User Management

Users are the people who can log into your back office Momentus Enterprise system. You also can use anonymous users for some public-facing applications such as Payment Portal. 

Prior to setting up a new user, check the Auth Configuration on your own user. This will determine whether users can be added via the below method or via the Services Portal.

  • If your Auth Configuration is blank or Active Directory (AD), add new users via the Services Portal.
  • If your Auth Configuration is SSO or Momentus (USI), follow the below instructions to add a new user.

In this article:

Add a New User

  1. Navigate to the Users page and click Add.
  2. Enter the necessary information:
    • Display Name: User name that displays in the software and on the Global Navigation Bar.
    • Email: User's email address. 
    • Login ID: User's login ID. 
    • Initials: User's initials. Used with Activities. 
    • Retire: Do not check this box for new users. Retired users cannot log into the system.
    • ID: Unique alphanumeric value for the user.
    • Organization: User's default organization. After the user logs in it defaults to the selected organization.
  3. In the User Preferences & Defaults tab, enter the necessary information:
    • Startup Favorite: Favorite to automatically open after the user logs in.
    • Locale : Regional settings for the user to accommodate different date, time and numeric formats around the world.
    • Theme : User's theme. This controls the fields on Enterprise pages and windows.
    • Visual Effects: Determines what visual effects the user sees in the system such as window transitions.
      • Let Momentus Choose What's Best For My Computer - Visual effects are used in the software. This currently works the same as selecting Adjust for Best Appearance.
      • Adjust for Best Appearance: Visual effects are used in the software.
      • Adjust for Best Performance: Visual effects are not used in the software.
    • Always Use Default View: If checked, the user’s theme default view is used when opening pages within the software.
    • Working Directory : Default location when exporting reports and where documents are temporarily stored after they are opened.
    • Dictionary: Dictionary for the user. The system pages and windows display in the selected dictionary language.
    • Color Scheme Mode: Color scheme for Enterprise.
    • Email Send Process: Method for sending emails from Enterprise.
    • User Type: Designates the user level and default user access.
    • Time Zone: Set the time zone where the user is located. This field is only available if you are using the Events Across Time Zones feature and may need to be added to the layout.
  4. In the Activity Notifications section, enter the necessary information. (Only needed if you use activity notification):
    • Email: If checked, the user receives activity notifications via email. See Activity Email Notification Templates for more information.
    • Momentus: If checked, the user receives activity notifications in the system. Notifications display to the left of the user name on the Global Navigation Bar.
    • Lead Time: The difference (in minutes) between an activity's due date and the time when the user needs to receive the notification.
    • Frequency: How often (in seconds) Momentus checks to send activity notifications. Minimum time is 600 seconds.
  5. In the Dashboards tab, click the Manage Dashboards button to assign dashboards to the user. The Manage Dashboards window opens.
  6. Select the dashboard(s) to assign to the user from the Available section of the window. Use Ctrl+Click or Shift+Click to select multiple dashboards.
  7. Click the single right arrow (>) to move the selected dashboards to the Selected side. Use the up and down arrows next to the Selected section to change the order of the dashboards.
  8. Click Save.
  9. In the Access and Security tab, enter the necessary information:
    • v30 Access: If checked, the user can access web-based Enterprise.
    • Phone/Mobile Access: If checked, the user can access Momentus Mobile. This requires the purchase of Momentus Mobile.
    • Access Level : Maximum access level for the user. Enterprise uses the access level when you assign roles to a user. This prevents a user from being inadvertently assigned a role with more access than the user should have.
    • Activation Status: Current user status.
      • Active: User password is set up and the user can sign in.
      • Inactive: User is no longer active and cannot sign in.
      • Password Change Required: If the user attempts to sign in, the user is prompted with a password change dialog and cannot proceed until the user completes the password change process.
      • Reset Password: Not applicable.
  10. In the Roles section, click Manage to assign roles to the user. See Role Management for more information.
  11. In the Organizations section, click Manage to assign organizations to the user.
  12. See Access Privileges for information about the Access Privilege tab.
  13. Click OK.

Copy a User

If you have an existing user that is similar to a new user you need to add, you can copy the user to create a new one.

  1. Navigate to the Users page, and select the user to copy.
  2. Right-click and select Tools > Copy User. The Copy User window opens.
  3. Enter the necessary information:
    • Display Name: User name that displays in Enterprise and on the Global Navigation Bar.
    • ID: Unique alphanumeric value for the user.
    • Login ID: User's login ID. 
    • Email: User's email address. 
    • User Options section: The checked options are copied to the new user.
  4. Click OK. The Edit User window for the new user opens.

Edit a User

You can change most information for a user. To change a user's information:

  1. Navigate to the Users page, and select the user to update.
  2. Right-click and select Edit. The Edit User window opens.
  3. Make the necessary changes.
  4. Click OK.

