Adding a New User in Administration

When creating users, it is recommended that you limit the amount of administrators who are able to access Users and manage passwords. All other users who access the Administration module will be able to complete all duties without access to these areas. User access is managed by creating User Groups which align with the internal business roles, with permissions assigned to that group accordingly. User Groups and the permissions are outlined below in detail.

Security tip!

Management of your users is vital to ensure that you retain security. Therefore, when a staff member departs you should make these users inactive within the system. This ensures that other users cannot use that logon and password and those transactions they complete are correctly under their user logon and password.

Adding a New User

It is important to create a new user for each person who will access any of the MandalayCS modules. When you create this user you will allocate what user group that user will be assigned.

1. Select Add This will create a blank form that you can enter all of the required information into the system.

2. User Name Create a user name that will be relevant to that user, such as JSmith. This is a suggested naming convention; Management will direct you to the User Name convention that is to be used within your organisation.

3. Password enter a password for this user. Please remember that it is recommended that the first time that user logs into the Administration module that they change their password.

4. Full Name enter the Full Name of that user, such as Joe Smith

5. Permissions by default, no permissions are allocated to a user. Rather, it is suggested the user is assigned to a System group.

6. Notes you can use this for any information about that User that is relevant to the system, this is a free text field.

Adding a New User to a User Group

  1. Select Add Group
  2. Enter a Group Name
  3. Select Permissions for the group
  4. Select Edit Members

Add Users by double clicking their name from the Available Users & Groups list to move them to the Selected Users & Groups list

Select Close

Select Apply to save the changes

How do I control which sites my users can access Mandalay CS at?

The user accounts can be restricted to work only under specific sites. To do this you will need to use the site distribution feature. This feature is also available for Cartage, Clients, Products, Contract and Vehicles. The following article explains how to use site distribution for users but can be used for any of the other type of items.

Please ensure you read the warning in the last step of this article.

  1. Start the Administration program and go to the Users tab.
  1. Select the user to distribute to a site(s)
  2. Select the site(s) in the site list to the top right of the screen.
  3. Press the Apply button

Site Distribution Warning

If site distribution has not been used yet then previously the system would assume that a user was available to all sites. However once you start using this feature the system will only distribute to a site if the site is selected for the user. Therefore if no site is selected for a user then that user will not be available any site.

Press the OK button if you are ready to start using this feature.

Site Filter

Once site distribution is being used for an item in Mandalay, the Advanced Search button will allow for filtering of the user list based on a site.

Tip:To go back to all sites client the clear button.