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User Security

Use the User Security utility to add and manage system security settings for user records.

Xenial Back Office is equipped with a built-in security system designed to provide appropriate access to the company's data. This is accomplished through the use of user security information, such as:

  • Usernames and passwords.

  • Membership to specific user groups.

  • Access permission to specific sites.

  • Access permission to specific store groups.

Security users receive system alerts separately from a distribution list. The respective security privileges determine which menu options the user can access.

User Security Overview

Things to Know

When adding a new user, why are the Store Alerts and Reporting Store Groups pages blank?

The list of stores on the Store Alerts page is restricted to the stores selected from the Stores page.

The list of store groups on the Reporting Store Groups page is restricted to the store groups selected from the Store Groups page.

The store and store group lists on the Store Alerts and Reporting Store Groups pages are not updated until the current record is saved.

Is it possible to associate a user with more than one store?

Yes. From the Stores page of the user record, identify the stores the user can access.

Is it possible to assign a user to more than one security group?

Yes. From the Membership page of the user record, assign the user to the applicable security groups.

When a user is assigned to a security group, the user has access to all tasks and security points that are allowed for the group.

User Security - Instructions

Step by step instructions for managing user security are provided here:

Search User Security

Utilities Security & Audit Log User Security

  1. From the Security screen, select the Users tab (if necessary).

  2. From the upper-left of the Users tab, type the user name in the Search field.

    The user list is automatically filtered to only list user names that match the criteria.

Add User Security

Utilities Security & Audit Log User Security

To add a user record:

  1. From the upper-right of the Security screen, select Add User.

  2. Define the settings on the following pages:

    Page

    Description

    User Information

    General information including name, password, and related menu.

    Email Addresses

    One or more email addresses for the user.

    Membership

    Security groups to which the user is assigned.

    Stores

    Company stores to which the user is assigned.

    Store Groups

    Store groups to which the user is assigned.

    Store Alerts

    Alerts are communicated for the selected stores.

    Reporting Store Groups

    Reports are communicated for the selected store groups.

    Depending on how the system administrator configured the application, the Reporting Store Groups page may not be available.

  3. From the upper-right of the screen, select Save.

User Information

Define the following settings to add general information about the user. Fields marked with an asterisk on the editor are required.

Field

Description

Name

Employee's name.

Username

Username the employee uses to access the application menu.

Password

Password the employee uses to access the application menu.

Password Requirements

  • Eight (8) or more characters

  • At least one (1) special character (e.g. @, !, #, $, %)

  • At least one (1) number

  • Upper & lowercase letters

Verify Password

Type the password again for verification.

Menu

From the dropdown, select the menu the user accesses with the provided username and password.

Report Zoom

Type the desired zoom value when viewing reports.

Valid values: 1 - 999

Default Row Height

From the dropdown, select the desired height for table rows: Small, Medium, or Large.

Account Disabled

This option is disabled when adding a new user.

Command Line User

Toggle to Yes if the user is allowed to access and execute commands from a command-line.

Administrator

Toggle to Yes if the user is recognized as a system administrator.

MFA Information

This field identifies the method used to send the MFA verification code to the user.

Email Addresses

To add an email address for the security user:

  1. From the lower-left of the Email Addresses page, select + Add Item.

  2. In the Email field, type the email address for the user.

  3. Toggle HTML Format to the desired value:

    • Yes - (Defaut) Apply HTML formatting to email contents.

    • No - Do NOT apply HTML formatting to email contents.

  4. From the upper-right of the screen, select Save.

To remove an email address:

  1. From the Email Addresses page, locate the email address on the list.

  2. To the right of the email address, select the X.

  3. From the upper-right of the screen, select Save.

Membership

When a user is assigned to a security group, the user has access to all tasks and security points that are allowed for the group.

  1. From the Membership page, select the applicable security groups for the user.

    From the upper-left of the page, type criteria in the Search field to locate a specific record.

  2. From the upper-right of the screen, select Save.

Stores

To identify the stores the user can access:

  1. From the Stores page, select the applicable stores for the user.

    From the upper-left of the page, type criteria in the Search field to locate a specific record.

  2. From the upper-right of the screen, select Save.

Store Groups

To identify the store groups to which user belongs:

  1. From the Store Groups page, select the applicable store groups for the user.

    From the upper-left of the page, type criteria in the Search field to locate a specific record.

  2. From the upper-right of the screen, select Save.

Store Alerts

To identify the stores about which the user receives alerts:

  1. From the Store Alerts page, select the applicable stores for the user.

    The list of stores is restricted to the stores selected from the Stores page.

    From the upper-left of the page, type criteria in the Search field to locate a specific store.

  2. From the upper-right of the screen, select Save.

Reporting Store Groups

To identify the store groups about which the user receives reports:

  1. From the Reporting Store Groups page, select the applicable store groups for the user.

    The list of store groups is restricted to the store groups selected from the Store Groups page.

    From the upper-left of the page, type criteria in the Search field to locate a specific store group.

  2. From the upper-right of the screen, select Save.

Change User Security

Utilities Security & Audit Log User Security

To change a user record:

  1. Search for the user name using the techniques outlined in  Search User Security.

  2. From the Users tab, locate the user name on the list.

  3. To the right of the user name, select the 3-dot menu.

  4. From the 3-dot menu, select Change.

  5. Make the necessary changes to the user record.

    Note

    The username cannot be changed.

  6. From the upper-right of the screen, select Save.

Disable User Account

To disable a user account:

  1. From the left menu pane of the user record, select User Information.

  2. From the User Information page, locate the Account Disabled toggle.

  3. Toggle Account Disabled to Yes.

  4. From the upper-right of the screen, select Save.

Clear MFA for User

The following describes how to clear Multi-Factor Authentication (MFA) information for a user. The next time the user logs in, they will be prompted to register with new MFA information.

  1. From the left menu pane of the user record, select User Information.

  2. At the bottom of the User Information page, locate the MFA Information field.

  3. To the right of the MFA Information field, select Clear MFA.

  4. From the confirmation prompt, select Yes.

  5. From the upper-right of the screen, select Save.

Delete User

Utilities Security & Audit Log User Security

To delete a user record:

  1. From the Security screen, select the Users tab (if necessary).

  2. From the upper-left of the Users tab, type the user name in the Search field.

    The user list is automatically filtered to only list user names that match the criteria.

  3. From the Users tab, locate the user name on the list.

  4. To the right of the user name, select the 3-dot menu.

  5. From the 3-dot menu, select Delete.

  6. From the Delete User confirmation prompt, select Yes.