How to Add Users

DOCUMENT SUMMARY SHEET Document Type: Document Title: Document Summ ry: How To Add Users This is the Adaxa HowTo Template which is used for the creation of HowTo documents. Proposals, white papers, reports, etc. will use the Adaxa Report Template Wednesday, 11 April 2 12

!ile N me: Cre ted on: Cre ted "y: # st Modi$ied on: # st Modi$ied "y:

NOTES 1. Responsi!ility is disclaimed for any loss or dama"e #includin" !ut not limited to dama"e resultin" from the use !y the client of the document$ suffered !y any other person for any reason at all includin" !ut not limited to ne"li"ence !y A%A&A Pty 'td #A%A&A$. Whilst this document is accurate to the !est of our (nowled"e and !elief, A%A&A cannot "uarantee the completeness or accuracy of any description or conclusions !ased on the supplied information. The recommendations contained in the document are ad*isory and A%A&A has no responsi!ility for the mana"ement or operation of any recommendations that may !e implemented !y the client. This document is licensed under the terms shown at http,--creati*ecommons.or"-licenses-!y.nc. nd-). -au-le"alcode.

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Table of Contents
1 Overview 2 The Process Steps 2.1 2.2 2. 2.$ 2.& 2.) 2.+ 2.. Log in to ADempiere..................................................................................................... iv The Business Partner Window.....................................................................................iv The !mp"oyee Ta#........................................................................................................ v The %ser Window......................................................................................................... vi 'o"e De(inition............................................................................................................. vii *ew %ser "ogs on (or (irst time....................................................................................vii ,etting the *ew %ser-s Password................................................................................ix The Password 'eset /ie"ds.........................................................................................x

3 System Email Configuration .1 0"ient ,ettings to ena#"e ADempiere to send emai".....................................................xii

A a!a"s Offices an Contacts $.1 $.2 $. Austra"ia.................................................................................................................... xiv *ew 1ea"and.............................................................................................................. xiv %nited ,tates o( Ameri2a............................................................................................ xiv

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% % O&er&iew
This document shows the screens that are accessed to, Allow a hi"h le*el user to add a new A%empiere user allocate a role to the new user chan"e the new user/s initial password to one of the user0s choosin" allow the new user to lo"on and select a role usin" their new credentials

Also shown is the window that needs to !e maintained !y a system0s administrator so that A%empiere can connect to the email system used !y your or"anisation and allow Users to send emails from within A%empiere.

The screen shots included in section ) and later sections of this document were ta(en from a system runnin" 1ompiere. The A%empiere screens are the same. 2ote that The term 3Tenant4 in later *ersions of 1ompiere has identical meanin" to the word 31lient4 which was used in earlier *ersion of 1ompiere and most *ersion of A%empiere.

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' ' T(e )rocess Steps

'*% #o+ in to ADempiere
'o"on to A%empiere with a role that allows access to the U56R window. The 7ardenWorld example is the Role of 7ardenAdmin. 8pen the 9usiness Partner wimdow.

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T(e ,usiness ) rtner -indow

A User of the system that has a Role than can access functionality within the 5ystem must !e lin(ed to a 9usiness Partner such as the example !elow. The 9usiness Partner window stores a fla" needed for a 1ontact of that 9usiness Partner to ha*e a role within the 5ystem. This is the 35ales Representati*e4 fla" displayed on the 6mployee and :endor ta!s. The 7ardenAdmin 9usiness Partner record displays as,

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T(e Employee T "

The 6mployee ta! must !e tic(ed and the 5ales Representati*e fla" also tic(ed. #note this same fla" is also displayed on the :endor ta! so that external parties such as independent sales or"anisations can !e "i*en access to the system$

;ou will notice that a 1ontact can !e added directly in the 1ontact ta! in the 9usiness Partner window howe*er not all fields re<uired to set up an internal User are displayed so we will now open the User Window and add the 1ontact information there.

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T(e User -indow

6nter a User 2ame and 'ocation and initial password. The 9usiness Partner record you created for your own company should !e selected in the 9usiness Partner field. A new record has !een created !elow for our new employee, %on =uixote.

