User Maintenance

System Location: Settings > System > User Maintenance

User Accounts determine who can log in to JobBOSS2 and the amount of access available when they do based on the number of seat licenses purchased and the amount of security provided.

Seat Licenses

The number of seat licenses purchased determines the number of User Accounts that can be created that allow the user to enter information. For example, purchasing 2 seat licenses means 2 User Accounts can be created that allow read/write access to the system.

  • Leave the View Only User field blank (located in the Credentials section) to provide the User Account with read/write access.

Create additional User Accounts as desired; however any users beyond the number of seat licenses (2 in the previous example) would have to be marked as View Only.

Note that seat licenses are not concurrent. This means that only User Accounts that have the 'View Only User' field left blank can enter information in the system.

Security

The level of security provided determines what information is available for editing or viewing once a user logs in regardless of whether they are a View Only User or not.

Users To Create

Create a User Account for each of the following:

  • Every person that needs to log in to JobBOSS2, whether they need to enter information or not
    • Grant read/write access to users based on available seat licenses; other users can still view information as noted previously.
  • An ADMIN user
    • Every system comes with a SUPERVISOR user by default that has access to every area of JobBOSS2.
    • If you keep the existing SUPERVISOR account, make sure to change the password.
    • If you delete the SUPERVISOR account, make sure that at least one user has ADMIN privileges.
  • Every PC data collection terminal
    • A user can only log in on one system at a time, and since data collection requires a login, each terminal needs to have a User Account.
    • These users should be View Only and have no security access granted.
  • Every employee who would need to provide a signature on an electronic document.
  • A single user for the Touchscreen User ID in Company Maintenance (OPTIONAL)
    • This User Account determines whether stock to job transfers can be performed and which, if any, Hot Spots are available on PC data collection terminals.
    • Select this user in Company Maintenance under the Data Collection section.
  • Template accounts (OPTIONAL)
    • Create a "dummy" user with information appropriate for a certain function, such as accounting, and then use the Copy utility to create new users that need that level of access.
    • This option is useful in situations where multiple users share the same or similar responsibilities.
ClosedAssociated Reports

The following reports / forms / labels are available under the Print dropdown menu located in the User Maintenance Navigator:

  • Connection Info

The following report is available in the User Maintenance Header:

  • Security Report
    • The Security Report will only display security for the company you are currently logged into.
ClosedAssociated Utilities

Copy Button

The Copy Utility creates a new User Account and populates it with every detail of the selected user with the exception of the User ID, Name, and Password.

  • Verify the level of security is appropriate for the new user since those details are carried over from the selected user.
ClosedUser Maintenance Header

User Maintenance Header

The Record Header located at the top of the page indicates which specific record has been selected and for what purpose (new, edit, quick view), provides access to shortcuts to the various Sections of the record (located in the Anchor Bar), and displays record specific Action Buttons (discussed below.)

For more information see User Interface.

Action Buttons

Security Report

Use this option to generate a report that lists which areas of JobBOSS2 the user selected in the report filter screen has access to.

  • You can generate the report for any user, not just the one that was selected when the Security Report button was clicked.

Hot Spots

Click this button to assign Hot Spots to the selected user or to edit the list of Hot Spots already assigned.

For more information see Hot Spots.

OK

This button is used to close the record and save any changes that have been made while it was open. In addition, the dropdown button allows you to Save and:

  • Close - close the open record.
  • New - open a new blank record.
  • Print - print any of the reports related to the open record.

Cancel

This button is used to close the record without saving any changes that may have been made while it was open. If this button is used after a change has been made to the record, the system prompts to verify whether the record should be closed without saving the changes.

Answering "Yes" to the prompt closes the record without saving the changes.

Answering "No" to the prompt leaves the record open.

ClosedCredentials Section

Use this section to uniquely identify, set a password, and determine the read / write ability of the user.

Credentials Section

An asterisk [*] indicates a required field.

*User ID

This value uniquely identifies the User Account and indicates who is logging in.

  • Can be up to 12 alpha-numeric characters
  • Must be unique

*Email Address

Enter the Email address associated with the User ID.

*Auto Generate Login Email Address

If SSO is enabled, this button only displays when the User Type selected is Data Collection Only. This button auto generates a unique Login Email Address based on the User ID and URL. As an example, if the User ID is PCDC1 and the URL is AcmePlating.mye2shop.com the unique email generated and populated in the Login Address Field will be PCDC1@AcmePlating.myd2shop.com.

*Name

Enter the full name of the user.

  • Name order does not matter (i.e. Last Name, First or First Name Last Name is fine)
  • Can be up to 30 alpha-numeric characters

*New Password

The password field is not required unless a new User Account is being created.

Enter a password when first creating the User Account or when a new password is required; otherwise this field does not need to be filled in. When a password is entered, it must meet the following requirements:

  • Minimum of 8 characters
  • At least one letter
  • At least one number
  • No leading or trailing spaces

Confirm Password

Re-enter the value provided in the New Password field when entering or changing a password.

Active

This checkbox indicates whether the User Account is considered active or not.

User Type

This dropdown determines whether the user is able to enter and edit information in JobBOSS2 or not.

  • Full Access
    • Select this option for users that need to be able to enter and edit information in JobBOSS2.
      • Providing the user with read / write access uses an available seat license.
      • The number of users with read / write access cannot exceed the number of seat license available.
  • View Only
    • Select this option if the user needs to log in to JobBOSS2 but does not need to have read/write access.
      • View Only users do not require a seat license.
  • Data Collection Only
    • Select this option if the user only needs to log into data collection.
      • Data Collection Only users do not require a seat license.
  • Public API View Only
    • Select this option if the user needs to log in to JobBOSS2 but does not need to have read/write access.
      • Public API View Only users do not require a seat license.
ClosedCompany List Section

Use this grid to determine which companies the user can access and the level of security provided within each one.

