Account > Users FAQ Index | My Account FAQ Index Answers to Frequently Asked Questions about Account > Users Latest update: 31 October 2001 How do I add a user to my OpenAir account? Note: You must have the appropriate role rights in order to access the Account tab Users link, and to make additions or changes to User lists and dialogs. Also note that adding one or more active users to your account may be a billable event, depending on the terms of your agreement with OpenAir.com. (See Company > My Charges for more information.) 1. Click on the "Account" tab. 2. Click on the "Create..." drop-down menu and select "user." 3. Fill out all required fields in the "New user" (i.e., User > Demographic) dialog, including a User ID and Password for the new user (users can change their IDs and passwords later). 4. Click on the "Save" button. 5. The new user is added to your Users list. 6. To set which modules the user will have access to, and which data exchange functions the user will be able to use, click on the ID of the user you just created, and then click on the "Access Control" link, and then on the specific type of access link (module access, exchange access). 7. Make your selections in one or more of the access control pick list dialogs, and then click on "Save." 8. To make changes to an individual user's work schedule, click on the user's ID, and then on the "Schedule" link. (The default settings are the same as your company work schedule.) Select the "User-specific work schedule" button, make your entries, and then click on "Save." 9. To add information about a user's hourly loaded cost*, click on the user's ID, and then on the "Cost" link. Enter the appropriate information, and then click on "Save." (*"Hourly loaded cost" is what it costs your company to employ a user. Please click on the "Cost" link above for more information.) 10. To assign someone to act as a proxy for a user, click on the user's ID, and then on the "Proxy" link. Enter the appropriate information, and then click on "Save." 11. To assign filter sets to the user (thus restricting access to clients, projects, users, services and/or expense items), click on the users' ID, and then on the "Filter sets" link. Enter the appropriate information, and then click on "Save." 12. To return to your user list, click on the tabbed "Users" link. Users FAQ Index | My Account FAQ Index How can I change information about an existing user? Note: You must have the appropriate role rights in order to access the Account tab Users link, and to make additions or changes to User lists and dialogs. 1. Click on the "Account" tab. 2. Click on the "Users" link. 3. Find the user name in the list and click on their User ID. 4. Click on the appropriate link(s)--"Demographic," "Access," "Schedule," "Cost," or "Proxy." 5. Make your changes to the appropriate dialog, and click on "Save." 6. If necessary, click on another dialog link for that user, or to return to your user list, click on the tabbed "Users" link. Users FAQ Index | My Account FAQ Index Why can't I delete a user? Note: You must have the appropriate role rights in order to access the Account tab Users link, and to make additions or changes to User lists and dialogs. You cannot delete yourself, nor can you delete users who have recorded transactions in any OpenAir.com module; you can, however, remove them from your active user list, which prevents them from having further access to your OpenAir.com account (see the following question about disabling users). If a user does not have recorded transactions, check to be sure that the user is not part of an approval process, or booked to projects or assigned to tasks in the Resources or Projects modules. If they are booked or assigned, you can unbook or unassign them so long as they have not entered billable time against their project or task. Although we recommend that you disable instead of delete users for record-keeping and auditing purposes, once you have freed a user from tasks, projects, and other OpenAir transactions, follow this procedure to delete: 1. Click on the Account tab, and then on the "Users" link. 2. Click on the relevant User ID, and then on the "Demographic" link if you are not in the "Edit - [Name of user]" (demographic) dialog. 3. Click on the "Delete" button in the "Edit - [Name of user]" (demographic) dialog to permanently delete the name from the list. Note: If the "Delete" button does not appear on the "Edit - [Name of user]" (demographic) dialog, this means there are still transactions assigned to that user, or that the user is still assigned to a project or task or other item. Users FAQ Index | My Account FAQ Index What does it mean to "disable" a user? Note: You must have the appropriate role rights in order to access the Account tab Users link, and to make additions or changes to User lists and dialogs. Disabling users will remove them from "active" status, which means they will be removed from your user list and their data can be filtered from any reports that you run. However, any transactional records they may have created remain accessible. Note: You will not be billed for the deactivated (disabled) users in your OpenAir.com account. 