Each user in Xentral has their own user account. Those accounts are managed in the User module. In this module, you create new users and define the user rights for each user. This article contains more detailed information on the process of creating new users and the available settings.
In addition to user rights, you can carry out additional settings for each user, for example regarding the use of the Xentral calendar or the default printer settings.
Start by using the Smart Search to open the User module. Then, open the desired user by clicking on the pencil icon on the right. Then, click on Other settings.
The Other settings tab allows you to refine a variety of user settings. You can carry out custom printer settings that take priority over any other default settings, subscribe to your Xentral calendar on an external device and carry out other settings as well.
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Prefer project: Select a preferred project which will be selected automatically whenever the user creates master data or receipts. These settings take priority over the default project settings.
Note
The default project for all users is determined in the
Settings. Activate
Advanced settings at the bottom left and navigate to Setting up your system > System settings. Here, you can select a Main project in the Projects section.
You can use this setting to differentiate between different areas of your business, e.g. between employees that are mainly responsible for B2B or B2C. In the Projects module, you can also limit projects to specific users and also apply this to the preferred projects. Example: You have two branches - one in Berlin and one in Munich. In this case, employees in Berlin should have their own dedicated project and select it as their preferred project.
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Language: Select the default language of the user interface for the user.
Users can change the language of the user interface themselves at any point in time, just as explained in the following article: Changing the user interface language in Xentral NextGen.
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Prefer own email: The email address of the user will be used instead of the company email address whenever emails are sent.
This option is interesting for sales staff who wants to be personally available when sending out offers and other relevant communication.
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Standard fax: Select the default fax for this user.
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GPS time clock: This function is no longer supported.
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Hide in calendar/chat: This option hides the user from the calendar. The chat function is no longer supported.
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Role: You can find this option at the end of the form. Here, you can enter the role that the user has in your business, such as office or logistics.
You can set up printers in different menus in Xentral. The settings that you carry out in the User module always take priority over other settings. If you do not select an option here, the default settings are used.
These settings allow you to determine where documents for this user are printed.
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Standard printer: This printer prints receipts for which no other printer has been indicated.
For example, you can use this printer if you want to send samples from your office rooms that are not available in your warehouse, or if you are visiting another branch and thus have now access to your regular default printer.
This setting takes priority over the default printer settings in the basic settings.
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Standard label printer: This printer is used for printing item labels and warehouse location labels. Shipping labels cannot be printed via the label printer.
This setting takes priority over the default label printer settings in the basic settings.
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Printer level (shipping): This printer is used to print receipts that are needed for shipping, such as invoices.
This setting takes priority over the printer defined for the shipping stage under Projects > Open project > Settings > Logistics/Shipping.
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Printer level (parcel label): This printer is used to print shipping labels.
This setting takes priority over the printer defined for the parcel label in the shipping methods.
You can make your Xentral calendar available on other devices by subscribing to the ics version of the Calendar. The ics format is supported by most calendar apps. The following example shows how to subscribe to the calendar with the Apple Calendar on Mac.
Proceed as described below to subscribe to the calendar:
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Activate the option ICS calendar.
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Enter a random password in the ICS calendar password field.
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Click on Save.
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Copy the URL displayed below the password field, e.g. https://beispiel123.xentral.biz/index.php?module=kalender&action=ics.
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Open your calendar app and subscribe to an ics calendar.
For the calendar app on Mac, this is done under File > New calendar subscription.
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Paste the URL to the respective field. Now click on Subscribe in the Apple calendar app.
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Enter your login details. You will need your Xentral user name and the password that you have previously entered in the ICS calendar password field.
You have now subscribed to the calendar and you will receive automatic calendar updates from your Xentral instance.
You can use a scanner app such as SwiftScan to scan documents on your smartphone and then transfer them manually or automatically to Xentral. This is especially useful for liabilities. More information on the document scanner is available in this article: Document scanner
To transfer a document from the app, WebDAV has to be set up:
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Activate the option Docscan/WebDAV upload.
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Enter a random password in the Docscan/WebDAV password field.
The remaining setup steps are carried out in your scanner app. In this example, we are using SwiftScan:
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On the start page, tap on the three dots at the upper right. The menu opens.
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Select Settings and then Cloud Services.
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Tap on Add service.
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Select WebDAV.
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Enter your WebDAV credentials from Xentral:
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Copy the URL displayed below the password field, e.g. https://example123.xentral.biz/docscan/upload.php/ to the field WebDAV Address (URL).
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Enter your Xentral user name in the User name field.
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Enter the password previously defined in the Docscan/WebDAV password field in the Password field.
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WebDAV is now displayed as a connected cloud service in the app settings.