Users

phpBMS Users define who can log in to the system. User records are also used when accessing the system through installation, the scheduler, or through third-party interfaces.

We do not recommend creating user accounts for your clients. Direct client access to your phpBMS system represents a severe security threat to possibly critically sensitive information.

Accessing the user search screen

• Select the 'Users' item from the settings menu.
• The user search screen will load.
• Only users logged in with administrative access can use this area.

Using this menu items will take you to a standard phpBMS search screen for searching users.

User Fields

Most of the fields for a user record are self-explanatory and have no special purpose except for display/informational purposes (first & last name, phone, department, employee number.) Some of the special fields include:

log in name

This is the name that users will type in when loggin into the system. It must be unique, even among users with revoked access.

email address

Although not required to create a user, A user record without a valid e-mail address cannot SendMassEmail? to clients or prospect and cannot EmailInvoiceOrQuote to a client.

administrator

Users with the administrator checkbox have full access to phpBMS, regardless of the roles assigned to them (with the exception of what columns are displayed for search screens.) Be careful to whom you give administrative access.

access revoked

Because records can still be associated with users who are not current, phpBMS cannot delete them. Instead if you want to previent a user from loggin in, use this 'access revoked' checkbox.

portal access

If you need a special user who does not have rights to login, but is not technocally a 'revoked' user (e.g. a user a custom module or external application uses to access the system) check the 'portal access' check box.

Roles

UserRoles allows administrators to restrict access to many areas of phpBMS, including what screens users can view, what columns and search items they can see, and what functions they have access. You can assign roles to a specific user through the user add/edit screen, or assign a role to multiple users through the roles add/edit screen.

The 'roles' section of the user add/edit screen is located towrads the bottom of the page.

To assign a role to a user, highlight one or more roles in the 'available roles' select box and click the '< add role button'

Special User Records

Some user records in phpBMS do not follow normal conventions for typical users. For instance, the user phpBMS Installer cannot log in to the system, but is used during installation and update processors to note when records have been created or modified by the system.

As well, the 'phpBMS scheduler' user is used when modifying records affected by scheduled processes.

If you are customizing or interfacing phpBMS, and are programming an interface with phpBMS, you may want to create a separate user for that your code or interface uses.

In all of these above examples, each one of these special users were checked with 'portal access'.' This ensures that no one can manually log in to phpBMS using this user.

Creating A New User

• From the user search screen, click the add record button located to the top left of the search result.
• Fill in the user information. Do not forget:
  • The 'log in name' must be unique.
  • For security reasons, make sure to assign a password.
  • Assign the new user roles appropriate to the access needed.
• Click the save button (either at the top or bottom of the page)

Revoking Access

phpBMS does not allow the deletion of user records, but does allow the revoking of access to the record.

There are two methods to revoke access to a phpBMS user:

1. Highlight the user record(s) from the user search screen. Then choose the revoke option from the other commands drop down.
2. Select A record from the user search screen and click the edit button located towards the top left of the search result. While editing the record, check the 'access revoked' checkbox, and then save the record.

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