Company List Action Buttons

Security Button - User Maintenance

Click this button to determine which areas of the system the user can access.

Security settings determine which records a user can access; the View Only User checkbox (in the General Section) determines whether the user can enter information in them.

For more information see User Maintenance - Security.

Company List Grid

Allow Access

Place a check next to each Company the user should be able to log in to.

  • Selected companies appear in the Company dropdown menu available when logging in.

Company / Description

These fields identify the company databases the user can potentially access.

Connect String

This field provides the connection details for each data source available.

ClosedEmail Section

Configure information in this section to allow Emails to be sent from within JobBOSS2 for the Email Address entered in the General Section of the User Account.

For more information see Configuring User Email Settings.

If you are required to maintain a Whitelist for Email, see Email Server IP Addresses for Whitelisting

Outgoing Email Box

Use these options to allow reports and other forms to be emailed directly from JobBOSS2.

Email Type

Choose SMTP, Google, Microsoft 365, or GoDaddy.

SMTP Email Type

  • SMTP Server - Use this field to identify the SMTP server used to send Emails for your business.

  • Port Number - Enter the port number used on the server for outbound Emails.

  • Encryption Protocol- Select the appropriate encryption protocol option from the dropdown menu provided. Select None if your Email server / host does not require encrypted connections; otherwise select SSL/TLS.

  • SMTP User ID - Enter the user ID associated with the Email address provided in the General Section.

  • SMTP Password - Enter the password associated with the Email address provided in the General Section.

Gmail OAuth2 Email Type

Note: This feature is only available for hosted JobBOSS2customers. Users must have a Gmail account listed in the Credentials section to use this feature.

  • Click the Sign in with Google button.

  • Enter the Gmail address and then password in the Sign in boxes and then click Next.

  • Another sign-in window opens, prompting consent for JobBOSS2 to access the Google account. Click on the Learn More link showing the number of services to which JobBOSS2 has access. Click Done and then click Continue.

  • Click the Save button to confirm the changes.

Microsoft 365 OAuth2 Email Type

  • Click the Sign in with Microsoft button.

  • Enter the Microsoft email address, phone number or Skype ID.

  • Enter the password and then click Sign in.

  • Another sign-in window opens, prompting consent for JobBOSS2 to access the Microsoft account.

  • Click Yes to allow JobBOSS2 to access data, read your profile and send email as you.

  • The email address is then automatically populated in JobBOSS2.

  • Click the Save button to confirm the changes.

GoDaddy OAuth2 Email Type

  • Click the Sign in with Microsoft button. The GoDaddy page with the Microsoft credentials login box opens.

  • Enter the Microsoft email address.

  • Enter the password and then click Sign in.

  • Another sign-in window opens, prompting consent for JobBOSS2 to access the Microsoft account.

  • Click Yes to allow JobBOSS2 to access data, read your profile and send email as you.

  • The email address is then automatically populated in JobBOSS2.

  • Click the Save button to confirm the changes.

Microsoft 365 OAuth2 does not include support for Microsoft 365 GCC or GCC High. On-premise customers need to follow these additional steps to initialize OAuth2. On-premise customers who want to use GoDaddy need to follow these additional steps for OAuth2.

Contact your IT staff or Email provider if you are not sure what values to enter for the server settings.

Enter the credentials used to access the Email account, not JobBOSS2.

  • Signature - Enter and format a signature in this field that will be used anytime you send an email through JobBOSS2. Images can be added to the signature.

If you apply a change to your signature, queued reports and triggers will not pull the updated signature. If you change your signature, you must remake your queued reports and triggers or manually update them to see the new signature.

  • Send me a copy by default - Turn on this feature to have the Send Me a Copy feature automatically checked on all Emails. The Send Me a Copy feature will send a receipt of the Email to the user.

ClosedMisc. Settings

Use these settings to determine whether the user is able to perform the associated "miscellaneous" functions within JobBOSS2.

Allow user to add/modify standard triggers

Select this option to allow the user to access triggers.

  • Users with this option can run, add, and edit triggers.
  • Users without this option cannot access triggers.

For more information see Triggers.

Allow user to create custom reports

Select this option to provide the user with access to the Report Designer tool available throughout JobBOSS2.

For more information see Using the Report Designer.

Allow user to design dashboards

Select this option to provide the user with access to edit dashboards.

For more information see Dashboards - Reference.

Document Control Settings

Allow user to edit documents

Select this setting to allow the user to attach, remove, and view files to records using the Documents screen located throughout JobBOSS2.

  • This setting requires the Allow user to view documents setting to be selected as well.

Allow user to view documents

Select this setting to allow the user to view files attached to records using the Documents screen located throughout JobBOSS2.

  • This setting provides access to the Get File dropdown menu which allows the user to view or download the attachment.
User-Defined Field Settings

For more information see User Defined Fields.

Allow user to design fields

Select this setting to allow the user to design user-defined fields as well as edit and view the values they display.

  • This setting requires the Allow user to edit values and Allow user to view values settings to be selected as well.

Allow user to edit values

Select this setting to allow the user to edit and view values displayed in user-defined fields throughout JobBOSS2.

  • This setting requires the Allow user to view values setting to be selected as well.

Allow user to view values

Select this setting to allow the user to view values displayed in user-defined fields throughout JobBOSS2.