User Account Management User Guide

Overview

User Account Manager allows authorized administrators to manage Atrieve Web user accounts directly within the application.

User Account Manager replaces the previous manual user account process performed by Atrieve Technical Support representatives. Administrators can now create and manage Atrieve Web user accounts directly within the application without assistance from Atrieve Technical Support.

With the User Account Manager, administrators can:

• Create new user accounts

• Update user account information

• Disable (and reenable) user access

• Copy access permissions from an existing user

• Reset user passwords

These capabilities help reduce administrative effort while improving account security and visibility.

Accessing User Account Manager

1. Log in to Atrieve Web.

2. In the left navigation menu, select Security.

3. In the left navigation menu, select User Management.

4. The Manage User Accounts page will open.

This page is used to search for employees and manage their access to Atrieve Web.

Page Overview

The Manage User Accounts page displays information about the selected user and provides options to create or update user accounts.

Key Fields

Creating a New Atrieve Web User Account

Use the following steps to create a new user account.

1. Open User Management.

2. In the Employee Number field, enter the full employee number

3. Press Enter.

4. OR click on the employee search icon (magnifying glass), located directly to the right of the text field, to search for an active employee in the HR system.

5. If the employee does not already have an account, the system will enter Add Mode.

6. If the employee does have an existing account and it was created in the new system, then the system will enter Modify Mode.

7. If the employee already has an account, but it was created prior to the new User Account Manager program (i.e., it pre-existed), a message will display indicating that the account cannot be modified in the new system. Any updates to pre-existing accounts must continue to follow the previous process. In a future release, all existing accounts will be migrated to the new User Account Manager, enabling modification functionality for all user accounts.

8. Confirm the Employee Name displayed on the page.

9. To add the new user account without copying from an existing user, press the Enter key and the Environment Access popup will display. Instructions for the Copy option are provided in the Copying Access from Another User help topic.

10. Select at least one Environment Menu for the new user account. To select/deselect a value, use the Tab key to highlight the row and press Enter, or use the Tab key to highlight the row and click the Select/Deselect button.

11. Once done click the Back button to close the popup and return to the main page.

12. Enter or verify the Email Address (mandatory field).

13. Enter the Output Device Group (Printer Group) or click on the lookup icon for a list of valid values (mandatory field).

14. Click Save.

15. When the record is saved, the system first checks that all required fields have been entered. If any mandatory field is missing or contains invalid data, an error message will appear. After correcting the errors, click Save again.

1. The Managing Additional Environment Variables popup will display.

When creating a new user or copying an existing user, you’ll be prompted to review/enter commonly used configuration values that are required for certain Atrieve Web features.

• These settings are only required for users who need access to specific features or data.

• If you are unsure what values to enter, contact your organization’s system administrator.

• You can update these values later by modifying the user account.

The following fields will display:

1. Enter values, if applicable, or if not applicable the fields can be blank.

2. When creating a new user, fields will be blank.

3. When copying an existing user, fields may be automatically populated based on the selected user.

4. You can modify any values before saving the account.

5. Selecting Save in the popup will finalize the save process.

6. The system will create the new user account and automatically generate a username and password.

7. IMPORTANT: Make note of the username and password now to provide to the employee. Once you leave this page the password will be encrypted

8. After creating a new user account, you must configure Regular Security at a minimum before the user can log in to Atrieve Web with their new credentials.

9. Navigate to Security > Password Maintenance > Password Addition.

10. Enter the System Environment Code (Menu) for which you are setting up security

    List of System Environment 3-digit codes:

    • BAS – Finance

    • PRM – Human Resources

    • OPS – Payroll

    • MAR – Accounts Receivable

    • POM – Purchase Order Management

    • BPS – Budget Planning System

    • FAS – Fixed Assets

    • ATS – Automated Tendering

    • SMS – Security System

    • WOS – Work Order System

    • WIS – Warehouse Inventory System

11. Press the Enter key to move to the next field.

    • Note: Do not use the Tab key, as this will exit the program.

12. Enter the username created in User Management (e.g., SMITH_J).

13. Press Enter to accept the default values for the remaining fields.

14. Click Save.

15. Choose the type of security to apply. The available options are:

    • Allow: Define a list of menu options that the user can access. Use this when most menu options should not be accessible.

    • Disallow: Define a list of menu options that the user cannot access. Use this when most menu options should be accessible.

    • Tailored: Create a custom menu containing only the specific options the user needs. This can include options from multiple modules.

Note: The most used option is Disallow.

1. On the next page Select Regular Security.

2. Configure menus as needed and click Save to complete the process.

3. Repeat this process for each of the System Environment Codes (Menus) for the user (i.e. BAS, POM, PRM, OPS, etc.).

4. Once complete, the user will be able to login to Atrieve Web and access the menus associated to their user account.

Note: This guide covers only the new User Management program. Detailed instructions for existing features within Password Maintenance, are not included. Please refer to the online Help documentation or contact the Support team for further assistance.

Copying Access from Another User

To simplify account setup, administrators can copy permissions from an existing user when creating a new account.

Using the Copy Settings from Username feature can significantly streamline user account setup. When you copy from an existing user, the new account inherits the same environment access and configuration settings. This typically reduces setup time, requiring only minor adjustments—or none at all. For example, when onboarding a new Accounts Payable clerk, you can copy from an existing clerk’s account to quickly apply the appropriate access.

