User access control is used within the CRM module to define the cost centres, reports and record maintenance options to which users have access. Case file display options are also set on this form.
Its use is controlled by the User access control initiated option in System Parameters. If activated, all users who require access to the CRM system will need a profile created with the User Access Control form, otherwise only one profile for the kcc user ID is required and will apply to all users.
The User Access Control form is displayed by selecting User access control from the CRM SYSTEM MAINTENANCE menu. It is a standard Autoline GEDIT form, see the Using the GEDIT Form help page for instructions on loading, creating, saving and deleting records. The User id field at the top of the form defaults to the current user but other user profiles can be loaded by clicking the ellipsis ![[...]](Ellipsis.gif){kind=small}
button.
There are five tabs:
The following options are displayed on the Details tab:
Displayable cost centres: The cost centres or departments that the user can view in read-only mode. Click the button to select from a list, or enter an asterisk (*) to grant access to all available cost centres.
Editable cost centres: The cost centres or departments whose information the user can edit. This applies to the maintenance of the cost centre specific details on CRM records. Click the ellipsis button to select from a list, or enter an asterisk (*) to grant access to all available cost centres.
CRM letter printer: The printer to which bespoke letters are sent, if the user is permitted to do so.
Casefile note display: Enter one of the following codes:
Auto refresh interval (in minutes): The rate at which information viewed using the My Desktop interface is updated.
Default wizard mode: Select one of the following options:
Note: The option selected here also controls contact creation in the Showroom module.
CRM Diary view: Select one of the following options:
Diary start day (week view): Select a day of the week.
Use MS Outlook?: If this check box is selected, MS outlook is required within My Desktop.
Tip: When using the Use MS Outlook? parameter, it is important to note that only MS Outlook is supported, for example not Outlook Express.
Maximum recommended daily followups: The number of follow ups the user can received before the My Tasks diary is marked as overloaded.
Can delay followup: Tick to allow the user to amend the follow up date on contacts.
Can re-allocate followup to someone in their team: Tick to allow the user to allocate a follow up to another member of their team (if such a team has been set up using the Team Management form).
Auto lock CRM (in minutes): The period of inactivity before the system will automatically lock the My Desktop interface to prevent unauthorised access while a terminal is left unattended. The password required to unlock can be set in the User details form in the System Utilities module.
User is not here: If this check box is selected, when the user is away for an extended period, he/she cannot be selected by other users as a follow up exec.
Customer count for statistic contacts?: If this check box is selected, contacts are required to be included for CRM statistics.
Can set record to 'X' status: If this check box is selected, the user is required to set Companies, Customers and Vehicles to delete.
Can 'auto-close' departments: If this check box is selected, the user is required to have the option to auto-close all departments with one click.
User reports: Up to five reports can be specified which are displayed on the Reports menu of My Desktop. Click the ellipsis buttons to select from a list of all reports then rename using the text fields to the right. If no reports are selected, entries in System Parameters will be used by default.
Export definition: See the Output Export help page of the Report Generator module.
The Available buttons tab can be used to select which menu options and/or icons will be available to the user while viewing different types of CRM records. Initially only one field is displayed on this tab. Select one of the following categories:
Upon selection, a list of menu options and/or icons is displayed. Double-click on an option to select (displayed in blue when enabled) or deselect. Alternatively, use the None and All buttons.
Case file display is now controlled from a separate tab. The Casefile access tab contains seven sections, one for each of six different modules/departments and a General section.
The choice of whether case files are displayed can be made for each department. In the Sales Ledger, Showroom, Daily Rentals and Vehicle Stockbooks sections this is controlled by a simple tick box labelled Show. In Point of Sale, a text field is used in which one of the following codes should be entered: P (Parts only), S (Service only), B (Both) or N (None). In CRM there are two tick boxes: Show (C/T/V), which enables the display of case files only when loading records, and Show general which enables the display in all other circumstances.
All six departments also have the following two fields:
Min CSI: The average CSI score below which the score will be considered low and subsequently noted in the case file.
CSI Cost centres: Read-only until a value has been entered for the Min CSI. Click the ellipsis button to display a new Available cost centres section in which cost centres can be selected by double-clicking on items in a list, or by using of the None and All buttons. A maximum of ten cost centres can be selected, however clicking the All button inserts an asterisk (*) in the CSI Cost centres field, which will cause all CSI results to be considered regardless of the cost centre.
The General section in the bottom-right of the Casefile access tab itself contains four tabs. Each has check boxes to control the display of different types of information in case files. All fields are enabled by default. Clear a check box to restrict the information available to the current user.
See the Case Files help page for information on the different types of information.
The Loan vehicle bookings tab allows you to set available access for the user for the Loan vehicle Diary.
Vehicle Types: Enter the vehicle types for the user. If a *(wild card) is entered all vehicle types will be available to the user.
Vehicle groups: Enter the loan vehicle groups for the user. If a *(wild card) is entered all vehicle groups will be available to the user.
Available branches: Enter the branch for the user. If a *(wild card) is entered all locations will be available.
Auto complete 'Now' test drives?: Select Y Yes allows the user to start and complete a demo booking in one transaction. Select N No allows the user to start and then at a later date or time complete the demo booking.
Default loan diary view: Select either D Daily W weekly or Monthly allows the users to default to this view when accessing the Loan vehicle diary.
Non-daily view loan length (days): Enter the default length in days when a booking is made from monthly or weekly views. Set it to zero for a one day booking.
Note: The Non-daily view loan length (days) parameter is not used when booking a loan vehicle from the right-click menu options in workshop loading on the Day form.
Loan start time: Enter the default start time when a booking is made from weekly or monthly views. Daily views are defaulted from the start time.
The Other Details tab (if installed) will display the following:
Identify duplicates: Tick to allow the user to identify duplicates within Searching for Records.
Statistics Value access: Tick to allow the user to view the values in CRM Statistics Tab.
Statistics Profit access: Tick to allow the user to view the profit in CRM Statistics Tab.
Can create contacts for all departments: Tick to allow the user to create contacts for other departments.
