Setting up a new Lentune User step by step.
Overview
When a new person needs access to Lentune you must set up a User profile for them.
A new User must have appropriate security settings to allow them access to the areas they need. This is managed by the Access Personas, and the Security Groups and Security Roles. If the new User tries to access an area that they have not been assigned permissions for, they will see a warning message and they will not be allowed access.
You can read about the new workflow wizard that steps you through the easy process to create a User here.
Lentune Users may be Staff or, depending on the modules you're using, they may be ERP Customers.
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NOTE: ERP generally doesn't apply if you're using Lentune for Invoice Automation only If you use the Lentune ERP modules, you can allow your own Customers access to your Lentune system for the particular areas that you specify, e.g. quotes, packing slips, invoices, statements, etc. |
| NOTE: If your site is not using the Invoice Automation module, then you don't need Access Personas for your users. |
Setup a User and Details
- From the Settings > User, or Administration > Users men, click New User.
In the Create New User screen:
- Add a Code, First name and Last name and click Confirm.
This takes you to the Details screen.
- Add the Email address for the new User.
You can also set a password here for the new User if you wish. Alternatively, the User can set their password by clicking Forgot Password on the Login screen.
| NOTE: Once the new User has been created, you can click Send Invite in the User search list. This will send out a welcome email to that person. Then they can click on the link in the email to go to the login screen, and click Forgot Password to set up their own password, and they will be able to login. |
- To set a password here, click Reset password.
This takes you to the Reset Password screen.
- Enter the Password in the New password and Confirm password fields.
- Click Confirm then click Save.
| NOTE: Passwords must be at least 8 characters and contain a combination of uppercase letters, lowercase letters and numbers or special characters. |
Staff settings
Staff Users require further details to be set up to enable access to the areas they need.
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NOTE: If the User is NOT a staff member, but rather one of your customers using the Customer Portal, then you must ensure that the Staff member setting is set to NO. Refer below to ERP Customer User to read about access for your ERP Customers. |
- From the Users screen, click the Staff tab.
- Ensure that Staff is set to Yes.
- Select a Default branch from the dropdown list.
- Select a Default Access Persona from the dropdown list.
- In the Contact details section, ensure that the Email address appears.
- Complete any other fields required.
- Click Save.
If the Staff Code already exists in your Payroll system
When you create a new User and you're making them a Staff member, if the Staff code already exists (perhaps in your linked Lentune Payroll system), you will see a warning that the Staff code already exists. The user will have been created but it won't let you make it a Staff member.
- If you closed out of the User edit screen, search for and select the User from the search list.
- Go to the Staff Tab.
- Staff member: Click Yes
- Branch: Select the Branch for this person
- Email address: Add the email address for this person.
- Scroll down in the Staff Details section.
- Click Associate existing staff.
- This will associate the new User code with the existing Staff code.
- Click Save and close.
Staff at Lentune ERP Sites
If your business uses Lentune ERP, you must assign the required Input Branch/Branches that your staff member needs to be able to work on.
- In the User record, click the Input branch tab.
- In the Quick add Input branch section, select the required Branch from the dropdown list.
- Click Add input branch to user.
- Repeat for any other Branches that may be required for this User. The associated Branches will now appear on the left.
Branches that have been assigned will display on the left.
- Click Save.
Access Persona
Add an Access persona for the new User when you are using the Invoice Automation module.
- Click Access Persona.
- In the Quick add access grants section, you can assign the Access Persona/s that this User will require.
You can also apply these at Company, Branch level or Project level.
- Click Save.
Refer to Access Personas for more details about Access Personas for Users.
Security Group
Add a Security group to the new User.
- Click the Security tab.
- In the Quick add security groups section, you can select a Security Group to be assigned to this User. Assigned Security Groups and Security Roles will appear on the left of your screen.
Refer to Assign or Remove a User to / from a Security Group for more details.
- Click Save.
ERP Customer User
Where the User is your customer, not a Staff member, you can now link them to their Receivable account record.
- Click the Mobile and Portal Access tab.
In the Mobile and Portal Access screen:
- Receivable account: Select the Receivable account that the User belongs to.
- CRM Person: Where you already have an existing CRM Person attached to a Receivable Account for one of your ERP clients, you can assign your new User to that person here. Otherwise, leave this field blank.
- Tick the selections for the functionality required to allow this User access in the Customer Portal.
- Click Save.
| NOTE: If the User is NOT a staff member, but rather one of your customers using the Customer Portal, then you must ensure that the Staff member setting is set to NO. |
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Need more help? We’re here! We hope our article was helpful! If you need more info or want to connect, drop us an email at support@lentune.com. Thank you. We love to hear from you! |