To copy access settings

1. Begin creating a new user account.

2. Locate the Copy Settings from Username field. Enter the full employee number of the employee you wish to copy from.

3. Or, search for an existing user by clicking the employee lookup (magnifying glass icon) and select a user from the list.

4. The new user will inherit the same access permissions as the selected user.

5. Review and modify all values as appropriate for the new user account.

6. Click Save

From this point forward the system will behave the same as when adding a new account without choosing to Copy. For detailed information and steps refer to the Creating a New Atrieve Web User Account help topic.

Best Practice: Once the new account is created navigate to Password Maintenance Changes or Inquiry to review and update the inherited configuration for the new user account (example: Regular Security, GL Security, Location Security)

Updating an Existing User Account

To update information for an existing user:

1. Open User Management.

2. In the Employee Number field, enter the full employee number or the full Username.

3. Press Enter.

4. OR click on the user account search (person icon), located directly to the right of the HR search (magnifying glass icon), to search for an employee with an existing user account.

If the user account already exists, the page will load the user’s information.

1. Update any necessary fields, such as Environment/Menu Access, Email Address or Output Device Group.

2. Click Save.

From this point forward the system will behave the same as when adding a new account. For detailed information and steps refer to the Creating a New Atrieve Web User Account help topic.

Disabling a User Account

Disabling a user account prevents the user from signing in while keeping their account information in the system.

This option is typically used when an employee leaves the organization or temporarily should not have system access.

To disable a user account

1. Open User Management.

2. Locate the user account.

3. Click Disable User.

4. Confirm the action when prompted.

The Status field will change to Disabled, and the user will no longer be able to sign in.

Enabling a User Account

A disabled account can be re-enabled if the user needs access again.

To enable a user account

1. Open User Management.

2. Search for the user account.

3. Click Enable User.

4. Click Save if prompted.

The Status will change to Active, and the user will regain access to Atrieve Web.

Changing a User’s Password

Administrators can reset a password if a user is unable to sign in.

To reset a password

1. Open User Management.

2. Load the user account.

3. Click Password Change.

4. Enter the New Password.

5. Confirm the password.

6. Click Save.

The user must use the new password the next time they log in.

General Notes

• User accounts can only be created for employees who exist in the HR system.

• Accounts cannot be created for terminated employees.

• Usernames are generated automatically to ensure they are unique.

• Disabled users remain in the system but cannot log in.

• Access can be restored by re-enabling the account.

Common Error Messages

The following messages may appear when creating or managing user accounts. These messages help ensure that account information is valid and that system security is maintained.

Employee is terminated and cannot be added

Cause:
The selected employee is marked as terminated in the HR system.

Resolution:
User accounts can only be created for active employees. Verify the employee’s status in the HR system before attempting to create an account.

If a user attempts to add or copy a terminated employee, the following error messages display respectively: "This Employee Is Not in Active Status and Cannot Be Added" and "This Employee Is Not valid, Please Enter Another".

Employee not found

Cause:
The employee number does not match any records in the HR system.

Resolution:

• Verify the employee number.

• Use the employee lookup option to search for the correct employee record.

If a user attempts to add or copy an employee who does not exist in HR, the following error messages display respectively: "This Employee Is Not In The Interlink File" and "This Employee is not valid, Please Enter Another".

Invalid Email Address

Cause:
The email address entered does not meet required formatting rules.

Examples of invalid email formats include:

• Missing @ symbol

• Spaces within the email address

• Invalid characters

• Missing domain extension

Resolution:
Correct the email address and try again.

Example of a valid email address:

firstname.lastname@domain.com

Cannot modify legacy user account

Cause:
The selected user account was created using the legacy system and is not managed by the new User Account Manager.

Resolution:
Legacy accounts cannot be modified through this interface until they have been converted to the new system. In a future release, all existing accounts will be migrated to the new User Account Manager, enabling modification functionality for all user accounts.

Login Failed

Cause:
The user may have entered an incorrect password, or their account may be disabled.

Resolution:

• Verify the username and password.

• Confirm that the user’s account Status is Active.

• If necessary, reset the user’s password.

Best Practices for Managing User Accounts

Following these best practices will help maintain system security, ensure appropriate access to Atrieve Web, and simplify ongoing user administration.

Assign Accounts to Individual Users

Each user should have their own individual account.

Avoid sharing accounts between multiple users. Individual accounts provide:

• Better security

• Accurate activity tracking

• Clear accountability for system actions

Use the Copy Settings Feature for Similar Roles

When creating accounts for employees with similar responsibilities, use Copy Settings from Username to duplicate permissions from an existing user.

This helps ensure:

• Consistent access across similar roles

• Faster account setup

• Fewer configuration errors

After copying settings, review the user’s access to confirm it is appropriate for their role.

Disable Accounts When Access Is No Longer Required

When an employee leaves the organization or no longer requires system access, disable their account rather than leaving it active.

Disabling accounts:

• Prevents unauthorized access

• Preserves the account history

• Allows the account to be re-enabled later if needed

Keep User Information Up to Date

Ensure that user details such as email address remain current. Keeping this information accurate helps support:

• Communication with users

• Password resets

• System notifications

Reset Passwords When Necessary

If a user reports login issues or believes their password may be compromised, reset their password immediately.

Encourage users to keep their passwords confidential and avoid sharing them with others.