User Management

Every user who will be using QCDocs, either Desktop or the Portal, will need a user account created. Access to the various tools and functions of QCDocs is regulated through user accounts and the privileges granted to them.

General Tab

  1. Click the Governance in the menu then select User Management. This will start the user manager interface.


  2. Click the New User button. New User


  3. Enter a username for the user. You can use a combination of letters and numbers, with no spaces or special characters.


  4. Click Create to create the user. This will create a new user with a default password (password) and no access rights to the system.
Top

When new users are created in the system or a user forgets their password, they must be assigned a new password.

Set New Password

  1. Select the user from the User pull down menu.


  2. Click the Change Password button. Key


  3. Enter the new desired password, then enter it again in the confirmation text box.


  4. Press Update to complete the process.

As it is possible to access confidential company information, we highly recommend using good passwords with QCDocs. Good passwords will be at least 6 characters long, have at least 1 number, and not be easy to guess.

Top

Privleges

Access to the various components of QCDocs is managed through Privileges. Nearly every feature in QCDocs as a privilege associated with it. In most cases, the privileges are very straightforward.

QCDocs contains a significant amount of confidential information about your company. It is highly recommended that Administrators take a minimal-privilege approach when setting up users. In other words, only give users access to the items they require.

Desktop:

Portal: Privileges required by QCDocs Portal users are all prefixed with “web: “ to simplify locating them.

Top

Photo/Signature

Users can have a photo associated with their account. This picture is shown in the Corporate Directory. Digital signatures are used for certain authorizations and signing cheques. For security purposes, only users with the Governance Access privilege have access to upload signatures into the system.

To add a photograph or signature, select Add and browse for the image file.

Signature Tip: Signatures must be in jpeg format. A 400 dpi image resolution is recommended for best print results.

Top

Authorizations

Authorization is where you configure the authorization rules for each applicable user. Authorizations are for those designated users that look after approvals in your organization. You configure the authorization rules as follows:

  1. Select the user using the drop down box.
  2. Select the directory that you would like to designate as that users approval directory. (When you select the directory it will appear blue).
  3. Once selected, press the arrow button next to the Authorization directory.
    Arrow
  4. Repeat, to add the directory where documents will be automatically routed when approved.
  5. Repeat, to add the directory where documents will be automatically routed when declined.
  6. Select the add button which will populate this rule at the bottom. (You can have multiple authorization rules for any one user). For example you may have different authorization rules for payables/ receivables/ grants or other business process areas.

In addition to the authorization rule there are two other directories that people can be granted access:

Financials Folder - For business owner and Management who participate in financial reporting processes.

Private Folder - You may want to setup each user with a private folder which will allow you to securely share relevant documents with that particular user. These directories are used for personal mail that comes through accounting, T4’s, employment contracts, annual appraisals, change status notifications, etc. How to create a new folder.

Web Portal Approval Settings

Web

Web

Once you’ve setup an authorization rule you can select the web designation rules that would correspond to that rule. For example, accounts payable authorizations are used for expense reporting and PO approval web forms and typically are setup for the other designated accounting forms as well. To set these up do the following:

  1. Select the rule that you want to setup for web form routing and select Web.
  2. Select which accounting forms the respective authorization rule will apply to by changing to yes.
  3. Add a comment if applicable to help users understand when to select that user for approvals.
  4. Select Ok to save the web designation which will then add this user to the respective Portal Accounting Form approval drop down selections.
    Web
Top

Responsibilities

Responsibilities relate to those business processes that a user may be look after on behalf of the organization. Currently QCDocs has responsibility sections for the following:

To setup these responsibilities you simply select the file directory that corresponds to that process and click the Add button. Add

Purchase Order Management
Open Purchase Orders (Purchase Orders that have been setup but the goods or services are still waiting for approval). When this is setup the user will be able to access that area of the Corporate Portal and will be able to edit and close these Purchase Orders.

Accounts Payable Management
This responsibility section is used to initiate cheque runs and the selection of bills for payment or partial payment.

Sales Order Management
This responsibility section is used to manage backlog or orders/contracts that customers have committed to purchasing. Open Sales Orders are generally monitored by shipping/production/project managers who will initiate invoice generation based on delivery of goods and services that correspond to the delivery against the sales order/contract.

Accounts Receivable Management
This responsibility section is used to monitor accounts receivable and is used by the designated depositor as a virtual deposit book which will track the perpetual history of invoice creation and receipt of payment.

Top

Access Control

The Access Control tab is used to limit a user’s access to the system.

It is a good idea to enforce password changes on a regular basis. 30 days is a good setting, as it isn’t too often that people will forget their current password.

If a user is not going to be working with the company for an extended period of time, or is terminated, the person should be marked Inactive by selecting the :”Account Inactive” check box. This stops the user from having access to the system, without deleting their account. This way their access can be returned when it is appropriate.

Top

Notification

The Notifications tab directs alerts for the user. Alerts can be sent to the e-mail address or cellular phone (via SMS) provided in their profile.

Top
Top