System Admin

Specify the Address to be used on Report print-outs for the Company

1. Go to Accounting  Main Menu > Admin > Company Setup
2. Select the CompanyNo you wish to set up / edit (e.g. “01” for default, or other for a multi-Company setup, e.g. “02” or “03”…)
3. On the General tab, specify the Report Address to be used on Report print-outs for that CompanyNo
   • Enter or edit value on Report Address field
   • Ensure the other fields, such as Company and Customer No. (corresponding system CustomerNo) are valid and up to date

Now you can view this Report Address on the Report print-outs that refer to this value, such as from Quote, Purchase Order, Invoice, and Customer Statement

5:00

Define a User’s Permissions

This topic describes how to assign and manage User permissions. For a complete list of User permissions and descriptions, see the reference topic User Permissions

There are two options for assigning User permissions in Q360, which are cumulative for the User:

• Group permission is the preferred method because it grants Users access to all the per-designated permissions based on roles and required access in the system
• Individual User Permissions are typically granted to Users who require a special kind of access outside of the User role that is not specified in the Group Permissions

To assign Group Permission for a User, complete the following steps:

1. Go to Maintenance > User Maintenance and open a User ID record
2. Click the Permissions tab and then the Group Memberships sub tab
3. Click the EDIT icon
4. In the Group Membership grid, check the box(es) corresponding to the Group Permissions you want to assign the User based on the Company roles of this User
5. Click the SAVE icon. Upon saving, the User Permissions grid highlights the corresponding Group Permissions in green. Blue highlighting indicates that the Permission is automatically granted for a User with an ADMIN Type USERID.

Note: There are permissions that are exceptions to the rule, and must be assigned explicitly on a User-by-User basis, and not inherited by a Group, nor by the ADMIN User Type

To assign an individual Permission for a User, complete the following steps:

1. Go to Maintenance > User Maintenance and open a User ID record
2. Click the Permissions tab, then the User Perms sub tab
3. In the User Permissions grid, check the corresponding View, Create, Edit, or Exec checkboxes for the Permissions you want to grant the User
4. Click the SAVE icon

There are several kinds of Permissions in Q360 that allow you to control User access to locations and resources in the system.

User ID Permissions

These are the individual permissions that are either automatically added when assigning Group permissions for a User, or they may be individually assigned as needed

• UserID permissions are administered in the Maintenance > User Maintenance > Permissions/Groups tab > User Permissions grid. For a complete list of User and Group permissions and descriptions, see the reference topic User Permissions
• For detailed instruction regarding set up of individual and group User permissions, see the knowledge base article Assign User Permissions
• In the User Permissions grid, permission types (View, Create, Edit, Delete, Exec) are colorized (colourized) based on the following:
  • • Green – Permission is already granted because the User has a group permission with that access
    • Blue – Permission is automatically granted to ADMIN type users

   

• Exceptions to the rule: Some permissions must be EXPLICITLY assigned on a User-by-User basis, i.e. cannot be granted via a ‘GROUP’ nor inherited as part of ADMIN User type.  Examples:
  • INVOICECHG
  • VOUCHERCHG
  • TIMEBILLDB
  • WORKFLOWSQL
  • LIVEDATASQL
  • HRADMIN

Group Permissions

Because there are an extensive number of User permissions in the system, Group permission combine sets of permissions based on Users roles within an organization. Group permissions are essential for assigning and updating access for groups of Users consistently and accurately.

Group Permissions are administered in the Maintenance Main Menu > User Maintenance > Permissions tab

Live Data Report Permissions

To allow Users and Groups access to the various Live Data reports in the system, permission must be assigned within the reports themselves. There are multiple ways in which access can be granted.

Live Data permissions are administered in the Live Data Main Menu > Live Data Reports > Permissions tab

• In Permissions tab > Users grid you can assign access to a report to a User by Name, or to a Group
• In Permissions tab > Permissions grid, you can assign access to Users that have access to a specific Permission and Type. For example, an Accounts Receivable report can be designated to Users who have the permission INVOICE create, edit, and delete permissions, but exclude Users who only have access to the INVOICE view permission

In order for Users to view the Live Data Reports > Design SQL option that displays data sources, access to those data sources must be configured in the Maintenance Main Menu > User Maintenance > Permissions tab > LDR Datasources sub tab

Dashboard Permissions

To allow Users and Groups access to the various Dashboards in the system, permission must be assigned.

Dashboard permissions are administered per individual Dashboard.  Open the Dashboard you want to edit and add the Users or Groups in the Permissions tab.  Note: Without any Dashboards assigned, Users will not see the Dashboard Main Menu display.

External User Permissions

For Users that are external to your Company such as Customers, you can grant limited access to various areas from the web client only.

External User accounts and permissions are administered in the Maintenance > External Users.

For more information about External User Permissions, see Setting Up External Users.

Workflow Permissions

To allow Users and Groups access to the various Workflows in the system, permission must be assigned within the Workflow themselves.

Workflow Permissions are administered in the Workflows Main Menu > Workflow Definitions > Permissions tab.  From here, you can assign access to a report to a User (by User ID), or to a Group.

