Show/Hide Toolbars

Jim2® Business Engine User Manual

To add a new user (employee) identity:

 

1.On the ribbon go to CardFile > Add CardFile.

Add Cardfile v4.1 tab

2.Enter the user's card code, as well as their name and address details (see Info (small) Card Code below, for more info about the card code).

3.Un-tick Customer, and tick User from the selection in the top right-hand corner of the window.

Add User

4.In the footer, select User tab.

warning1

The User tab will be inactive, and you will not be able to add your user details, unless you have ticked the User box in the CardFile header.

Add user details

5.Here, you will need to enter the following:

The user's initials (two or three characters, including dot if required).

A password (as per the strength requirements set in Tools > Options > Security).

Info

This is where an Administrator can change/reset a forgotten user password at any time.

The default stock location (which is used to set the user's location – choose from the drop-down options).

Their security level(s) (choose from the drop-down options).

If Auto send BCC is ticked, a copy of all emails sent from Jim2 by this user will be sent to the email address entered in the Email field.

 

Explanation of Fields

Name

Purpose/Usage

Initials

Enter the user's Initials into this field. This can be up to three characters, and will be used every time the user logs in to Jim2.

 

Note: Once the CardFile is saved, this field cannot be changed.

Password

Enter the user's Password in this field. It can be up to 10 characters, and is the password that the user must enter when they first logon to Jim2.

 

Note: An Administrator can change this password at any time, ie. the user has forgotten the password.

Email

Enter the user's Email address (this is used when emailing reports from Jim2).

Web Logon ID

Defaults to the email address when Allow Web Access is ticked (it can be changed if you wish)

Def. Stock Location

Enter the user's Stock Location into this field. (This is the default Stock Location for that user, when selling or purchasing stock). The stock locations to choose from can be set up in Tools > Setups > Stock > Stock Locations.

Def. Labour Type

Enter the user's Labour Type into this field. (This is the default Labour Type for that user when applying their labour to a Job). The labour types to choose from can be set up in Tools > Setups > Jobs > Labour Type.

Auto send BCC

You have the option to automatically Blind Carbon Copy (BCC) anything you email from Jim2 directly to your nominated email address. To activate the BCC option, tick the Auto Send BCC box.

Allow Web Access

Tick this box if you want to access Jim2 remotely. Required if using Jim2 Mobile.

Rate $

You can enter a Rate (Cost) of this user to your business which will be used when producing certain Profit Reports.

Security

Select the appropriate Security Group(s) for this user from the drop-down box in the Security Group field.

Customers

You can restrict the customers that a user is allowed to deal with, by selecting specific customers from the drop-down selection.

 

Customer field on user cf

 

You can set security to prevent user groups entering transactions for all customers. This option would only be used in a tightly controlled sales team environment.

User Groups

Select User Groups you would like this user to be added to.

 

6.The Rate $ field should be populated with the hourly rate it costs to employ the person, so there is a cost associated with their actual time logged against jobs. The cost will then appear in the job profit reports.

rate field

The cost should include at least: wages (hourly rate), superannuation, workers compensation insurance. Plus, perhaps a share of overheads, eg. training, uniforms, vehicle running costs if provided, etc. If you are unsure how to calculate this rate we suggest you seek advice from your accountant.

You should also set security so that only authorised people can see the User tab of CardFiles.

User tab entry

Security allows you to choose from one or more Security groups. Customers: You can restrict the customers that a user is allowed to deal with, by selecting specific customers from the drop-down selection. User Groups allows you to select Tags and Categories.

7.Click Save, or Save & Close. You will be asked to confirm the password that you're setting, before the user is created. The user must change password at next logon box will already be ticked. You can un-tick it, if you want to.

confirm user details

 

warning1

Once a user CardFile is saved, you can still change most details, even the card code, but you cannot change the user's initials. If you really need to do this, you should copy all of the details to a new CardFile, and make the original one inactive.

 

Info

The Card Code is a unique identifier for each card, and must be entered before the card can be saved. The card code format that your business will use should be established with the intention of maintaining consistency, eg. alphanumeric codes as shown in Figure 2 (above), or surname.initial, etc. If necessary, you can change the card code format at any time. To maintain consistency, you will probably want to edit your old CardFiles, to match the new card code format.

 

Info

If Allow Web Access is ticked, the Web Logon ID will be automatically copied from the Email field, if already populated. If desired, you can change the Web Logon ID to something else, eg. your first name, or a nickname, etc.

 

If you un-tick Allow Web Access, the user will not be able to log on to Jim2 using Jim2 mobile, ie. on an iOS device. It also won't allow the user to log on to the eBusiness server (if appropriate)

 

Info

When a user is editing an individual Purchase Order, or Job record, they can change their Location and/or Default Labour Type, but this will not affect the default Location or Labour type as set on the CardFile for that user.

 

See also:

Add a CardFile

Add A New User

Add CardFiles to Groups

Add Contact Details

Add Customer Details

Add Customer Specific Reports

Add Groups to a CardFile

Add Multiple CardFiles

Add Vendor Details

Auto Postcode/Suburb Lookup

Browse for a CardFile

Bulk Update CardFiles with BPAY Ref

CardFile Contact Types

CardFile Footer

 

CardFile Form Tabs

CardFile Header

CardFile List

CardFile Merging & Deleting

CardFile Options

CardFile Payment Terms

CardFile Price Levels

CardFile Security

CardFile Setup

CardFile Types

CardFiles

CardFiles at a Glance

Create a CardFile List

Export a CardFile List

 

Export Email Contact Report

Import CardFiles

Print a CardFile List

Print a CardFile Record

Quick Add CardFile

Reassign users

Remove a CardFile

Set up Contact Types

Time Sheets

Timers and Labour

Use CardFile List Results

Update Multiple CardFiles

View CardFile Transactions

View or Edit a CardFile