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Users

Creating a User

  1. Click on Administration in the navigation menu, then select Department/User Setup.
  2. Select Users.
  3. Click the Create button.
  4. Enter a unique Login Name for the user. The user's login name will automatically populate into the email address field. *Note: Once the user's initial information is saved, the login name cannot be changed, however the email address can be changed at any time.

 

     The Dude Says:

When a user is initially created, their password will be the same as their login name. The user will be asked to create a custom password the first time they log in. If a user forgets their password, it can be reset by clicking the Reset Password link. Clicking this link will change the password back to their login name, and they will be prompted to create a custom password the next time they log in.

 

  1. Enter the user's First Name and Last Name. The Display Name field will automatically populate with the user's first and last name, however this can be changed if the user prefers an alternative name.
  2. Enter any additional information such as the user's Title or Phone Number.
  3. Edit the user's Email address if it should differ from the user's login name.
  4. Click Save.
  5. Once you have saved the user's basic information, additional tabs will appear on the User Detail page.
  6.  

Departments

This tab is where you can select the departments the user should be able to access.

  1. Check the Allow Updates box to allow the user to access records in that department.
  2. Check the Inspector box to give the user inspector access to records for that department.
  3. Click Save.

Inspection Qualifications

  1. Check the box next to each Qualification that applies to this user.
  2. Click Save.

Security Groups

Security Groups are a defined set of secure functions or permissions that control what the user can see and do within SmartGov. You can apply one or more security groups to a user or manually configure a user's permissions on this tab. To apply a security group to a user:

  1. Click the Add button.
  2. Select the appropriate Security Group from the drop-down menu.
  3. If the user holds multiple roles within your jurisdiction, you can apply multiple security groups to the user by clicking the Add button and selecting another security group.
  4. Click Save.
  5. If you need to apply individual permissions to the user, click the Secure Functions link at the bottom of the page.
    1. In the Application User - Secure Function List window, click the Add button.
    2. Begin typing in the field or click on the magnifying glass to select the appropriate Function from the list.
    3. Check the appropriate boxes to determine how much access the user will have in relation to the function. For more information about these different access options, see Security Groups. *Note: The options selected here will override any options selected for this function in the Security Group.
    4. Click Save.
  6. To see what specific secure functions the user has access to, click the Effective Security link at the bottom of the page.

Subscriptions

Subscriptions determine which actions will trigger an email notification to be sent to the user. A user can customize their own subscriptions, but you can also set them in the User Detail window if needed.

  1. Check the Subscribe box next to the action for which the user should receive a notification.
  2. If the subscription is department specific, click the Departments icon ().
    1. Check the box next to the department the subscription applies to.
    2. Click Select.
  3. Click Save.

Distribution Groups

Distribution groups are collections of users that can be sent notifications or be assigned to tasks, such as workflow steps or code enforcement cases. To apply a distribution group to a user:

  1. Click the Add button.
  2. Select the Distribution Group from the drop-down menu.
  3. Click Save.

Inspection Areas

The Inspection Areas tab will show the inspection areas for which the user is the default inspector. The default inspector for an inspection area is configured on the Inspection Area setup page. However, you have the option to designate this user as an inspector for an inspection area directly from this tab. This will allow the user to be included in automatic assignment of inspections.

  1. Click Auto Assign Areas at the bottom of the page.
  2. Click Add in the window that displays.
  3. Begin typing or click the magnifying glass icon () to select the Inspection Area.
  4. Repeat this process to designate this user to any additional inspection areas.
  5. Click Save.

Deactivating a User

When a user no longer needs access, a SmartGov administrator can deactivate their account. We recommend deactivating a user over deleting them as this will keep your records intact. Users cannot be deleted if there are child records tied to them. *Note: Deactivating a user will remove them from drop-down menus and lists throughout SmartGov.

  1. Click on Administration in the navigation menu, then select Department/User Setup.
  2. Select Users.
  3. Select the user in the list.
  4. Uncheck the Active box.
  5. Click Save.

Unlocking a User

If a user locks themselves out of their account after five failed login attempts, a SmartGov administrator must unlock it for them. *Note: This does not reset the user's password. They will need to login using their current login name and password after they have been unlocked.

  1. Click on Administration in the navigation menu, then select Department/User Setup.
  2. Select Users.
  3. Select the user in the list.
  4. Click the Unlock link at the bottom of the page.