1. Click on the Account tab. 2. Click on the "Users" link. 3. Find the user name in the list and click their on User ID. Click on the "Demographic" link if you are not in the "Edit - [Name of user]" dialog. 4. Remove the checkmark in the "Active" box in the "Edit - [Name of user]" dialog. 5. Click on the "Save" button. This user is now deactivated, but may be reactivated later if desired. Users FAQ Index | My Account FAQ Index What is a user proxy? Note: You must have the appropriate role rights in order to access the Account tab Users link, and to make additions or changes to User lists and dialogs. The user-based proxy link allows you to designate one or more users to bypass the normal sign-in procedure and act on behalf of the user or users for whom they are proxies. Assigning one or more proxies to a user can be helpful in situations where the user cannot, for example, submit his/her own timesheets or other transactional records due to illness or other circumstances. Note: Proxies can be given specific role rights when they act as proxy for their assigned user or users; such role rights do not have to be the same as the role rights the proxies are assigned "as themselves." Note, however, that a user cannot be assigned to the administrator role when acting as a proxy. IMPORTANT: Proxy assignation conveys enormous power and responsibility to assigned users. You should not assign individuals to be proxies, or grant proxies broad role rights, without serious consideration of all implications of so doing. Also, as a matter of security and etiquette, you should notify users when one or more proxy users have been assigned to them. To assign a proxy or proxies to an individual user: 1. Click on the Account tab, and then on the "Users" link. 2. Click on the User ID of the user to whom you wish to assign one or more proxy users, and then click on the "Proxy" link. 3. Select the names of the users who are to act as proxy from the "Proxied user" drop-down menu. 4. Select a role for the proxy from the "Roles" drop-down menu, and on "Save." (Note: You cannot be assigned to the administrator role when acting as a proxy.) 5. You can as many proxies as you desire. Add rows to the "Edit proxies" dialog using the "Add" drop-down menu. Assigned proxies access the proxy feature by going to My Account > My Options > Proxy. (Note: Users who have not been assigned as proxies will not see the My Options > Proxy sub-tab.) Users FAQ Index | My Account FAQ Index How do I set a billing rate based on a user's hourly rate? Note: You must have the appropriate role rights in order to access the Account tab Users link, and to make additions or changes to User lists and dialogs. To set different rates based on which of your employees is assigned to a client or project: Step One: 1. Click on the Account tab, then click on the "Create..." drop-down menu and select "user" (or for an existing user, go to "Account > Users," and click on the relevant user ID). 2. Enter the hourly rate you will charge for this user in the "Hourly rate" field of the "New user" (or "Edit - [User's name]") form. Click on "Save." Step Two: 1. In the My Account module, click on the Company tab, and then on the "Settings" sub-tab. 2. Select "User" in the "Get hourly billing rate from" drop-down menu near the bottom of the dialog. Click on "Save." Users FAQ Index | My Account FAQ Index How do I set a billing rate based on the specific project to which a user is assigned? Note: You must have the appropriate role rights in order to access the Account tab Users link, and to make additions or changes to User lists and dialogs. et different rates for each individual project based on which of your employees is assigned to a project. IMPORTANT: You *must* select "User/Project" in the Company > Settings dialog first, or the "User billing rates" link will *not* appear in the "New/Edit project" dialog. Step One: 1. In the My Account module, click on the Company tab, and then on the "Settings" sub-tab. 2. Select "User/Project" in the "Get hourly billing rate from" drop-down menu near the bottom of the dialog. Click on "Save." Step Two: 1. Click on the Account tab, then click on the "Create..." drop-down menu and select "user" (or for an existing user, go to "Account > Users," and click on the name of the user). 