6nter an initial password for %on. We ha*e used a password of 3password 14 in the screen shot a!o*e. >?n current releases of A%empiere the password is hashed and will appears as a lon" strin" of asteris( characters@

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Add the Roles that the new User, %on =uixote, will ha*e !y creatin" one record for each such role.

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Role De$inition
The definition of roles is a separate issue not co*ered here, Aust select the appropriate role from the dropdown list. The role chosen will also define the 8r"anisations that %on can access and what he is a!le to do within those 8r"anisations. As noted a!o*e, %on =uixote can ha*e multiple roles and each of his roles is a*aila!le for him to select when he lo"s in. %on =uixote can now test his lo".on to the system.

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New User lo+s on $or $irst time*

%on =uixote should now lo" in !y enterin" the User ?% of %on =uixote and the Password that was entered when the User Record was first created, 3password 14 in this case. 2ote that all user names and passwords are 1A56 5625?T?:6

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5elect the re<uired Role #%on presently has only one role and that is all that is *isi!le in the Role dropdown !ox$. 5elect the 8r"aniBation if multiple 8r"s are *isi!le in the dropdown !ox. 5elect the Warehouse if multiple warehouses are *isi!le in the dropdown !ox.

%on should now !e lo""ed in an a!le to see the main menu which will show those menu items that the selected Role has associated with it. ?n this example 37ardenWorld Admin4 has !een chosen and will display the followin".

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Settin+ t(e New User3s ) ssword

%on should now "o to the Cenu ?tem called R656T PA55W8R%. ?t is usually <uic(est to Aust type 3reset p4 and press enter in the yellow '88DUP !ox. This will find the menu item called 3Reset Passwords4 and allow you to select it !y clic(in" on the menu item. The followin" messa"e will then !e displayed.

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2ow complete the entry of the information re<uested in the form.

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T(e ) ssword Reset !ields

;our current password is the password for the user %on =uixote to connect to A%empiere. 2ew Password is the password to connect to A%empiere after this chan"e. 2ew email address only needs to !e filled in if it has chan"ed. 2ew 6mail User ?% is the ?% that you use to connect to the company0s email system. Eor most people this is the user ?% that you use to lo" onto your wor(station as this also "i*es access to the mail system !y default. 2ew 6mail Password is the password you use to lo" onto your email system. A"ain for most people this is the password you use to lo" onto your wor(station. ?f your lo"on password has to !e chan"ed e*ery ) days #or !y whate*er other policy applies$ then you must also ma(e the same chan"e here or you will !e una!le to send emails from within A%empiere as the username-password credentials that A%empiere will send to your email ser*er will no lon"er !e *alid.

;ou will need to select your user record and enter your password to chan"e anythin" in the form #unless you are a User with 5ystem Administration pri*ile"es$. ?f you do not enter a *alue for the other fields then they will remain unchan"ed.

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The followin" messa"e !ox shows the successful chan"e.

%on =uixote can now lo" out and then lo" !ac( in usin" his username of %on =uixote and his new password which is (nown only to him.

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. . System Em il Con$i+ur tion

.*% Client Settin+s to en "le ADempiere to send em il
9efore A%empiere can allow a User to send an email messa"e from within A%empiere it is necessary to set some *alues in the system. When lo""ed in as an administrati*e user with access to most windows, select the window called 31lient4. >This window was named 3Tenant4 in the 1ompiere *ersion from which this screen shot was ta(en@. The window displays the followin",

6nter the *alue for the Cail Host. ?t will pro!a!ly !e somethin" with a form li(e li(e 3mail.laCancha.com4. 6nter a *alid email address within your company for mail sent to the default user to !e sent. 6nter a *alid email account in the Re<uest User and Re<uest User Password fields. This information is the information that needs to !e sent to the Cail Host so that it (nows that the mail is !ein" sent from an authorised mail user within your mail system. As( the systems administration people for assistance with these *alues. 1lic( the 3Test 6mail4.

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?f your set.up is correct the 3Re<uest User4 will recei*e an email from the system and the screen will display the followin",

Users should now be able to send emailed documents from within the ADempiere system.

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/ Ad 5 3s O$$ices nd Cont cts

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