Employee Setup

From aeonscope

Every member of your company that uses aeonscope will need to have their own login to the aeonscope database. Only aeonscope users with the User Privilege Employee Edit may create new aeonscope accounts.

Contents 1 Creating a New aeonscope User 2 Setting a Password 3 Viewing, Granting & Revoking aeonscope Access Roles 3.1 Viewing aeonscope Users 3.2 Viewing User Roles 3.3 Viewing a new User's Roles 3.4 Viewing Roles for Existing Users 3.5 Setting the Roles of a User 3.5.1 Assigning the same Access as another aeonscope User 3.5.2 Setting Individual Roles 3.5.3 Granting and Revoking Roles 3.6 Roles Summary 4 User Privileges 4.1 Privilege Descriptions 4.2 To Revoke a Privilege 4.3 To Assign a Privilege 5 Deleting a User

Creating a New aeonscope User

To create a new aeonscope user (Setup a user's logon access to aeonscope) from the aeonscope icon in the taskbar, select Admin → User Admin

This will bring you to the Add New User window

1. Type the name of the user into the prompt labeled Enter the user’s Logon name. This name can be any combination of alpa numeric characters. It's often a good idea to create a username that involves the employee's real name, such as their firstand middle initials and last name eg: JJSMITH
2. Click on the Create button
3. Set a Password see Setting a Password
4. Grant access to the user see Viewing, Granting & Revoking aeonscope Access
5. Click on the Contacts button. This will launch the Edit Contacts window. You will need to create an entry for your new employee in the Contacts area before proceeding to the next step. Please refer to Adding a New Contact in the Contacts section of this Wiki. This step will allow you to store all the personal information about your new employee eg: address and contact details, rate of pay etc.
6. Click on the User Privs button. This new window will allow you to setup any extended access that the new employee may require. Please refer to User Privileges for further information.
7. Close the aeonscope User window using the red X at the top right of the window.

Setting a Password

Once you have entered the new users name into the the prompt labeled Enter the user’s Logon name, type in a password or click on the Invent button to make up a password (repeat until a suitable password is found). When a suitable password is found click on the Set button.

Viewing, Granting & Revoking aeonscope Access Roles

In aeonscope users are granted Roles. Roles are used to set the kind of access a user has; for example if you would like a staff person to be able to create new quotes for your customers they would be granted QUOTE access.

When a user is granted access to a Role then any application that is associated with that role will appear on the aeonscope menu the next time the aeonscope menu is refreshed. Note: A quick way to refresh the menu is to click on the connection option in the aeonscope menu and re-enter your password.

There are two list boxes in the aeonscope user admin tool. The one on the left hand side is for viewing a list of users. The one on the right is for viewing a list of roles.

Viewing aeonscope Users

To view a list of aeonscope users click on the List button. The login name of all employees with aeonscope access will appear in the window to the right of the List button.

Viewing User Roles

The Roles list box shows a list of all available roles. To view all of the Roles available click on the Roles button at the top of the Aeonscope Users window. The entire list of Roles will be displayed in the list on the right. The Roles that are granted to a User have an asterisk * to the left of them to indicate that the User has been granted access to that Role. The name of the User that is selected appears next to the label marked Set aeonscope access for.

Viewing a new User's Roles

To view a new User's roles (Once the user has been created) click on the Roles at the top of the New User window. The users name must still be visible in the Enter the user's Logon name prompt ). A new user will only have the CONNECT role granted. See below for instructions on how to set roles.

Viewing Roles for Existing Users

To view the roles for a user you can double click on the User in the Users list (see Viewing aeonscope Users ) and then click on the Roles button next to the Grant same access as prompt.

The Roles that are granted to a User have a asterisk * to the left of them to indicate that the User has been granted access to that Role.

Setting the Roles of a User

Roles can be set in two different ways. By giving a user the same access as another user or by going through the list of roles and granting roles one at a time.

Assigning the same Access as another aeonscope User

Once a user has been created you can give a user the same access as another user. To do this:

1. Make sure the new users name appears in the prompt labeled Enter the user's Logon name.
2. Click on the View list of Users button.
3. Double click on the User whose access you wish to duplicate in the User List.
4. Check that the existing users name appears in 'Grant same access as' prompt.
5. Click on the Same access button.

The name that appears in red next to Set aeonscope access for is the User whose account access is being modified. The red colouring is to avoid accidentally changing the roles for the wrong user. This does not mean that you can not change the user's roles if you need to. Just be careful which user is selected when you change access to roles.

Setting Individual Roles

1. View the required user's list of roles. See Viewing User Roles above.
2. Note the name of the user in the heading Set aeonscope access for. This is the user whose access will be modified.
3. Grant or revoke roles as required. See below:

Granting and Revoking Roles

To grant or revoke individual roles select the roles in the list box so that the role is highlighted and then click on the Grant or the Revoke buttons.

To give access to every role (not recommended), click on the Grant All button. To remove a user's access to every role, click on the Revoke All button.

Roles Summary

A description of the privileges granted by aeonscope Roles.

Roles required for basic aeonscope access are in red.

