Admin Home > Security > User Accounts
In the User Accounts area of Compleat, you can do things like add new users, reset a user's password, configure a user's module access, change their security Group Profile, or simply review their profile.
When you open a user's profile, you have access to a number of tabs offering different configuration for how the user interacts with compleat.
Those tabs are:
- General Details
- Expense Details
- Module Access
- Security groups
- Approval Groups
- Reporting Profiles
- Send Message
- Advanced Settings
- Extended Properties
- Personal Settings
This article explains the configuration options available in each tab, as well as those in the main User Accounts area.
When you arrive in the User Accounts area in Compleat, you immediately see a list of your existing Compleat users. Users in grey are inactive users, whose accounts you've deactivated for one reason or another. This means they're using one of your user licences, but can't log into Compleat. In the top-left of the User Accounts area, you can see the number of licences currently in use.
In your list, there's a user called Administrator. This is our own user that lets us perform administrative functions in your company when you need our help. You don't need to configure the Administrator user, and you shouldn't delete them.
To open an existing user record, click anywhere on a line.
To create a new user, click the Create New button in the top-right of the User Accounts screen.
To search for a specific user, enter their User Name in the box in the top-left, and click Go. Or, click the drop-down to search for a user by other criteria, including:
- First name
- Last name
- User email address
- Group Profile
- Telephone number
- Last login date
When you open a user from the User Accounts area, you arrive in the General Details tab. Here, you can customise the following:
(mandatory fields are highlighted with a *)
|Job title||If the user is an approver, their job title will be visible to others in a transaction's Approval Timeline.|
|First name*||Will be visible on timestamps and appoval timelines.|
|Last name*||Will be visible on timestamps and appoval timelines.|
|User email address*||
Notifications will be emailed to the user when they have tasks to action.
If you don't want the user to receive notifications, enter an invalid email address, eg. nocontact.
|Telephone number||Can be configured to appear on purchase orders.|
|Locale||Defaults to English (United Kingdom)|
Unique identifier that each user will use to log in to iCompleat. It's a good idea to use the user's email address as their user name as it makes transitioning to Single Sign-On (SSO) easier in the future.
You should never change a user name once it's been saved. This could cause transaction or audit history to be lost.
|User password*||The password the user will log into Compleat with.|
|User account is enabled*||If ticked, the user will take up a spare licence. It left unticked, the user account will be flagged as inactive, and they won't be able to log in to Compleat.|
|Group Profile*||You can assign the user to a Security Group Profile.|
|Default company*||If the user has access to multiple companies, this lets you choose which company Compleat defaults to when the user enters a transaction.|
|Approval nominee||Set another user as an approval nominee for this user when they're out of the office during a set time period.|
|Receipting nominee||Give another user temporary access to process receipts on behalf of the user for a set time period. This is typically used when security is applied to only allow a user to receipt their own orders.|
|Landing page on login||Determines whether the user will land on the Compleat homepage, or Admin Home, when they log in. The user first needs access to Admin Home to be able to land there upon logging in.|
The Expenses module is a separately licenced Compleat module. If you're using the Expenses module, you have access to this tab to configure the user's access.
To see how to set up the Expenses module, click here.
Here, you can select which screens a user can access from the main menu in Compleat, and configure which transactions a user can acess and manage for each module.
Each box on the screen represents a Compleat module. The level of access you configure determines whether or not the tile appears on the user's Compleat homepage.
|No access||If selected, the tile is hidden from the user's main menu.|
|Create/manage own||The tile displays in the user's menu. They can create and edit their own transactions, as well as view and manage their existing historical transactions within the module.|
Create/manage Group Profiles
The tile displays in the user's menu. The user can create and edit their own transactions.
They can also view and manage existing and historial transactions of every user within the group profile(s)
The module tile displays in the user's menu.
They can create and edit their own transactions. They can also view and manage all existing and historical transactions within the module.
Some modules contain additional access options, listed in the tables below.
|Restrict to User Extended Analysis||
Allow a user to receipt on behalf of other users, without granting them access to all.
This can be used in conjuntion with Create/Manage All Receipts and User Extended Property.
|Read Only||Grant the user access to view all invoice matches in the system, but not create them.|
Direct invoice/credit notes
|Refer an invoice||
A Refer button will display when a direct invoice is saved, letting the user transfer ownership of the invoice to another user prior to submitting it for approval.
This invoice would then appear in the user's Saved tray.
|Approve/Deny Requests||Grants the user access to the Approvals tile in the main menu.|
|Modify Approval Requests||
Lets approves edit transactions before they approve them.
Whilst approvers don't needs security access to the layoutin order to approve a transaction, they would need security access to the layout to be able to edit a transaction during approval.
