Working with Users

A user is a contact that can logon and access information in ResRequest. Users have different access levels, i.e. data they can see and/or access.

There are two settings required to create a contact as a user:

A username and password.
An access group.

Click here for User definitions »

To Add a User Role

A user can be created from:

the contact form by clicking the User role checkbox
the Link Users to an Agent pop-up (from the Agent role pop-up on the contact form)
the Link Users to a Property pop-up (from the Property/Business form)

Any of the above methods will open the User Details window. When this window is opened, the contact is saved and a username and password is automatically allocated by the system. The next step is to set the user access restrictions by selecting the group from the access control list (options available in this menu are setup in Administration > User Access, accessible from the main menu).

When the Save or Save & Close button on the toolbar is clicked, the role will be created and the username and password will open to confirm the user role and offer the option to e-mail the details to the user.

To Delete a User Role

From the User Details window (when in edit mode) click the Delete Role toolbar button
From the Agency or Property/Business Link User windows, click the Remove Link from the record, a remove link prompt will open with the option to “remove this user’s access to the system”

NOTE: Deleting a user role will not delete the contact, deleting the role will flag the role as inactive*. To delete the contact record, select the contact to be deleted and click the Delete icon on the toolbar.

* Working with inactive records:

If a deleted record has not been used within the system it will be permanently deleted. If the record has been used within the system before it is deleted, on deletion it will be flagged as ‘inactive’, this means it will remain visible on the code table for reporting and auditing purposes but will not be available in future selections within the system. An inactive record can be re-activated by changing the record status to active when in edit mode (the status option is only available once a record has been flagged ‘inactive’).

To Reset a User’s Password

If a user contacts the system administrator because they have lost or forgotten their password, the system administrator is required to reset their username and send the user the new username and password.

On return to the user role window (once a username and password is allocated), a Reset User button is available in edit mode. Clicking the Reset Password button will delete the user’s current username and password and will generate a new username and password. When the Save or Save & Close button on the toolbar is clicked, the username and password confirmation window opens with the option to e-mail the user their username and password.

How a user can change their username and password

The first time a user logs onto ResRequest (or the first time a user logs on with a new username and password) the system prompts them to change their username and password. They can also change their username and password by clicking the Change Password button on the main menu. If a user contacts the system administrator because they have lost or forgotten their password, the system administrator is required to reset their username and send the user the new username and password.

Terms and Definitions

Username	A free format name allocated to a user to identify them to the system. When a contact is setup as a system user, their username is the same as their password. When the user logs on for the first time they are prompted to change their username and password.
Password	A free format confidential name allocated to a user. When a contact is setup as a system user, their username is the same as their password. When the user logs on for the first time they are prompted to change their username and password. If a user forgets their password they must be allocated a new password.
Access Group	A list of groups setup with certain system access allocations. For example, some users will be allowed access to all modules, where others will be limited to their access and the actions they can carry out on the system. The list shown in this drop down is read from the Access Control module which can be accessed from Administration > User Access on the main menu. Only system administrators have access to setting up these groups.