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Creating users and managing their rights

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Settings createbookmark_x21.png > General Settings > User management > Manage users

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 depending on the login method of your instance.

Create user (if you log in with username)

user_newuser_oldlogin.png

A separate user (account) should be created for each employee who uses Xentral. You can create a user in the following way:

  1. Click +New. On the left side a section with Required fields is displayed that you need to fill out next.

  2. Enter a User name. This name will be displayed in the system, e.g., in the logs.

  3. 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.

  4. 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.

  5. Select an Account type. You can select the following:

    • Administrator - Key user where all rights are enabled.

    • User - Regular user where rights have to be enabled manually.

    • Light User - Limited user where only up to 20 rights can be enabled.

  6. 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.

  7. All users need to be represented in the Contacts master data. Here you have two options:

    • If there is no existing Contacts master data for this user, you don't need to select anything. A new contact will automatically be created and the User name of the user will be used as the Name of the contact.

    • If you already created a contact for the user in the Contacts master data, select the Connect this user to a contact check box and select the contact from the Address from master data search field.

  8. Click Save.

Send the username and password to the user to let them log in. Afterwards they can change their password by themselves.

Create user (if you log in with email address)

user_newuser_newlogin.png

A separate user (account) should be created for each employee who uses Xentral. You can create a user in the following way:

  1. Click +New. On the left side a section with Required fields is displayed that you need to fill out next.

  2. Enter a User name. This name will be displayed in the system, e.g., in the logs.

  3. 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.

  4. Select an Account type. You can select the following:

    • Administrator - Key user where all rights are enabled.

    • User - Regular user where rights have to be enabled manually.

    • Light User - Limited user where only up to 20 rights can be enabled.

  5. 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.

  6. All users need to be represented in the Contacts master data. Here you have two options:

    • If there is no existing Contacts master data for this user, you don't need to select anything. A new contact will automatically be created and the User name of the user will be used as the Name of the contact.

    • If you already created a contact for the user in the Contacts master data, select the Connect this user to a contact check box and select the contact from the Address from master data search field.

  7. 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 close_preview_x21.png next to the invitation you want to cancel.

Enable rights

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:

  • 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 Permissions 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.

  • 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:

    1. In the User module, click Download.png for the user you want to copy the rights from in the overview table.

    2. Open the user you want to copy the rights to.

    3. In the Upload rights file section, click Datei auswählen (Select file) and select the respective rights file.

  • 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 Permission Template - Assign user rights via a ready-made 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:

    1. In the User module, open the respective user and open the User preferences subtab.

    2. Select a template in the User template search field.

    3. Click Save.

All changes to user rights are documented in the History tab of the User module.

Configure user preferences

Administration > System > User > Details tab > User preferences subtab

The User preferences subtab consists of optional settings the user can configure. These settings are:

  • Internal description: This description is displayed in the overview table of the User module.

  • 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.

  • Allow remote access: This field is not relevant anymore.

  • 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.

  • Failed logins: This field counts the amount of failed logins. Empty the field to reset the counter.

  • 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 Permission Template - Assign user rights via a ready-made template.

You can further specify your preferences in the Other settings subtab.

Configure other settings

Administration > System > User > Details tab > Other settings subtab

The Other settings subtab allows you to further specify your preferences, override default printer settings, subscribe to your Xentral calendar on another device and configure other miscellaneous settings.

user_othersettings.png

Specify further user preferences

You can specify your further preferences here:

  • Prefer project: Select a preferred project that will automatically be selected whenever the user creates master data or documents. This setting overrides the default project settings.

    Note

    You can select a default project for every user in the createbookmark_x21.png Settings. Activate the toggledeactivated_icon.png Advanced settings on the bottom left and go to Set up your System > System Settings. Here you can select a Main project in the Projects area.

    You can use this settings to differentiate between users of different branches of your company, e.g., between employees that are responsible for B2B or B2C. You can also restrict projects to certain users in the project module and have that reflected in the preferred project. If for example you have two branches, one in Berlin and one in Munich, then users in Berlin should have their own project and it should be selected as preferred project here.

  • Language: Select the default language of the user interface for the user.

    Users can change their language themselves at any point as described here: Changing the user interface language in Xentral NextGen.

  • Prefer own email: When sending emails, the email of the user will be used instead of the default company mail adress.

    This option is useful for sales employees who want to be personally available after sending out an offer.

  • Standard fax: Choose the default fax machine for the user.

  • GPS time clock: This feature is not supported anymore.

  • Hide in calendar/chat: Hide the user from the calendar. The chat function is not supported anymore.

    This option is useful for external users, e.g., a tax consultant with their own Xentral account.

  • Role: You can find this field at the end of the form. Here you can select the role of the user in the company, e.g., Office or Logistics.

Override default printer settings

You can configure your printer settings in multiple places in Xentral. The printer settings you configure in the User module will always take priority over other settings. If you don't select an option, the default setting will be used.

These settings allow you to further specify at which location documents should be printed for a user.

  • Standard printer: This printer is used to print documents if no other printer is specified for it.

    You can use this printer, e.g., if you want to send samples from your office that are not available in the warehouse or you are visiting a branch and can't use your default printer.

    This setting overrides the standard printer defined in the basic settings.

  • Standard label printer: This printer is used to print product and warehouse labels. Shipping labels can't be printed via a label printer.

    This setting overrides the standard label printer defined in the basic settings.

  • Printer level (shipping): This printer is used to print shipping documents like invoices.

    This setting overrides the Printer level (shipping) defined under Projects > Open project > Settings > Logistics/ Shipping.

  • Printer level (parcel label): This printer is used to print parcel labels.

    This setting overrides the Printer level (parcel label) defined in the shipping methods.

Subscribe to your Xentral calendar on another device

You can make your Xentral calendar available on another devices by subscribing to the ICS version of the calendar. The ICS format is supported by most calendar apps. In the following example we will subscribe using the Apple calendar on Mac.

To subscribe to a calendar:

  1. Select the ICS calendar check box.

  2. Enter any password in the ICS calendar password field.

  3. Click Save.

  4. Copy the URL beneath the password field, e.g., https://example123.xentral.biz/index.php?module=kalender&action=ics.

  5. Open your calendar app and choose to subscribe to an ICS calendar.

    For the calendar app on Mac, choose File > New Calendar Subscription.

  6. Paste the URL into the relevant field. On the Apple calendar app, you need to click Subscribe.

  7. Enter your credentials. For this, you need your Xentral username and the password you just entered in the ICS calendar password field.

You are now subscribed to the calendar and will get automatic calendar updates from your Xentral instance.

Configure document scanner

You can scan documents via a scanner app on your smartphone, e.g, SwiftScan and transfer them manually or automatically. This is especially helpful for liabilities. You can find out more about the document scanner in this article: Document scanner.

To transfer documents from the app, you need to configure WebDAV:

  1. Select the Docscan/WebDAV upload check box.

  2. Enter any password in the Docscan/WebDAV password field.

The rest of the configuration is done in the scanner app. In this example we use SwiftScan:

  1. Tap the three dots on the top right of the homepage. The menu opens.

  2. Select Settings and then Cloud services.

  3. Tap Add service.

  4. Select WebDAV.

  5. Enter your WebDAV credentials from Xentral:

    • Enter the URL beneath the password field, e.g., https://example123.xentral.biz/docscan/upload.php/ into the WebDAV adress field.

    • Enter your Xentral username into the Username field.

    • Enter the password you just defined under Docscan/WebDAV password into the Password field.

WebDAV is now displayed as a connected cloud service in the settings of the app.

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