Creating users
Prerequisites
- Access to the File > Organization structure > User (AD004) menu.
- Department previously created and related to a position.
- Previously created access group.
Introduction
In order for employees to have access to the components acquired by the organization, users must be created in the system.
In addition to accessing the system, this record allows managers to track the employee profiles so that they can monitor competences, responsibilities, educational levels, needs for training, and more.
This article will teach you how to register a user in the system.
When the system is installed through AD integration, this registration is not necessary, as users will be imported into the system through the integration.
Creating a user
See a practical example of how to create a user in the video below:
Additional information
• SoftExpert Suite has a few reserved words that cannot be used as users' login or name. For example: softexpert and sesuite.
• The e-mail entered in the user data will be used to receive e-mail notifications sent by the system.
• When adding an image to represent the user, the file must be of .jpg, .jpeg, .png, or .gif format and should not be larger than 4mb.
• If a language other than the default one is selected during the login, the system will ask if you wish to make the chosen language the default one.
• The password may have to meet some requirements (such as containing a minimum number of characters, numbers, uppercase letters, etc.), in accordance with the configurations performed in the Configuration > Authentication (CM008) menu of the SoftExpert Configuration component.
• While the password is typed, the "Strength" field will be displayed. The more complex the password, the stronger it will be.
• The countersign can be used to execute tasks from the SoftExpert Suite components, in accordance with the configurations performed in the Configuration > Authentication (CM008) menu.
• If the user is created via AD integration, it will not be possible to edit the password when accessing the account.
• When the Allow editing corporate toolbar option is enabled, the 
(Customize) button will be displayed to the logged user on the toolbar of the main SoftExpert Suite screens. Thus, the user will be able to customize the buttons and the order in which they are displayed, both on a Personal level (the customization will only be applied to the user) and on a Corporate level (the customization will be valid for all users from the logged user's business unit/department).
• When the Allow editing corporate grid option is enabled, the (Customize grid) button will be displayed to the logged user on the toolbar of the main SoftExpert Suite screens. Thus, the user will be able to customize the columns that will be displayed on the list of records and the order in which they will be shown, both on a Personal level (the customization will only be applied to the user) and on a Corporate level (the customization will be valid for all users from the logged user's business unit/department).
• By enabling the Receive news from SoftExpert option, we are indicating that the user will receive e-mail notifications whenever news arrives in their inbox, through the contact screen.
• The Attribute section will only be displayed if at least one attribute is associated in the Employee profile > Attribute section of the SoftExpert Administration general parameters. Moreover, the "Display in user record" option must be checked. For more details on what attributes are and how to fill them out, click here.
Defining a department and a position
When creating a user, it is possible to manage the departments of which they are part and the positions they hold within these departments.
1. On the user data screen, select the Department tab.
2. Click on the 
button.
3. Search for and select the department of which the user will be part and click on 
.
It is mandatory to define a default department. If the user does not have a default department defined, they cannot log in to the system.
Additional information
• It is possible to select more than one department at once.
• If only one department is being associated, keep the Default department/position option checked to indicate that the department being associated must be the user's default department + position.
• Use the 
button to define the department selected in the list of records as default. The first associated department is considered the default, but it is possible to change to one of the other associated departments, if any.
• Use the 
button to disassociate the department selected in the list of records from the user. This button is not enabled if the selected department + position is the default department.
• Use the 
button to view the relationship between the department and the position selected in the list of records.
• See more details about creating departments and positions.
Defining an access group
On the user data screen, it is possible to manage the access groups with which the user is associated, either through their position or through the SoftExpert Configuration component.
The user's access to the SoftExpert Suite components is defined by the access group.
1. On the user data screen, select the Access group tab.
2. Click on the button.
3. Search for the desired access group. If necessary, filter the search by the group name or the license key.
4. Select the access group and click on .
If the user is not associated with an access group, they cannot log in to the system.
Defining a team
The security and access control of system records are defined by means of the teams.
To ensure the user has the correct access to data, it is possible to manage the teams of which they are part.
1. On the user data screen, select the Team tab.
2. Click on the button.
3. Search for and select the team of which the user will be part and click on .
See more information about what teams are and how to create them by clicking here.
Defining a subordinate
When creating a user, it is possible to define their subordinates, which facilitates the management of the organizational structure.
1. On the user data screen, select the Subordinate tab.
2. Click on the button.
3. Search for and select the user who will be set as the subordinate of the user who is being created and click on .
• Some fields on the user data screen can be edited by the user themselves, through the Account. For further details on the customizations enabled for the user, click here.
• For further information on how to add user absences, click here.
Conclusion
With all data properly configured, the user will be registered, and the employee will be able to access the system.