create a user here. You can find out how to create a contact here.
-
Click +New. On the left side a section with Required fields is displayed that you need to fill out next.
-
Select User is active. This allows the user in question to use Xentral. You can clear the check box if you want to deactivate the user.
-
Enter a User name. This name will be displayed in the system, e.g., in the logs.
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Enter an Email. This email will be used to invite the user. Additionally all system emails to this user will be sent to this email address. The user can change this email address by themselves at any point.
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Select an Address from master data in the search field. Each user needs a unique entry in the Contacts master data.
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Select an Account type. You can select the following:
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Administrator - Key user where all rights are enabled.
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User - Regular user where rights have to be enabled manually.
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Light User - Limited user where only up to 20 rights can be enabled.
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Click Save.
An email with an invitation link is sent to the user. After clicking the link, they can choose their password and are subsequently a part of your Xentral instance.
All current invitations are listed in the Invitations tab. If you want to cancel an invitation, you can do this by clicking next to the invitation you want to cancel.
Rights allow you to restrict access to data for each employee according to their tasks in the company. The user is unable to see functions in the user interface for which he has no permission.
User rights can be enabled in the following ways:
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Individually for each user
After a user is created, the Rights tab appears. Here you can edit all rights for a user in a very detailed way. You can find out more about user rights here: User Rights Assignment (Workflow).
Note
The assigned right always refers to the entirety of the module used. For example, if a user has the edit right in the Address rights block, he can make changes in any area of the address. It is not possible to block individual fields for certain users, e.g. to protect only the Distribution field.
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Copy from other user
In the Copy user rights section, select the user you want to copy the rights from in the drop-down menu. The user will have exactly the same rights as the user you copied from. You can adjust them afterwards if you want the users to have slightly different rights.
Another way to copy user rights is by using a rights file in the User module:
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User template
User templates allow you to enable rights for a whole group of users, e.g., for a department. You can create user templates under Administration > System > User template. You can find out more about user templates here: User Template.
Note
When assigning user templates, it should be noted that additional rights can still be assigned individually for the user - rights that the user receives through the user template cannot, however, be withdrawn individually!
To assign a user template to a user:
All changes to user rights are documented in the History tab of the User module.
Administration > System > User > Details tab > User preferences subtab
The User preferences subtab consists of optional settings the user can configure. These settings are:
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Internal description: This description is displayed in the overview table of the User module.
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Own calendar color: The appointments of this user will be displayed in the selected color in the calendar. You can choose from pre-defined colors or enter a HEX color code.
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Allow remote access: This field is not relevant anymore.
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Home page: Enter the URL of a custom starting page, e.g., the bulletin board. The URL can look like this: https://yourinstance.xentral.com/new/x1?module=welcome&action=pinwand.
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Failed logins: This field counts the amount of failed logins. Empty the field to reset the counter.
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User template: Assign the user to a user template. The user will be assigned all the rights that are defined in the template. You can find out more about user templates here: User Template.