Managing eAccounts User Accounts
This help topic discusses how to reset a user’s password in eAccounts, preventing staff members who no longer work for your organisation from accessing eAccounts, unlocking locked-out users, allowing access at specified times, days and access levels.
Forcing a password change
It is possible for you to reset a user’s eAccounts password. A reason for this could be that the user has forgotten their password or needs to change it.To reset the password, you need to have access to the Access, Logs and Processes module which is available on the main screen when you log-in to eAccounts.
- Access the Access, Logs and Processes module > click the "User Password Access & Reset" button.
- Select the "Force This User To Change Their Password On Next Login" option for the appropriate user.
- This will prompt the user to enter a new password when they next login to the system.
- Alternatively if they have forgotten their existing password you can set a temporary password for them by selecting "Email User a new Temporay Pwrd Now" from the list.
Restoring access for a locked out user or forgotten password
If a user fails to log in successfully more than 3 times they will be locked out until they are reset.To reset the password, you need to have access to the Access, Logs and Processes module which is available on the main screen when you log-in to eAccounts.
- Access the Access, Logs and Processes module > click the "User Password Access & Reset" button.
- Select the "Email User A New Temporary Pwrd Now" option for the appropriate locked out user.
- This will email the user a new password for when they next login to the system.
If a user account remains locked out for more than 30 days it will be deleted.
Blocking a staff member access to the system after termination of employment
If a staff member leaves, it is advisable that you block their access to eAccounts.- To do this go to the Access, Logs and Processes module > click the "User Password Access & Reset" button.
- Select the "Cancel Current Password (And Log User Out)" option for the appropriate user.
- This will stop the ex-staff member from having access to your eAccounts system.
Editing Regular Staff Access
If you are a Manager you can click the "USER PASSWORDS ACCESS & RESET" button from the Access Logs & Processes menu to display and edit all staff that are not managers. The following options are available for editing.
If, when you go into Access Logs and Processes, it says you are not a manager and you are sure that you are, please advise eAccounts to remedy that for you by raising an issue in the help system.
Password options
You can reissue or cancel a users password or force them to change it on their next login. See topics above for more information.
Valid Locations
If IP addresses are defined in your shop setup for the standard work or users home locations, you can set against each staff member where they can log in from. Select from the dropdown box one of the defined locations or "Login from anywhere" to allow access from any location.
The option to limit a staff member to only have access within your premises requires that your site has a fixed IP address.
If you are going to set staff members to have only access from within your premises please have one user test this to ensure your IP location is correctly set. See "Testing a Users Login" below. If it fails please raise an issue with eAccounts to remedy.
Access Days and Times
You can set against each staff member the valid days and times they can log in and the amount of time before they are automatically logged out. Choose from valid login days Monday - Friday, Monday - Saturday or Monday - Sunday. Monday - Sunday will allow access through the entire week.
You can also set the hours that each staff member can access the system. Usually this would cover their usual working hours. Set the start hour and then the end hour for the range of time they are allowed to use the system. Setting start hour as midnight and end hour to midnight allows 24 hour access.
The timeout option states how long the user can be inactive in the system before they are automatically logged out.
Changing a Users Template and rights
In eAccounts, there are many pre-defined user templates available for your use. If you are a Manager you can click the "USER ACCESS TEMPLATES" button from the Access Logs & Processes menu to display and edit all staff that are not managers. The following options are available for editing.
Template
There are over a dozen predefined templates that can be applied to your users. Carefully select a template to apply for one or many users then click "Save Template Changes".
Variants
Beside each user and their template selection is a link to append variants to their current rights. Clicking that link will take you to a screen where you can include or exclude access to various parts of the system for the specified user.
The options available here will vary depending on the users existing rights as defined by the template they are currently using. Make the changes required and click "Save Variant Changes".
The affected user will need to log out and back in for the changes to apply.
Note: If you change a users template, all variants for that user will be cleared. You must save the template changes before appending variants.
Testing a Users Login
If you are a Manager you can click the "Test User Login" button from the Access Logs & Processes menu to display all staff that are not managers. Clicking the name of any user will assign them a new temporary password for you to test their login with. Their username and temporary password will be displayed on the screen and you should make a note of it as you will need it after clicking the "Login Now" button.
The temporary password is valid for 9 minutes then will expire.
If you determine that the user does not have the appropriate rights during testing then log out and back in with your own user details to reconfigure their access.
Changing a User to or from being a Manager
It is not possible for a user to become a manager or for a manager to become a regular user without assistance from your eAccounts representative.
Please raise an issue or contact your eAccounts representative to have a user made into a manager or vice versa.
Creating a New User
- Help for doing this is available here.