User

This screen is used to record data for an internal (inside your organisation) or external (outside your organisation) SOFOS360 user. The "Employee" column allows you to connect to an internal user with a specific person.

To log in, each user must have their unique username. Furthermore, a user receives a password that can only be changed when the "Mutate user" screen is opened in view mode (not started using the pencil). In that case, the action "Change password" is active, and the password-changing screen can be accessed (see Change password).

The screen can also indicate whether the user is active, if the user should only have access to the information portal, and which screen to display when the user logs in. Various authorisation roles can be assigned to the user, and depending on your license, data on stock management and orders can be recorded.

The following section explains the "Respect space authorisation for linked elements" checkbox..

Respect space authorisation

(Only available if you have purchased the license for the Stock module)

In an authorisation role, you can specify whether the role provides access to a limited number of rooms. See "User role" for a detailed definition. If you want linked elements like articles, pots, projects, and cost centers to be filtered on this limited range of spaces, select the "Respect space authorisation for linked elements" checkbox. As a result, only pots, articles, projects, and cost centers will be visible if no space restriction is applied or where a space restriction is entered that the user can view. Furthermore, in that instance, the (historical) pots will only be displayed if the user has the right to view the linked article, space, cost center, or project.

This overview shows all linked authorisation roles. The total number of authorization rules will be applied to this user. See the User role for a more detailed description of the authorisation roles. The authorisation roles are:

Administrator;
Default;
Other authorisation roles created for and by you.

You have the option to receive notifications when any of the documents or pots in the system are about to expire within 30 days. You can choose to receive this notification through a pop-up screen or a notification indication field located in the top right corner of the screen.

You can optionally specify a criterion that the (almost) expired document or pot must meet before it is displayed in the overview. This way, you can avoid selecting too many pots or documents for the overview. Furthermore, for stability, the overview will display no more than 250 pots and 250 documents. The list of pots and documents will be sorted first by expiration date, followed by the document name or pot number.

The popup screen enables you to postpone or delete notifications. By checking the box at the beginning of one or more notification(s), you indicate that you want to do something with the selected notification(s). You can temporarily disable the notification by using the 'Postpone' button and entering the time indicated in the 'Reminder about' field; the notification will be displayed again after the specified time.

You will delete the notification by clicking the 'Delete' button. It will no longer be displayed unless the information in the document to which the notification refers is modified.

By clicking on the message line, the document's detail page will open, allowing you to amend it. The popup screen is always accessible via the notification indication box at the top right of the screen. If you indicated in your settings that you do not want to receive notifications, this notification indication area will no longer display.

A user can specify which fields to pre-fill during a stock procedure. This information can still be changed during editing, however entering it on this screen prevents you from forgetting anything.

The "Create an order request automatically" option can be used to specify whether an order request should be generated automatically when the minimum stock is reached when issuing a pot (normal issue or direct distribution), allowing the stock to be refilled to the minimum stock.