Creating and Editing User Profiles

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Creating and Editing User Profiles

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A user profile is a set of configuration options used to control the behaviour of Mobileezy for each Handheld or Desktop user.  The profile settings available in your software are dependent upon the Mobileezy software license key, including the application of any optional modules.  A Mobileezy installation with all Modules contains over 100 general profile settings, 21 Sales types and 3 form options.

It is mandatory that a user has a profile assigned and by default this is set to the *Base Profile*.  Any number of users can have the same profile assigned or alternatively, each user can have a different user profile.

User profiles control the functions and transaction types that each of the users can perform.  If you have a small number of users that need the same functions, it is advisable to edit the *Base Profile* rather than create a new one.

Reasons for creating new user profiles        When do User Profiles Need to be Created?

You will need to create new user profiles when:

a.You first install Mobileezy and have multiple users who require different functionality in Mobileezy

Example of when you would create a new user profile on first installationExample

You have 3 Handheld Users, 2 will be used by Sales Reps doing Mobile Sales and 1 will be used by a Storeman picking orders and performing stocktakes.  In this case, you would need to create at least one new profile, in addition to the existing base profile.  You may choose to edit the existing *Base Profile* for the Sales Reps and create a new profile for the Storeman, or alternatively you could create a new profile for both the Sales Reps and the Storeman.

 

b.You increase the Mobileezy user count and require new users to have different functionality from the existing users.

Example of when you would create a new user profile on increasing the Mobileezy user countExample

You introduce 2 new users and require the new users to be able to issue invoice credits and adjust pricing without providing this functionality to existing users.  In this case, you would create a new profile for the new users enabling the additional functionality.

Examples of when you would need to edit profiles        When do User Profiles Need to be Edited?

a.You first install Mobileezy and want to make changes to the existing *Base Profile*

Examples of when you would edit a profile on first installation        Example

You have 5 Handheld Users that will be used by Sales Reps who all require the same functionality, which differs from the default settings of the *Base Profile*.  In this case, you would adjust the profile settings within the existing *Base Profile* which will then effect all 5 users (after they are synchronised).

 

b.Business requirements change and you need to adjust the functionality of Mobileezy for existing users

Examples of when you would edit existing profiles        Example

You start tracking inventory in your Accounting System and want your existing Handheld Users to see current inventory levels.  In this case, you would edit each of the existing Handheld User profiles to enable visibility of current stock levels.

 

c.You add Optional Modules to your installation and want to provide the functionality to existing user profiles.

Examples of editing existing profiles due to addition of Optional Modules        Example

You implement the Runlist Module and want to enable Run Lists for existing users.  In this case, you will edit existing Handheld User profiles to enable access to the run lists.

Types of Profile Settings        Types of Profile Settings

The user profile contains 3 types of settings that impact the functions of Mobileezy for the user it is assigned to.  These are:

1.General Settings: control individual functions, such as the ability to create sales, adjust prices or create new customers.
2.Sales Types: control the type of transactions that a user can create, for example invoices, orders, stock adjustments or purchase orders
3.Forms: affecting the handheld user only, these control text displayed on the printed receipt and on the signature prompt screen

Step by step instruction for creating a new user profile        How to Create a New User Profile

1.Click on the Setup icon and then select the Profiles tab to open the user profile screen.  By default you will be on the General Settings tab.
Screenshot of the profile tab
The Profile Tab
2.Click on the New button and enter the name of the new user profile.  It is advisable to choose a name that is descriptive of the user role, for example Sales Rep, or Storeman, however this can be edited at a later date.  Press the OK button to save.
Screenshot of Creating a New Profile
New User Profile

Instructions to editing the General profile settings        How to Edit the Profile General Settings

1.Select the profile that you want to alter the general settings for by clicking on the profile name in the profile list.

 

Click on the profile name to select 

2.Select the General Settings tab, then select the setting that you want to edit by clicking on its name in the list

 

Screen shot of the general settings tab
General Settings Tab

 

3.When you click on the name, a description of the settings function will be displayed at the bottom of the screen.

Edit_Profile_Profile Description 

4.The setting is adjusted by clicking on the DropDownList_Selection_Arrow to the right of the selected setting or by double clicking on the profile name.
5.The majority of settings have only a yes and a no option, a minority of the settings have up to five options available.  A description of the currently selected settings behaviour is usually found in the lower section of the screen.
6.To make the changes take effect, first close Mobileezy and then reopen it.  To effect the changes on the handheld perform a full sync and to effect the changes on the Desktop Order Entry System close and then reopen it.

Instructions to editing the General profile settings        How to Edit Sales Types

1.Select the profile that you want to alter the sales types for by clicking on the profile name in the profile list.

Edit_Profile_Select_Name

2.Select the Sales Types tab and tick the check box for the sales types that you want in the profile. Uncheck the box for sales types you don't want in the profile.
Selecting Sales Types
Selecting sales types
3.After altering the settings, you must close and then reopen Mobileezy, synchronise the handhelds and close and reopen Desktop Order Entry System for the changes to take effect.

Instructions to editing the General profile settings        How to Edit Forms

1.Select the profile that you want to alter the forms for by clicking on the profile name in the profile list.
2.Select the Forms tab and type the text you want to appear in each of the forms sections.
a.Signature Prompt: This is the text that appears on the handheld above the space for the customer signature
Screen shot of Signature Prompt Setup on the Desktop
Signature Prompt in the Mobileezy Desktop
Signature Prompot on the Handheld
Handheld Signature Prompt
b.Receipt Header: This is the text that will appear at the header of the receipt printed from the handheld
c.Receipt Footer: This is the text that will appear at the foot of the receipt printed from the handheld
3.After altering the settings, for the changes to take effect on the handheld you must close Mobileezy and synchronise each of the handhelds.
4.For the changes to take effect in Desktop Order Entry System, you must close and reopen it.

Profile Settings Descriptions        Profile Settings Descriptions

See profile settings for a full description of all available profile settings.

See Also:

Creating DOES Users

Creating Handheld Users

Assigning User defaults

Profile Settings