Skip to main content
Academy Community Sign in

Managing users

  • Updated

Goal

This guide gives an overview of how to create new Xentral users. Users represent all employees working in Xentral. Follow these steps, and you will be able to create new user accounts with the corresponding permissions.

Prerequisites

Please ensure that you have at least one user license. The number of possible users depends on your license. You can book or cancel users in App Center > Buy license. The Number of users field displays the total number of users you can create. Use the + or - sign to add more or cancel licenses.

Workflows

  1. Create a new user contact
  2. Create a user account and map the contact
  3. Set the permissions for the new user if it’s not an administrator account

Creating a new user

Xentral defines users by two components:

  • User contact
  • User account

The user contact contains all personal information, such as the employee's actual name. The user account itself is used for login credentials and permissions. You can create a new user in two steps.

Step #1 - Creating a new contact

  1. Log into Xentral and go to Master data > Contacts.
  2. Click  +New.
  3. Enter your contact’s name. All remaining fields are optional.
  4. Click Save.
  5. The system now requests the role for the contact. Select Mark as employee and click Mark now.

You have successfully created a new contact.

Step #2 - Creating the account for the new contact

  1. Log into Xentral and go to Administration > System > User.
  2. Click +New.
  3. Select User is active.
  4. Enter a user name which will be the username for the login.
  5. Add an email address.
    If users forget their password, they can use the email address to request a new one.
  6. Add a password.
    This is the initial password. The user can update their password later.
  7. In the  Address from master data field, select the contact you previously created in Step  #1.
  8. Select the account type. The Administrator account type has all permissions in your Xentral instance. For regular user accounts, you can set permissions as needed.
  9. Click Save.

You have successfully created a new user account. 

Managing user rights

If the user account is not the Administrator account type, you can grant or deny access to specific modules or functionalities. You can control this through the Administration > System > User > Rights tab.

You can activate or deactivate each permission by clicking it. Once you click the Save button, Xentral applies permission updates. 

Note: Permissions in Xentral are color-coded:
  • blue background - active permissions.
  • gray background - inactive permissions.

You can use templates to apply predefined permissions for specific user types, such as logistics, accounting, order management, and others. Select a specific template in the Administration > System > User > User preferences > User template.

To create a new template, go to Administration > System > User templates.

Alternatively, you can directly copy the rights of another user. To do this, go to Administration > System > User and select the corresponding user in the Copy user rights dropdown menu.

 

Granting or denying access to specific objects in Xentral

You can allow a user to access only particular objects in Xentral by using projects. For example, use this option if the user should have access to specific orders, not all of them.

To allow the user only to view objects of a specific project, change the role of the user contact.

  1. Log into Xentral and go to Master data > Contacts. 
  2. Open the user that you want to update.
  3. Open the Roles tab.
    The user should have the role User for Project XXX.
  4. Create a new role by selecting Mitarbeiter in the Role dropdown.
  5. Add the project you want this user to be active.
  6. Click Create as new role.
    You have now added the user to the new project with the selected role.
  7. Delete the old role by clicking the X sign.

Note: If you want the user to have access to all projects, leave the Project field empty and click Save. The contact now has the Employee of Project ALL  role and can access the objects of every project.

Common issues

A user account with the same rights as another account can’t view the same fields.

  • These users might have the same rights but not the same role. Go to the contact and add the missing role. Follow the steps in the Grant or deny access to specific objects section.

Related articles

Deep dive articles:

 

Related articles