Edit Multiple Users

You can edit some information for users at one time using Edit Multiple.

  1. Navigate to the Users page, and select the users to update. Use Ctrl+Click or Shift+Click to select multiple users.
  2. Right-click and select Edit Multiple. The Edit Multiple Users window opens.
  3. Check the check box next to the field(s) to edit. Only checked fields are updated.
  4. Select the new value(s) from each drop-down. If no value is selected and the check box is checked, the field is updated on all selected users to blank.
  5. Click OK.

Inactivate a User

When a user is no longer with your organization, we recommend you inactivate the user rather than delete it. Inactivating a user prevents him/her from logging into the system but retains the user history and information for record keeping purposes. When you inactivate a user, you also need to inactivate their personnel account.

  1. Navigate to the Users page and find the user to retire.
  2. Right-click and select Edit. The Edit User window opens.
  3. Check the Retire check box.
  4. In the Access and Security tab, expand the Personnel Accounts section.
  5. Find the personnel account to update and right-click > Edit. The Edit Contact window opens.
  6. In the Details tab, expand the Account Status section.
  7. In the Personnel field drop-down, select Inactive.
  8. Click OK. You return to the Edit User window.
  9. Click OK.

Delete a User

If a user is added in error or you need to remove a user completely, you can delete it. You cannot undo the delete user process. When you delete a user, you also need to update their personnel account.

  1. Navigate to the Users page and select the user to delete.
  2. Right-click and select Edit. The Edit User window opens.
  3. In the Access and Security tab, expand the Personnel Accounts section.
  4. Find the personnel account to remove from the user and right-click > Edit. The Edit Contact window opens.
  5. Remove the user ID from the User drop-down.
  6. In the Details tab, expand the Account Status section.
  7. In the Personnel field drop-down, select Inactive.
  8. Click OK. You return to the Edit User window.
  9. At the top of the window, click Delete. You receive a prompt to confirm the deletion.
  10. Click Yes.

Related articles

Comments

10 comments

Date Votes
  • Svend Knutsen

    Do you still need to create a new SQL login on the SQL server first (on-prem)?

    0 upvotes

  • Lee Tickett (Tickett Enterprises Limited)

    Not if you're using v20

    0 upvotes

  • Kelley Willis

    Stuck doing admin. New users, usial Admin out on Medical Leave. Got a new user up, can't login, been around and around with resetting password, unlocking user, no success. This is the third 'Article' I've been through, none any help.

    Which that 'Was This Article Helpful?' control above was a yes/no, so you'd know how often it isn't .

    1 upvotes

  • Maggie U.

    Hi Kelley,

    Sorry to hear you are frustrated, certainly not what we want! I see you have entered a ticket so I'll reach out to our Client Care Team to ask them to review it and follow up with you as soon as possible!

    Thanks,

    Maggie

    0 upvotes

  • Linda Hilko


    And am just adding to this thread Maggie, that the  Was this article helpful? button now only gives us the Yes option on all article pages. The No option no longer appears. Is this on purpose?

    0 upvotes

  • Maggie U.

    Hi Linda,

    We did decide to remove the No option for right now since it has a negative impact on search results without providing us any feedback on what was unhelpful about article. We are trying to make adjustments to help improve search results that are within our control and this was one of the items we could try. We also wanted to be able to capture why an article wasn't helpful so we are currently working on putting in something that allows you to comment on why an article wasn't helpful so we can make changes and updates to it.

    Thanks!

    Maggie

    0 upvotes

  • Joey Lynn Pinaglia

    New to the admin role, can anyone tell me the difference between the activation statuses?  Active, Inactive, Password Change Requires, or Reset Password.  

    Our users were set up by another co-worker that is no longer with us, some accounts are set up as Active and some as Reset Password and I'm not sure why.  

    Thank you

    0 upvotes

  • John Padgett

    Hi Joey,

    Activation Status affects whether or not users can sign in. Here's a brief breakdown of what each status means:

    • Active: User password is set up and they are able to sign in
    • Inactive: User is no longer active and cannot sign in
    • Password Change Required: If a user attempts to sign in, they will be prompted with a password change dialog and cannot proceed until they complete the password change process.
    • Reset Password: I believe this is a legacy status as it does not change any behavior. Use the "Password Change Required" field if you need to force a user to update their password.

     

    I hope this helps!

    John P.

     

    1 upvotes

  • Jaime Kenney

    HI - Once I have the user Retired and the Personnel Account set to Inactive, should I Drop the user in the services.ungerboeck.com portal?

    0 upvotes

  • Maggie U.

    Hi Jaime,

    Yes, you'll want to go to the Cloud Portal to request to drop the user.

    Thanks!

    Maggie

    0 upvotes

Please sign in to leave a comment.