Manage Users is an essential component of any Act! database, especially for growing or larger companies It gives you the ability decide who gets access to what data and what they will allowed to do with the data.
You will find Manage users by going to the top left toolbar of your act web page, clicking on Tools, and then Manage Users.
This page gives you an updated list of all users currently in your database, whether active or inactive. Active users are able to log into the database with their email and password, and view or edit records in the database. Active – Pending means this active user hasn’t logged in for the first time. You should never delete a user, as it will delete the histories and any other data they were involved in, just inactivate them.
The columns on the top, Contact name, User Name, Security Role, Status, and Last Logon Time. You can sort by any column but suggest you sort by Logon Status, At the bottom of the page you can see the amount of active user licenses you have available. Besides viewing your current users, the manage users page lets you hide inactive users from drop down lists of the Record Manager field . This helps clean up your database with a lot of inactive users. On the left are your main tools though, the ability to create new users, edit user info, and delete users. On the left are your main tools though, the ability to create new users, edit user info, and delete users.
On the first page, we recommend putting potential employees into your database as contacts beforehand, then you can create Users from existing contact. This way, you can have the info automatically entered for you. You can also decide to check or uncheck the three boxes down here, user must change password at next log on, user cannot change password, and password never expires. As a general rule, Kenbar recommends leaving the first choice unchecked, and checking the last two.
The next page is short, it allows you to make your new user active or inactive. On the next page, you can give or remove permissions for this specific user. The choices you have on this page will depend on the security role you gave your user. These roles include browse, restricted, standard, manager, administrator, and system manager. Browse are able to look at the data, but cannot make any changes to the data. They do not cost any money either. The roles of restricted is limited in their permissions available and have their niche uses. Standard is self explanatory. The Manager role is for users that have people working for them, and they can assign activities to other contacts. Administrators are the highest level of security role in Act!, so there should likely only have 1 or 2 administrators in a database. Kenbar advises to make new users standard users, and take away the ability to delete records or export to Exel, because they can steal your data. After that, you will see the permissions you can add or remove from the user you’re creating. This will be covered more in a future video. Lastly can add your user to a team, which are used when you have a larger company, for example with multiple different tiers or regions of sales forces that work separately. The manage teams and password policy are mainly used for larger companies, we will cover them in a different video.
At the end here, you can now click finish, and your contact will be created or updated to a user.