Create User Accounts

Administrators can create users and specify permissions for them in the system.

1. Go to System Tools > System Security > Users.

2. Select New.

   The User Preferences wizard opens.

3. On the User Details page, provide details about the user. Select Next.

   Enter the user's name and initials. Leave the User ID field blank in order for the system to generate an ID. Enter a network ID if single sign-on is used.

4. On the Security page, select a user role and assign the user to security groups. Select Next.

   The user role you select determines the type of access the user has in the application.

   Select the Do not audit user logon/logoff/open option if you do not want the system to record when the user logs on and off the system or opens entities.

   In the Licenced For section, select the additional tools such as Help Centre (SSO) and the Contact Support option if applicable.

5. On the Select Contact page, select Add to add contact details to the user account. Select Next.

   Make sure you add an email address so that the user can receive electronic filing notifications and auto reminder alerts and send emails from within the system.

   User the Managed by and Division/Partner fields to assign the user to a certain grouping or to set the user up to be supervised by another user.

6. On the Regional Preferences page, specify the country, language and other regional settings for the user account. Select Next.

   You can select the format in which the user views and enters numbers and dates. You can also select the paper size for printing reports.

7. On the First View Options page, select a first view and initial entity view for the user account. Select Next.

   The first view is the homepage for the user, the first page they see when they log in to the system.

   The initial entity view controls what the user sees when they open an entity. The Entity Details option gives a summary of the entity, for example, name, status and addresses; the Entity Profile shows the entity's full information including appointments and shareholdings; and Entity Portal enables the user to navigate around the system using portals.

8. On the View Options page, select the required options. Select Next.

   Option	Description
   Show Historical Records by Default	This option determines whether the user can retrieve records marked as historical when they perform searches on entities or information records such as data library or group structure records.
   Show People in name order, rather than by QuickRef	If selected, the default search option for the user is by name of the company, individual, other entity and so on, as opposed to the quick reference of the entity.
   Show Addresses by Address 1, rather than by QuickRef	If selected, the default address search field for the user is by the shared address's first line as opposed to the quick reference of the address.
   Show all search options by default	If selected, all the search tabs display automatically on the different search pages. If this option is not selected, the user must select the More tab to reveal the subsequent tabs.
   Defaults to "Contains" search (where available)	If selected, certain searches can be performed by entering values that fields contain as opposed to what the values in these fields begin with.
   Defaults to "Update All Records Immediately" for new events	If selected, the action option on event wizards defaults to Validate event, then update all records immediately.
   Open records in a new window	This option enables the user to have multiple windows or tabs open simultaneously.

9. On the Multi-Factor Authentication page, choose a setting for multi-factor authentication.

   Note

   This page displays only if multi-factor authentication is enabled in System Options. For more information refer to Set Up Multi-Factor Authentication.

   If you select the Default Setting option, the user account uses the multi-factor authentication settings defined in the user policy related to the user role that is selected for the user account.

10. (Optional) On the Accessibility page, enable the Enhanced keyboard support and support for visually impaired users option if required.

    With this option enabled, users can navigate to all parts of the system and carry out most tasks without the use of a mouse thanks to the enhanced keyboard support. For visually impaired users, the pages feature much improved tooltips and alt tags.

11. On the Password Details page, email the password to the user or copy it to the clipboard.

12. Select Finish to complete the wizard.