System Data User Profiles

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For the Other Action Menu options (press F9 or the Other Actions Menu on the Button Bar) see System Data Other Actions Menu.

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WARNING: This procedure requires you to have Admin permission.

Profiles control the way users interact with Khaos Control at a more detailed level than User Permissions will allow. Permissions control which actions a user can perform on whole areas of the system; generally to open (view), edit, delete, or create new documents. Profiles can be used both to; set a finer level of detail on users' actions (e.g. view a customer's history, but not his statement) ensuring that specific users/groups of users can only use certain parts of Khaos Control and to simplify the interface by hiding unnecessary parts of the system from them.


flashing light bulb!
For user profiles such as Customer Services that need to view the [ Customer | Detail | Customer Service | Sales Orders/Invoices ] screen, they need to be given the User Permission to Open Sales Summary but without the ability to view Sales Summary screens in their User Profile.



User Permissions - what you can do

User Profiles - what you can see

The Profile Management dialog consists of:

Table Colour Legend

  • Deprecated
  • PH
  • Controller
  • Common multiple areas



The User Profiles dialog box.


Available/Enabled Windows
Visible Tabs
Visible Detail Tab
Sales Order Main List
Additional Detail
Addresses
Payment
Notes
CRM Sales Order History
CRM Customer Tasks
CRM Comm Log
CRM Tracking
Sales Orders CRM Customer Note Tab
Price Bandings
Catalog Requests
Purchase Main List
Delivery Addresses Purchase Order
On Order
GRN
Delivery (Goods-In)
Return to Supplier
Invoice
Invoice (Adjusted)
Customer General List
Financial Detail
Address Supplier Prices Tab
(Supplier/Stock (1),
Classification/Stock (2),
Supplier/Type (3),
Classification/Type (4))
Customer Service screens: Sales Orders/Invoices, Back Orders, Product Analysis, Tracking
Supplier Summary Supplier History
Supplier Stock
CRM Free Text Notes,
Communication Log,
Tasks,
Comments and Complaints
Key Codes
Statement
Structured Pricing
Delivery Rates
Services
Customer Other Tab Extended Stock Descriptions
History / Standing Items
Delivery Rounds/Call List
Overrider Discounts
Sales Invoice Staged Processing List
Back Order (Stock Assignment) Detail
Back Order (Purchase Ordering) Special Operations
Promotions Details List
Notes Key Code
Catalogue
B.O.G.O.F.
Special Offer
Price List
Product Bars/Suggested
Reward Points
Telesales Prompt
Vouchers
Sales Summary Main Best Sellers
Commission (type) Customer
Agent (type) Invoices
Agent (detail) Payments
Sale Source
Keycodes
Catalogues
Charts
List
Management Reports
Suppliers
Repeat Orders Call List
New Order
Call List Setup
Delivery Rounds
Vehicles
Stock Properties List
Options Detail
Accounting Movements
Batches Reordering
Suppliers Sales/Purchase Orders
Relationships Sales Order Assignments
Serial Numbers Adjustments
Structured Prices Budget
Complaints / Extended Live Stock
Telesales / Internet Transfers
Up / Cross Sell Royalty Payments
Locations Stock Review
Country Bars
System Data List
Detail
Accounts Bank Account List
Tax (VAT) Detail
Nominal Accounts
SP Ledger
Debt Management
Profit & Loss
Balance Sheet
Stock Value Historical Valuation
Aged Analysis
Period Analysis
Site Stock
Results
Commission Payable
Jobcosting General List
Monthly Detail
Company Analysis
P & L
CRM Manager Descriptions Appointments & Actions [List]
Contact Information Appointments & Actions [Diary]
Contacts
Tasks
Comm Log
Events
Complaints
Supplier General List
Financial Detail
Address Supplier Prices Tab
(Supplier/Stock (1),
Classification/Stock (2),
Supplier/Type (3),
Classification/Type (4))
Supplier Summary
CRM Free Text Notes,
Communication Log,
Tasks,
Comments and Complaints
Key Codes
Statement
Structured Pricing
Delivery Rates
Services
Supplier Other Tab Extended Stock Descriptions
Delivery Rounds/Call List
Returns Main List
Invoicing Detail
Delivery
Notes
Purchase Manager List
Detail
Email Manager List
Rule Setup
Message Template
Journal Templates Detail List
Schedule Detail
Process List
List Manager Main Screen
Query Report Gen Main Screen






























