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Using the Users Module

← Administration
As an administrator, use the Users module to track information about your users. Anyone who accesses the system needs a User record. Each User record has a unique login and password. User information is used to track who performs which actions in the system.

To open the User Search screen, from the Administration dashboard or the Agency Setup menu, select Users. See the article “Searching for Records.”

To add a User record:
  1. From the User Search screen or a User record, click Add New. The Adding New User screen opens.
  2. Complete the appropriate fields. For field descriptions, see the section “Fields on the Adding New User Screen” below.
  3. Click Save.

    NOTE: User records cannot be deleted. If a user does not need access to the system, then their account can be disabled. To disable an account, clear the Account Enabled check box.

Fields on the Adding New User screen

The Adding New User screen contains the following fields, which are separated by area.

Information area

Use the Information area to track basic information about the user.
  • User Name: Enter the unique username for the user. 
  • Agency: Select the agency to which the user belongs.
  • Password: Enter a temporary password for the user. The first time the user logs in, they are required to change their password.
  • Confirm Password: Enter the temporary password again.
  • Last Name: Enter the last name of the user.
  • First Name: Enter the first name of the user.
  • Email: Enter the email address of the user.
  • Receive Email Notifications: To allow the software to send email notifications to the user, select this check box.

Administration area

Use the Administration area to track administrative information about the user.
  • Account Enabled: To allow the user to log in and use the system, select this check box. To disable the account, clear this check box. By default, this check box is selected.
  • Administrative Privileges: To allow the user to be an administrator, select this check box. To not allow the user to be an administrator, clear this check box. By default, this check box is cleared.
    Administrators have complete access to the system, and privileges cannot be granted or revoked for them. If your agency wants to allow certain users to access administrative screens, then use the Privileges module to grant access to those screens without giving the user an Administrator account. 
    For example, if your agency wants to have a records clerk be responsible for updating the Courts and Judges modules, then grant that record clerk privileges to access those modules, rather than selecting the Administrative Privileges check box. The records clerk can access the needed modules without being given access to other areas of the software. See the article "Using the Privileges Module."

    TIP: It is recommended to have at least two users at your agency with administrative privileges. This setup helps if one administrator account is inaccessible, such as if a password is forgotten. If your agency has only one administrator account, then your agency must contact Technical Services for any problems with accessing the administrator account.

  • Override Agency Partitioning: To override agency partitioning for this user, select this check box. The use can see records for all agencies, even if agency partitioning is turned on.
  • Require Two-Factor Authentication: To require the user to use two-factor authentication, select this check box. To not require the user to use two-factor authentication, clear this check box. By default, this check box is cleared.
    Users can choose to use two-factor authentication, even if it is not required. See the article “Using Two-Factor Authentication.”
  • Allow Forgot Password Resets: Allows users to reset their passwords without an admin's assistance. For more information, see "Unlocking a User Account."
  • User Type: Select the type of user.

    NOTE: Selecting a user type does not grant or revoke access to any part of the system. User types can be used to select recipients of posts for the Bulletin Board on the Dashboard screen. To grant or revoke access to parts of the system, see the article “Using the Privileges module.”

  • Part-Time: To mark the user as a part-time user, select this check box. To mark the user as a full-time user, clear this check box. By default, this check box is cleared.
  • Inactivity Timeout Minutes: Enter the number of minutes the system should wait to lock the account due to inactivity. By default, the value is 30.
  • Disable: To never have the account be locked due to inactivity, select this check box. To have the account be locked due to inactivity, clear this check box. By default, this check box is cleared.
  • Default Incident View: Select the default view for the user on the Incident screen. Users can select a different view, if desired.
  • Default Partition: Select the default partition for the user. Users can select a different partition for records as needed.

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