User Accounts - Creating User Accounts

• Overview
• Creating a User Account
• From Scratch
• Copying an Existing User Account

Overview

To create user accounts, begin by making a list containing each person's user name, sign-in name, e-mail address and other relevant information. The User List Worksheet can be used to gather this information.

Note: Only users with the Administrator: User Rights \& Creation/Licenses/Groups user right can create user accounts. See User Accounts - User Rights Content Link.

Creating a User Account

The administrator can create user accounts from scratch or by creating a copy of an existing account and then modify it as needed.

From Scratch

1. From the SmartOffice side menu, select Setup \> User Accounts to open the Select a User Type dialog box.

1. Click the New button to display the New User Addition dialog box.

- This is the name the user will enter in the User Name field when signing into SmartOffice.

1. Enter a unique sign-in name for the user. Note:

- The user name must be at least two characters and no more than 256 characters.

1. Enter the user's first and last names in the appropriate columns.
2. Enter the user's e-mail address. The maximum length is 256 characters.
3. Select the user's time zone in the Time Zone column.
4. Use one of these methods to specify the user rights that the new user will have:

- In the Copy from Existing column, enter an existing user's name (first name and then last name) to copy all of that user's settings into the new account.

- In the User Tier Type column, select the licensing tier that the user will belong to (for more information, see Office Settings - Tier Licenses).

- In the User Rights Template column, select a user rights template from the drop-down list (for more information, see User Accounts - User Rights Templates).

1. Use one of these methods to specify the user's SmartOffice password:

- To have SmartOffice create a password for the user, select the Generate random password option.

- To specify the user's password, clear the Generate random password option to reveal the Password column. Then enter the user's password in that column (make sure to follow SmartOffice's password criteria).

1. To have SmartOffice send the user e-mail instructions about how to sign in to SmartOffice, select the Send sign-in information to the user(s) by e-mail option.
2. To create additional accounts, click the down arrow under the User Rights Template column to reveal additional rows.
3. Click the OK button.

Once the accounts are created, the administrator can edit the individual accounts to make user-specific changes.

For additional information related to the preceding steps, watch a video about user account creation.

Copying an Existing User Account

Note: User accounts with a status of Disabled (see User Accounts - Detail Content Link) cannot be copied. Also, SmartView for Advisors and SmartView for Clients user accounts cannot be copied.

1. Search for the user account to be copied.
2. Tag the account in the list of search results or open the account to view it.
3. Select Menu \> Create a Copy of This User Account.
4. When the confirmation message displays, click the Yes button to open the Copy User - New User dialog box.

1. Complete the fields as described in Creating Accounts - From Scratch. Note that there is no option to select a user rights template because the system copies the tagged user's rights to the new account.
2. Click the OK button.