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Clients & Profits
features a sophisticated user-based password system to keep
your database secure
The system tracks who’s using the database
based on user initials. Access privileges to different parts
of the system can be made available -- or disabled -- for individual
users. This ability lets you limit what users can see, change,
and print. There is virtually no limit to the quantity of users
in your user list.
Anyone who will ever use Clients & Profits X, even just once, must
first be added as a user. Every user is identified by his or her initials
(or some other code; it’s your choice) and a password. Every user
has his or her own password, which is unique. When a user starts Clients & Profits
X, they will be prompted to enter their initials and password; if the
password is wrong (they get three tries), they can’t open the C&P
database.
 Manager-level
users can add, edit, and delete regular users, plus they
can change the system’s default settings (e.g., Preferences,
Report Options).
The Users file is different from Staff file. Users are people who can
access Clients & Profits X, while Staff members are the shop’s
employees. They are usually identical, since most employees typically
use C&P. Everyone who works for the company should be added as a
staff member, while only those people who will use Clients & Profits
X should be added as “users.” Staff members and Clients & Profits
users may have the same initials. Changing the user’s name or initials
doesn’t update the staff information, and vice versa; if you change
information in one window, you should change the other as well.
To see Clients & Profits X users
1 Choose Setup > Users, Access & Passwords.
To add a new user
Adding a new user is a two-part process: First, you’ll enter the
user’s initials and name; then, you’ll give the user access
privileges. Or, you can add a new user by cloning the access privileges
of an existing user.
1 Choose Setup > Users, Access & Passwords.
2 Click the add button,
or choose Edit > Add New User.
3 Enter the new user’s initials, full name, and
team, then click Save.
Once the new user is saved, you can give the user his or her access privileges
(see the following pages for a detailed description of each option).
To clone an existing user
Access privileges from an existing user can be
copied to a new user using the “clone” command. Cloning
makes it easy to add several users that do the same basic things,
such as account executives.
1 Click once on the user you wish to clone, then choose
Edit > Clone User.
2 Enter the new user’s initials, name, and department
then click Save.
The new user’s record will be saved with the same access privileges
as the existing user. Later, you can change the new user’s settings.
Changing the new user’s settings doesn’t affect the existing
user.
To edit a user’s name
1 Click once on a user, then click the edit button.
2 Make your changes, then click Save.
The changes take effect immediately.
To delete a user
1 Click once on a user to select it.
2 Click the delete button,
or choose Edit > Delete User.
Once a user is deleted, he or she won’t be able to open the database
with their initials. You can add the user again anytime. Deleting a user
doesn’t erase the work he or she has done.
To print a user list
1 Click the print button,
or choose File > Print User List.
Setting automatic quit times
Clients & Profits X can automatic quit itself at a scheduled time
each day to allow the database to be backed up. The Automatic Quit Times
window lists each user and the time kicked out of C&P. Since backups
can’t be made if Clients & Profits X is running, the daily backup
won’t work if someone forgets to quit the program. The quit time
is entered in hours and minutes, anytime between 6 PM and midnight. Don’t
set the quit time in the morning (e.g., 1 AM), or else you’ll quit
automatically when the users start working in the morn
1 Click the Quit
Times button or choose Edit > Set Automatic
Quit Times.
Learn more:
User Access Privileges
User Budget Alerts
Customizing My Information
Center
Updating User E-mail
Addresses
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