Upper Grid - Profiles:

The upper Grid lists the profiles currently set up in Khaos Control. All of the other sections in the pop-up are related to the profile the user if focused on in this Grid. An unlimited number of profiles can be created; profiles are then associated with an individual user in the [ System Data | Users ] grid. Every user could have an individual customised profile if required, or a standard template profile, for example, "Sales Team", "Management" and "Accounts" profiles could be set up, each being associated with multiple users.

  • the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right   : add a new profile.
  • the DELETE ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right and overlaid with a red cross.   : delete a profile.
  • The "Refresh All Profiles" button updates all profiles with any changes. button: allows the user to update the profiles with any changes.

Screens Tab

Enabled and Available Windows

The Enabled Windows Grid lists all of the screens the selected profile makes available to users. The Available Windows Grid lists all of the screens that can be allocated to the profile but currently does not have access to.

  • To make a screen available, drag the screen name from A Grid to the other.
  • To make a screen unavailable, drag the screen name from one Grid to the other.

This functionality allows parts of the system, irrelevant to particular user groups, to be hidden. For example, a sales operative might never need to access the accounts or purchasing functionality in Khaos Control. By omitting the Accounts and Purchase screens from the profile's Enabled Windows Grid, they will be unable to access them, as the screens will not appear in their Command Window at all.

Visible Tabs and Visible Detail Tabs

The Visible Tabs and Visible Detail Tabs dictate which tabs and detail tabs the profile will make available for users within a specific screen. Each tab and detail tab within a screen can be made available or unavailable, enabling further customisation.

When a screen is selected in the Enabled Windows Grid, the Visible Tabs and Visible Detail Tabs display those tabs and detail tabs that are ticked (available). For example, the 'Sales Team' could be given access to the Stock screen (to check stock levels, etc.) but the Movements, Adjustments and Budgets tabs could be hidden by unticking these options in the Visible Tabs list.

Command Window Tab

Dictates the Command Window functionality the profile will make available to users. Each section of the Command Window can be made available or unavailable, for example, the Today section could be made unavailable for users who do not use appointments or call lists. The options are:

Invoice Mgr Tab

The Invoice Manager tab displays a list of all the stages available in the Sales Invoice Manager. It dictates which stages of the Sales Invoice Manager the profile will make visible to users, for example, the warehouse staff may not see the Authorise Payment or Issue stages as they are not appropriate to their role and Packing and Processing may not be enabled in the Sales Invoice Manager therefore you may wish not to display these stages on any user's system.

CRM Types Tab

Enables admin users to define a list of Restricted (Banned) CRM Types against a User Profile. By default all CRM Types are un-restricted against each User Profile. When the CRM Type is restricted against a User Profile the following restrictions apply:

  1. CRM Type drop-downs will only display un-restricted Types.
  2. CRM F4 Lookups in Grids will only allow users to select un-restricted Types (although all will be displayed).

Notes:

  1. The options selected in this tab will impact the Communication Log in the following areas of the system:
  2. Users that are NOT associated with a User Profile will be able to see all Communication Log entries.

System Data Tab

It is possible to block access to different screens within System Data in the System Data Tab. This tab will display all the screens available in your version of System Data and the adjacent checkbox is ticked for the screen you wish to block for the profile selected.

Managing User Profiles

See Also

Visit KhaosWikiX at https://support.khaoscontrol.com/wiki_kcx/ to see the following:

Contact the Khaos Team