• AEADDNEWUSER = Ability to create new aeonscope Users and edit User Access Privileges
• AEONSCOPELAUNCH = Ability to Launch aeonscope. Vital for every user.
• ASVIEWS = Access to View windows. Vital for every user.
• BANKACCOUNTS = General Ledger → Bank Accounts
• CBBANKSTATEMENT = General Ledger → Bank Statements
• CBENTRY = General Ledger → Cashbook
• CONNECT = ability to connect to aeonscope database. Vital for every user.
• CONTACTS = create, edit and delete Contacts
• CRCREDITNOTE = Creditors → Credit Notes
• CREDITORRPTS = Creditors → Reports
• CRINVOICE = Creditors → Invoicing
• CRPAYMENT = Creditors → Payments
• DPQUOTE = Quote window for the Pinting Trade
• DRCREDITNOTE = Debtors → Credit Notes
• DRINVOICE = Debtors → Invoicing
• DRORDER = Debtors → Orders Also Sales &rarr: Orders
• DRRECIEPTS = Debtors → Reciepts
• DRRPTS = Debtors → Reports
• DRSETUP = Admin &rarr: Debtor Setup
• DRSMREPORT = Debtors → Statements
• GLACCOUNTENTRY = General Ledger → Account Entry
• GLACCOUNTINGPERIODS = General Ledger → Account Periods
• GLBUDGET = General Ledger → Budget
• GLENQUIRY = General Ledger → Enquiry
• GLJOURNALENTRY = General Ledger → Journal Entry
• GLOPENINGBALANCE = General Ledger → Opening Balance
• GLSETUP = Admin → GL Setup
• GLSTANDINGJOURNALS = General Ledger → Standing Journals
• ITEMS = Production → Items
• JOBS = Production → Jobs
• LAB = Lab (includes Certificates and Worksheets)
• PSANALYSIS = Production → Analysis
• PSRPTS = Production → Reports
• PSSETUP = Admin → Production Setup
• PURCHASE = Creditors → Purchasing
• QUOTE = Debtors → Quotes
• REQUESTS = Requests
• TIMESHEETADMIN = Ability to view and edit all employee Timesheets.
• TIMESHEETS = Ability to create personal timesheets. Vital for all Users
• TSPAYROLL = Production → TS Payroll
• USERPRIVILEGES = Ability to assign special aeonscope User Privileges

User Privileges

A series of Specialised User Privileges/Access can only be granted by using the User Privileges window. You can access this button in one of two ways:

• Click on the User Privs button at the top of the aeonscope User window, or
• In the aeonscope menu in the taskbar go to Admin → User Privileges.

Typing an employee code in the Employee field, or using the corresponding Search/Lookup button to find an employee, will display a list of special privileges granted to that User.

Privilege Descriptions

Clicking on the Search/Lookup button next to the Privilege field at the top of the User Privilege window will display the list of Privileges.

A description of the Privileges is as follows:

• CB_TRANS_EDIT = Allows an employee to change periods of cash book transactions
• CONTACT_EXPORT = Allows an emplyee to run the Contacts Export function
• CO_NOTE_ADMIN = Can setup types and groups for Contact notes
• CR_TRANS_EDIT = Allows an employeeto change periods of Creditor transactions
• DR_ON_HOLD = Allows an employee to put a debtor on or off hold
• EM_EDIT = Allows an employee to view and edit Employee details in Contacts
• EM_VIEW = Allows an employee to view Employee details in Contacts
• PRODRPT = Allows an employee to test / develop User Priveleges for a report
• PSADMIN = Production Administration
• TS4JOB = Create Timesheets for Job/Order Reports
• EDPSTEMP = Create and Edit Production Report Templates

Note: Once you have selected a Privilege a description of the Privilege will appear in the Description field.

To Revoke a Privilege

To revoke a privilege assigned to a user highlight the privilege you wish to remove in the Privilege list, then click the Delete button.

To Assign a Privilege

1. In the Employee field, find the Employee who you wish to grant additional access to by typing an employee code in the Employee field, or using the corresponding Search/Lookup button . A list of the User's Privileges will be displayed in the Privilege list at the bottom of the window. Check that the User doesn't already have the Privilege you wish to assign.
2. In the Privilege field use the Search/Lookup button to locate the Privilege you wish to grant. Doubleclick on the Privilege in the Privilege List. The corresponding Privilege code will display in the Privilege field of the User Privileges window.
3. Click the Add button to grant that Privilege to the employee. The new Privilege will be added to the Privilege list.

To grant the same privilege to another employee, use the Search/Lookup button corresponding to the employee field to locate the employee, then click the Add button.

To assign a different privilege to a different employee use the Clear button to clear all fields.

Click on the Save & Exit button to save the changes and close the User Privileges window.

Deleting a User

To remove an individuals access to the aeonscope program type their logon name into the User name field at the bottom left of the aeonscope Users window.

If you are not sure of the Users logon name you can click the List button to see all of the User logons. (see Viewing aeonscope Users )

Click the Delete button. A warning dialogue will appear asking if you are certain you wish to delete the User.

Click Yes.

Confirmation that the User has been deleted will be displayed in the bottom left corner of the aeonscope Users window.

Note: This will not remove the employees details from the Contacts database.