How to Create New User

Overview:

Creating a new user in QNE Software allows you to manage access and permissions for different individuals in your organization. This is essential for maintaining security, ensuring proper workflow, and assigning appropriate roles to employees or team members based on their responsibilities. Whether you are setting up a new staff member or adjusting access for an existing user, this process ensures that each user has the right level of access to your company’s financial data.

Scenario:

You’ve recently hired a new employee, and you need to provide them access to QNE Software, so they can begin managing transactions and running reports. Additionally, you may want to assign them a specific role, such as “Accountant” or “Sales Manager,” to ensure they can only access the areas of the software relevant to their job duties. This guide will walk you through the steps of creating a new user and assigning them the appropriate permissions.

Procedure:

1. Navigate to User Management:

   • Go to Maintenance > Users
     
     
     
     

2. Add a New User:

   • Click on the New button

   • A form will appear where you can input user details
     
     
     
     
3. Entering and Activating New User:

   • Supply the fields;

     •    User Name: This is a compulsory field that is used to Log in the System

     •    Active (Check Box): This must be ticked for present employees to log in.

     •    Change Password On First Logon (Check Box): If unchecked, the user can log in without a password. If checked, the user must set their own password upon first login.

     •    Full Name: New User Full Name

     •    Email: Email Address of the New User

     •    Remarks: This can be used as a job position name, etc.

     •    Signature: This field allows users to upload their digital signature.

     •    Profile (The Field Box on the Right Side): This field allows users to upload their image, which will be displayed on the login page.

     •    Roles: This defines the user's restrictions and access permissions. To assign a role, click the icon with a + to select the user role, then click OK to confirm, as it is recommended to assign only one role per user.

   • Click Save to activate
     
     
     

Application:

Accounting Firms: A firm handling multiple clients can set up individual user accounts for staff at different levels. Junior accountants may only enter transactions, while senior accountants review reports and finalize financial statements.

Manufacturing Companies: A production supervisor can have access to inventory and procurement modules, while financial data remains restricted to the accounting team to maintain data security.