User Security (Edit)

This page is where we can set the access rights and configure other items related to a specific user.  The page is broken down in to several different areas.

 Button Area – Here you will find information on the use of the different buttons found in the user editor.

• Save – Saves the changes made to this user into the system.  When editing the security options using the different areas of the program, each section is tracked separately so save often.

• View – Clicking on this button will switch between the view modes of the center area where the security options are displayed.  The default view mode will only display the options for the currently selected program area.  The secondary view mode will display all the setting for all the areas but they will be grouped under a line ‘**(Area Name)**’.  Clicking will either switch the view from Primary to Secondary or from Secondary to Primary view mode.

• Tag – The Tag button offers three options, tag all, untag all and tag/untag.  Tag all will mark all options available in the center Security Options area.  Untag all will unmark all options available in the center Security Options area.  Tag/untag will invert the options in the Security Options area (meaning any items beginning as selected will change to unselected while at the same time any items beginning as unselected will become selected).

• Options – Currently the only option is to select another user from which to copy security settings.  The system will present a menu where you can select an existing user and the system will apply the same security settings as found in for the selected user.

• Help – This button will bring up the DeskManager Help tool.

• Exit – This will let you exit from the User Security Editor and return to the DeskManager Setup tool.

 Program Breakdown – In this column you will find the different areas of the program that users may access and the security options that are available for those areas.  Each of these sections is tracked separately.  If any changes are made, please remember to Save the user before selecting another section to configure.

• Inventory – This area is where you will assign rights for this user in relation to this users ability to work with items in Inventory.  This include actions like Vewing, Editing, Adding and Deleting items from the DeskManager Inventory as well as other Inventory related options.

• Inventory Cost – Security settings related to a vehicle’s Costs tab are found here.

• Inventory Display – Security options related to items displayed on the Inventory List are here.

• Deal/Trade – This is were the options will be found that are related to the actions a user may need to perform when working with a Deal in DeskManager.

• Deal Payments – Security options specific to the collection of Deal related payments from your customers are found here.

• Deal Cap Sheet – Options related to the viewing of the Recap page of a deal are found here.

• Prospects – This area allows for control of actions available on the Prospects tab.

• Service – In this location you will find settings related to the Service Module of the DeskManager program.

• Credit Check – Permissions related to the use of the Credit module will be discovered here.

• Reporter – You guessed right, you will find settings here for the Reporter tool.

• Reports – Access to the different parts of the Reports menu are located here.

• Conversation Log – Here are located the options as relate to the Conversation Log found in a prospect’s details.

• Other Access – Items that do not fall into one of the other categories or do not have anywhere else to call home can be found in this area.

• METROII Credit Report – Located here are permissions as relate to the use of the MetroII Credit Reporting tool.

• Tasks/Follow Ups – Choices regarding the use of the Tasks and Follow Ups tools will be found here.

• View Settings – The availability of different program tabs can be controled from here.

• Lease – This is were the options will be found that are related to the actions a user may need to perform when working with a Lease in DeskManager.

• Lease Payments – Security options specific to the collection of Lease related payments from your customers are found here.

• Lease Cap Sheet – Options related to the viewing of the Recap page of a lease are found here.

• Letters – Here are the options available for security of the Letters tool.

Security Options – The middle area of the page is where the options for the area of the program being configured for this user will be displayed.  Each item has a check-box next to it.  When the box is marked, the user will be allowed to perform the described action.  If the box is unmarked, the user will not be allowed to perform the described action.  Example: When Inventory is selected in the left side window, a choice found in the center window will be View.  If the View box is marked, this user will be allowed to view Inventory items.  If the box is unmarked, this user will not be allowed to view Inventory items.

 Other User Specific Information (Tab area) – Off to the right is where we record other information specific to this user.

• User Info – This is where you will enter the User Name, Password, Password verification, and name information regarding this user.  If you wish to copy the security settings of an existing user, you can do so by selecting that user from the Template menu as long as you do this before you save a new user for the first time.  When setting a password, please be sure to enter the password again in the ‘Re-Enter’ verification field.  If the two do not match, DeskManager will not update the password.  Should this user no longer be necessary, please use the Inactive box to remove this user from the areas and lists where a user might be selected.  By using the Inactive option, the system will still have the information about this user available for any reports or logs where user activity was recorded.

