User Management

Viewing and Creating Users

Viewing users

To view a list of all Gold-Vision users, select Users > View Users from the main menu.

To edit a user click on their name, this will open a new window with the user edit screen.

Editing an existing user

To edit an existing user, click on their name from the list. The user edit screen will open in a new window. Make any changes necessary and then click Save. A detailed description of the user screen fields is included below.

The Preferences button allows an administrator to edit a user's homepage options.

User screen - Fields

The user screen is the same for new or editing. The table below explains each of the fields. To save changes, click the Save .

Field(s)	Details	Mandatory
First, Middle & Last Names	The user's names. The middle name is optional.	Yes
Email	User's primary email address.	No
Job Title	User's job title, role or position.	No
Department	User's business department.	No
Phone, Mobile	User's contact telephone numbers(s). These details are useful to set up because they may be used by template documents.	No
NT Account	User's Windows logon identity in the format 'Domain\Username'.	Yes
Primary Team	Select the primary team this user belongs to. If this user is a Mail-Tracker then do not select a team.	Yes
User Level	Options are: Disabled - No access to Gold-Vision, but this may be useful for including colleagues who are not users but you may wish to shows as owners of items. Basic User - A normal user with access to Gold-Vision, but without access to the Administration Console. Visibility of items is controlled by the User Access Options screen, see section below. Configuration Manager - This provides access to the configuration options in the Admin Console, but still limits your view of data to your own team access rights. System Administrator - Full administration rights - can see all data, irrespective of any security that may be active on it, and change the rights for all users.	Yes
External ID	This field is used for holding references when integrating with other solutions.	No
Access Mapping	Checkbox to allow a user to use Google Mapping	No
Access Preferences	Checkbox to allow a user to change their Homepage Preferences.	No
Access Mobile	Checkbox to allow a user to use the Mobile interface, if licences available.	No
Access Leads	Checkbox to allow a user to access Lead Management	No
Show on User List	Checkbox to allow the contact to be included on the user list for ownership of activities, opportunities, projects etc	No
Show on AC Managers	Checkbox to allow the contact to be included on the user list for ownership of Accounts.	No
Show on Support List	Checkbox to allow the contact to be included on the user list for Support Manager.	No
Show on Calendar	Checkbox to allow a user to be selected on the Calendar view	No
Mail Tracking Details	Mailbox connection string created automatically by entering the Connection type (CDO, Exchange 2007 Web services, IMAP 4 etc), Server details and Username.	Yes
Mail Tracking Folders	"*" to scan all folders and sub folders for this user, or enter specific folders that you want scanned. This is particularly useful for users that receive large volumes of customer data, much of which has no value in a CRM system.	No
Max Sensitivity	Gold-Vision mail tracking will obey Outlook mail sensitivity options - select the level that Gold-Vision shouldn't track (Normal, Personal, Private, Confidential).	No
Address Lookup Details	Information on postcode lookup for this user. The exact format of the required information will depend on the postcode lookup software - consult Gold-Vision support for details.	No
Calendar Settings	Checkbox to allow a user to be selected in the Calendar view	No
Scan E-mails	If mail scanning is enabled for this user, scan e-mails, subject to confidentiality rules.	No
Scan Appointments	If mail scanning is enabled for this user, scan appointments.	No
Disable Mail Scan	Disable all mail scanning for this user. Manual adding of items is still allowed.	No
Scan Contacts	If mail scanning is enabled for this user, scan contacts.	No
Scan Tasks	If mail scanning is enabled for this user, scan tasks.	No
Last Scanned	Last date the user's mailbox was scanned (read-only).	n/a
Email Private by Default	For users that want e-mail scanning and attaching to relevant Accounts and Contacts, but where there is a high proportion of business sensitive correspondence. Emails will only be visible to that user (plus full Administrators) but they may "publish" the e-mail by changing it's status to public.	No
Mobile Password	Gold-Vision mobile may be accessed using Windows authentication, or using basic authentication. In the later case, a password needs to be created. Leave blank unless notified by support.	No
Phone System & Detail fields	If there is an integrated soft-phone system, select it from the list. The other fields allow you to configure international user defaults, outside line prefixes and other options.	No
Template folder	Optional template folder, leave blank for default (recommended).	No
International Defaults	Choose relevant international options for this user - Date format, numeric format, Default currency (used for displaying local Opportunity values) and time difference (used for adjusting Alerts to user local time).	No
User Word MailMerge	Use Word MailMerge functionality for running letter campaigns - only select if notified by Support.	No
Enable Server Side Document Production	Switches document production from client side using Active-x controls (ie run on the user's machine) to server side (ie completed on the Gold-Vision Server)	No

View Teams

To view a list of all Gold-Vision teams, select Users then View Teams from the main menu. To edit a team click on its name, this will open a new window with the team edit screen. To add a new team, select New then Team from the main menu.

Important Note: Gold-Vision team membership has two levels. "Primary-membership" represents a user's main team. However, users can be added to multiple teams under what is known as "Secondary Membership". Users can be a member of many teams. The important impact of adding a user to a team (via Primary or Secondary membership) is that they will be able to "see" that team's accounts and sub-items under their "team" lists.

Editing a Team

Selecting a team enables you to edit the following:
1. Summary - this is the name of the team as it will appear in Gold-Vision.
2.Details - optional notes about this team.
3. Opt to share emails within the Team
4. Select a Team Leader*
5. To add an existing user to the team via "Secondary Membership" click the Add button and select the user from the list that appears.

To move a user between teams via "Primary Membership", edit the user from the main View Users list, change their Primary Team and click Save

* Team Leaders - this relates to Lead Management. Team leaders can reassign leads allocated to the Team. There can be more than one team leader per team.

Team Memberships

A more visual view of user team memberships can be obtained by selecting Users then Team Memberships from the menu:

Editing / Managing a Team

To edit or manage a team, click on the team name. This appears at the top of each box.

Editing a User

To edit a user, or move their “primary membership” to another team, click on their name.

Adding a Secondary Membership

To add a user to a team using “secondary membership”, click the (add) option that appears next to the team name.

Removing a Secondary Membership

To remove or delete a secondary membership, click the delete cross next to the user in the team.

Team Leaders - this relates to Lead Management. Team leaders can reassign leads allocated to the Team. There can be more than one team leader per team.

!Important Note: The important impact of adding a user to a team (via Primary or Secondary membership) is that they will be able to “see” that team’s accounts and sub-items under their “team” lists. For more information on security and teams, please see Appendix A.

User Management - User Access Options

Access to Gold-Vision item types (Opportunities, Projects, Reports etc) can be restricted by Primary team using the Team Access Options Screen. To open this screen select Users then Team Access Options from the menu.

It may be that certain users or teams do not require access or edit abilities to item types which are irrelevant to them or access/editability to these types may be restricted for security or business reasons.

The access options screen lists your GV teams down the left hand edge. Next to each team, horizontally, is a list of Gold-Vision item options. To set the access/edit/delete options modify the relevant checkbox and click Update. When a user’s team does not have access to a particular item type, all icons and menus to that item type will “disappear” from the Gold-Vision user interface.

If a Team has Access to an item, they will be able to View the information, but not edit or delete the item.

The Edit option grants the team the ability to view the item and change it, but not to delete. Delete gives the team full control over the items.

The item types are grouped into two main areas: Gold-Tracker functions, Gold-Vision functions.

Using the checkbox you can modify access, edit and delete abilities across Gold-Vision items.