2. Enter the hourly rate you will charge for this user in the "Hourly rate" field of the "New user" (or "Edit - [User's name]") form. Click on "Save." Step Three: 1. Click on the Account tab, and then select "project" from the "Create..." drop-down menu (or for an existing project, go to "Account > Projects," and click on the name of the project). 2. Click on the "User billing rates" link just above the "New/Edit project" dialog. 3. In the "User billing rates" dialog, select the user or users who will work on the project. Their default hourly rate will appear in the "Rate ($/Hr)" field; you can change this rate if necessary. Enter any notes as appropriate, and click on "Save." Users FAQ Index | My Account FAQ Index How do I keep a user from seeing the data for a specific client or even a specific project? You need to create a filter set that gives access to specific clients and/or projects only, and then assign the user to the filter set. For information on creating filter sets, see Account > Filter Sets. To assign a user to a filter set: 1. Click on the "User filter set" link. Users assigned to the filter will be subject to its access restrictions for clients, projects, services, users, and expense items. 2. Select the desired users from the "Available items" list, and click on the "Add highlighted items" button. 3. Click on "Save." Note: Users are assigned to the "All Access" filter by default. Users can be assigned to more than one filter set. When users are assigned to more than one filter set, they can select which of these to make their current active filter set from the My Account > My Options > Change Filter Set page. The filter set which is currently active will be displayed in the grey bar at the bottom of each page in the application. To restrict users to a single filter set, assign them to the filter set desired, and then remove them from any other filter sets, including the "All Access" filter set. Users who have only been assigned to one filter set will not see the My Account > My Options > Change Filter Set link, nor will they see the name of their filter set in the grey bar at the bottom of the page. Users FAQ Index | My Account FAQ Index How do I turn off the module(s) that a user doesn't need? Note: You must have the appropriate role rights in order to access the Account tab Users link, and to make additions or changes to User lists and dialogs. To restrict or permit a user's access to one or more modules: 1. Click on the Account tab, and then on the "Users" link. 2. Click on the relevant User ID. 3. Click on the "Access control" link, and then on the "Modules access" link. 4. To restrict module access, select the module(s) to be restricted from the right-hand "Selected Items" list in the "Modules Access" form, and then click on the "Remove highlighted items" button. To permit module access, select the desired module or modules from the left-hand "Available Items" list, and then click on the "Add highlighted items" button. (Note that if your account agreement with OpenAir limits the modules to which you or your users have access – for example, you are signed up only for the Time & Expenses option – you will not see the full suite of modules as choices.) 5. Click on "Save." Users FAQ Index | My Account FAQ Index How can I change more than one user record at a time? The "Bulk User Change Wizard," found under the "Wizards" header in the Dashboard, enables empowered users to add information or make changes to groups of user records or to all user records within one or more departments, rather than having to deal with each individual user record separately. To use the Bulk User Change Wizard: 1. Go to the My Account module, and click on the Dashboard tab. 2. Click on the "Bulk user change wizard" link found under the "Wizards" section heading. Step 1 dialog 3. In the "Step 1" dialog, select a user from the "User to copy from" drop-down. The settings in this user's Account > Users > User ID > Demographic dialog will be applied to selected users or departments in Step 2. 4. Select the information you want to copy using the "Available items" picker list and copy them into the "Selected information" field using the "Add" arrows just below the list fields. 5. Choose to copy the information to other users or to departments by selecting the appropriate "Copy to" radio button. Then click on "Next." Step 2 dialog 6. In the "Step 2" dialog, select from the "Available" picker list the departments or users to whose dialogs you want to copy the information you selected in Step 1, and then click on "Run." If successful, you will see the message, "The update is complete," along with a message about the number of users affected by the change. Note: You cannot undo a wizard. If you have made a mistake, you need to make the appropriate corrective selections in both Steps 1 and 2, and run the wizard again. Users FAQ Index | My Account FAQ Index