• Email – Similar to the options found in the Company Profile area, this is where the system can be configured to use the e-mail tools in the system should you wish to have individual users corresponding with customers using their own e-mail information.  Options for setup are the same as that found in the Company Profile area, click here to view that help information.

• Filters – Should you wish to control the data visible to this user, you can set filters to only display specific information to this user.  You can apply these filters to the Inventory list, the Deal list or both.  The system allows for up to three filters.  Select the filter basis, the operator and the key to be used.  For additional filters you may select a logical operator as well.  Example: setting the basis to Lot, the operator to Equals (=) and the key to 00 – (your company name here) and selecting the Inventory Filter option, this user would only be allowed to view and work with vehicles that have been saved with the Lot Profile ID of 00.

• Prospects – This is where you may set options regarding the interaction of this user with information in the Prospects area.  Auto Lookup Inquiries option when enabled will trigger an event that will take place when this user saves any changes into an inventory item.  This event will cause DeskManager to search the inquiries of all active prospects to see if any of these prospects are interested in the vehicle that was just saved and present a list of these matches for review.  The option for Time Limit for Inquiries is a period of days that DeskManager will use when performing the Auto-Lookup function as a limit and only inquiries that have been entered in the past (xx) days will be reviewed.  Time Limit for Changing Conversation Log option is to allow a user a period of time after saving a conversation log entry onto a prospect’s file where they will be allowed to return to that entry and edit the information that was entered.  When this option is set to Zero (0), the system will allow this user to edit their conversation log entries at any point, no matter how much time has passed since it was first saved.  When it is set to any number greater than zero, the user will not be allowed to edit the entry if that amount of time in hours has passed since the entry was saved.  Follow Up Query Range is a number of days from the current date that the system will use as a default when performing a Follow Up Query. Example: If the number entered into the field is 10, when the Follow Up Query tool is opened, the system will default the ‘To’ date as the current date, while the ‘From’ date will be the current date minus 10 days.  The follow up query is found on the Prospects tab under the Search button at the top of the page.

• Sub-Status – In this area by marking the first box, the system can be configured so that whenever this user attempts to save a new deal into the system, DeskManager can automatically assign a Sub-Status option to that deal.  The sub-status to be assigned is then selected from either the predefined or custom Sub-Status options using the menu.  You can create your own Sub-Statuses for Deals in the DeskManager Setup tool in the Deal area using the Deal Sub-Status option.  The second box on this page, if it is marked will assign the Deal Sub-Status of a deal marked sold by this user to the vehicle’s Inventory Sub-Status.

• Tasks – Follow up task in (xx) day(s) – Enter a numeric value in this field and when this user creates an item in the Tasks tool, that item will automatically have the Follow Up date set to (xx) days from the date that task was created.

• AutoPay – To enable the Automatic Payment Processing system, you must first activate it in the Payment Processing Setup, which is found under system setup.  After enabling the system there, you must then enable it on a per-user basis.  This is turned off by default, to do this, go to the User Security section of the System Setup, and click on the Auto Pay tab.  Here you can enable a user to be able to run the Automatic Payment Processing service as well as configure other options for them.

  • Create a new Task for Failed Transactions – Checking this option will create a task for you to follow up with the customer in the event that a transaction fails due to insufficient funds or expiration.

  • Create a pop-up reminder for failed transactions – Checking this option will pop up a reminder after the automatic charges completes that will have all of the failed transactions attached to it.

  • Send an Email for Failed Transactions – Checking this option will send an email to the customer (recommended) if the charge fails.  This will alert the customer that their payment has been declined, and they can take actions to fix the problem.

  • Send an Email for Successful Transactions – Checking this option will send an email to the customer if the charge succeeds.  This is just a friendly email to tell them that their payment was accepted.

All of these options are also presented in the Automatic Payment Processing screen, where you can change them on a per-deal basis.  Also in the automatic Payments screen, you will be able to modify the success or failure email that is sent out.  Once this is configured correctly, you must then enable (Link to “Automatic Payments Setup Per Deal”) each individual account that you would like to use for Automatic Payments.