This should be factored in when planning the structure of the security hierachy.
|Procurement Workbench||Grants approvers access to the Procurement tray, which groups requisitions for the same suppliers together, and consolidates them into a single PO as they are approved.|
|Allow multi-approval||Lets approvers approve multiple transactions from the approval tray at once, rather than having to drill down into each transaction.|
|Allow Select All||Displays a Select All button that lets approvers select all pending transactions in a single click before approving them.|
|Allow Credit Card Import||Lets a user import a credit card statement into the Expenses module.|
|View all||Provides a read-only view of all contracts held in the Contracts module.|
|Can refer Work Orders||Displays a Refer button, letting a user transfer ownership if the Work Order to another user.|
|Access Administation Module||
Grants access to Admin Home from the Compleat homepage.
This is required for any level of administrator access.
|Administrator for Global Configuration||Grants access to Global Config in Admin Home.|
|Administrator for General Configuration||Grants access to System Config, Catalogues, and Expenses in Admin Home.|
|Administrator for User Maintenance||Grants access to the User Accounts area in the Security menu in Admin Home.|
|Administrator for Security Configuration||Grants access to the full Security menu in Admin Home.|
|Administrator for Workflow Configuration||Grants access to the Approvals menu in Admin Home.|
|Administrator for Pipeline Configuration||Grants access to the Pipelines menu in Admin Home.|
|Administrator for Integration||Grants access to the Integration menu in Admin Home.|
|Administator for Reporting||Grants access to the Reporting menu in Admin Home.|
|Access to Dashboards||Grants access to the Dashboard menu from the main menu. You can configure Dashboards access in Dashboard Access Groups.|
|Change own User Settings||If ticked, the user has access to the Personal Settings area.|
|Can See Unprocessed Invoices tray||If ticked, the user has acecss to the Unprocessed invoices tray, where invoices that couldn't be automatically matches to a receipt/PO arrive for processing.|
In this tab, you can review the user's current security access, and drill down through the security hierarchy to security profile level. This gives you a useful overview of which companies, layouts, and codes a user has access to.
Security groups displayed in the grid are inherited from the group profile that the user has been assigned to via the General Details tab.
You can select a security group to make changes to it.
Here, you can see the approval groups that the user is currently a member of. This gives you a useful insight into where this user appears in approval chains.
You can also see any temporary approval groups here, in the event that the user has been set as an approval nominee on behalf of another user. You can see who the user is approving on behalf of in the Nominee Of field.
If you have any dashboards configured, you can use this tab to filter information based on the user's default reporting profile. You can can choose a different security profile to override the default security profile if necessary.
You can use the Send Message tab in a user's account to send them a targeted message. This will appear in a popup the next time the user logs into Compleat. Simply type your message in the box and click Send Message.
Here's what you can configure in the Advanced Settings tab.
|User must change their password on next login||If ticked, the user will be prompted to change their password the next time they log in.|
|User account expires on||
User won't be able to log in to Compleat beyond the selected date.
Useful when processing a leaver.
|Last password change||Provides a timestamp of when the user's password was last changed.|
|Failed login attempts before account lock-out||Set the number of failed password attempts before the user is locked out of Compleat.|
|Allow selective approvals||If switched on, a button appears at line level letting appovers approve transactions line-by-line.|
|Allow approval of own requests||If left unticked, transactions will be automatically approved by the user if sent to an approval chain they are part of.|
|Forced invoice match check||
If ticked, user can define invoice gross values, and then match to the PO line. Compleat then checks to make sure that invoice calues match lines matched.
If unticked, gross value fields are hidden and not vlaidation. The user only matches PO lines, then saves.
|Show pre-approval lines from all users||Used for the Expenses module. If ticked, a user will see all pre-approval documents available for all users in an expense claim.|
|Receipting edit analysis code||Lets a user edit analysis codes at the point of receipt, defined in the Security profile.|
This tab lets you restrict a user's access to specific codes when entering a transaction, which is useful when code restrictions set against security profiles are too broad.
Compleat only applies extended properties when a field in a security profile is set to Extended Property mode. You can set this by clicking the star icon inside the popup window of a specific field within a security profile.
Once a field in a security profile has been set to Expended Property mode, you can set code restrictions on the field in a user's Extended Properties tab.
- In the Extended Properties tab, click + Add new property.
- Select the property name.
The property name is the field that's been set to Extended Property mode. Eg. VAT code.
- Select the value.
This is the specific value that the user will be restricted to.
- Click Save user.
- Job done!
Repeat these steps for any other properties you'd like to restrict access to.
When the user next uses that security profile in a layout, their code access will be restricted according to your settings in the Extended Properties tab.
You can give users can access the Personal Settings area so that they can set their own basic preferences and settings within Compleat.
To do this, go to the Module Access tab, and tick the Change own user settings check box inside the Misc. area.
Once you've granted them access, they can access Personal Settings from any screen in Compleat by hovering over their name in the top-right corner. This opens their Personall Settings screen, where they can configure the following:
- Job Title
- First name
- Last name
- Email address
- Upload a photo of themselves (this will display to other users when they appear in an approval timeline)
- Choose an approval nominee for a set date range
- Choose a receipting nominee for a set date range
- Change their personal background theme