Field Permission Level

Access to fields within a form can be administered at both the Group and individual User level. 0 is the lowest level of access and 9 is the highest, and by default most fields are set to 0. A use case example would be a scenario where all Users within the HR group can be granted access to the Employee form but some Users might not be allowed access to Salary Amount field.

The following locations are used to administer Field Permissions levels:

• File Main Menu > Database Maintenance > Data Dictionary. Form Field Permissions levels (0-9) are defined in the View and Edit columns
• Maintenance Main Menu > User Maintenance > Field Perm Level field. The permission level can be set for both User Type USER or GROUP

In the above example, the administrator might set the Data Dictionary, Employee form View and Edit columns for SALARYAMOUNT to 9. The User Group “HR” could be set up to provide a default Permission Level to the Salary Amount field with 0. Then for each User ID requiring view and / or edit access to the Salary Amount field, a User ID permission for HREMPLOYEE would be set with the Field Permission level 9. Users prohibited from viewing and editing the field would be automatically granted a Field Permission level of 0

In addition to the pre-defined User Groups that are configured in the system, you can create custom Groups and modify existing Groups, based on your organization’s needs

Create New Group Permissions

3:33

Create a Permission Group

1. Go to Maintenance Main Menu > User Maintenance
2. Click the ADD icon
3. In the pop up window that appears, in the User ID field, type a name for the new Permission group.  Note: this field is limited to 15 characters and may NOT be edited once created.
4. From the User Type drop down, select “Group” and click the OK button.  The User: Add form will open.
5. On the Profile tab, define the Fullname, Title and Company No.
6. On the Permissions tab, User Perms sub tab, use the checkboxes in the grid to define the Permissions this Group will have.
7. On the Company Access sub tab, select the Companies the new Group will be allowed to access.
8. On the Branch Access sub tab, select the Branches the new Group will be allowed to access.
9. On the Job Roles sub tab, you may select Job Roles that include their own set of Permissions.  This could be used instead of the individual Permissions selected in step 6 above.
10. Click the SAVE icon

You may now assign an individual User this Permission Group and the User will inherit all the permissions defined for the Group.  This will be done from the User record > Permissions tab > Group Memberships sub tab.

This section describes how to grant Users and Groups access to live data reports

Before you begin, note the following:

• Make sure the User is granted the USERREP permission as this will allow them to view the Live Data main menu option
• Live data report access must be granted to Users or Groups if the Public Flag box is not checked on the Live Data form
• The Live Data definition main form does not have to be in edit mode to add Users or Group permissions

Access based on permissions and permission types

For custom live data reports, you may grant access based on permission and permission type. For example, you may grant access for all Users or Groups with the APMAIN Edit permission

To grant Users or Groups this kind of access, complete the following steps:

1. Go to Live Data Main Menu > Live Data Reports to open the live data record
2. Go to Permissions tab
   • In the Users grid, check the permission and permission type box(es) applicable
   • A User having at least one of the those selected permissions will inherit access to this live data report
3. Click the SAVE icon in the Users grid

3:26

Assign Permissions to Access Dashboards

This section describes how to grant Users and Groups access to Dashboards

Before you begin, note the following:

• The Dashboard definition main form does not have to be in edit mode to add Users and Group permissions.

To grant User or Group permission to a Dashboard, complete the following steps:

1. Go to Dashboards Main Menu > Live Data Dashboard Definitions and use the form Search box to find and open the Dashboard record
   • Notice that core Q360 dashboards are identified with Dashboard No prefixed with “Q” and their attributes are not editable.  To change anything other than permissions on a core Dashboard, you must create a copy of the Dashboard using the Extended Menu option.  You may then make changes (such as Category) on the copy.
2. Click the  Permissions tab
   • In the Users grid, click the Add User or Group drop-down box, select a User or Group you want to add, then click the grid ADD icon
   • The option you added will now display in the Users grid
   • Place the grid in EDIT mode and check the Grant All Data Source Permissions checkbox if you want the User or Group to be able view all data sources within the Dashboard
3. Click the Save icon in the Users grid

Upon refreshing the web client, the User or Group can now see the dashboard definition name appear under the Dashboard menu or under the applicable section if the optional category tags have been defined for the Dashboard record such as Live Data > Accounting

Access Based on Permission Type, Configs, or Other Conditions

For custom dashboards, you can grant access based on permission or permission type, configs, or other conditions. For example, you can grant access for all Users or Groups with the APMAIN (Edit) permission

To grant Users or Groups this kind of access, complete the following steps:

1. Go to Dashboards Main Menu > Live Data Dashboard Definitions and open the Dashboard record
2. Go to Permissions tab and put the form in EDIT mode
   • Above the Permissions grid, use the View Condition box ADD icon to set access based on a Permission, Config or other Condition
   • A User meeting at least one requirement defined in this way will be able to access this Dashboard
3. Click the form SAVE icon

4:33

Assign Permissions to Access Workflows

This section describes how to grant Users access to Workflows

Before you begin, note the following:

• You will need to have WORKFLOWDEF permission in order to edit Workflow definitions
• Make sure the User is granted the WORKFMENU permission as this allows Users to view the Workflow Main Menu option
• Workflow access must be granted to Users or Groups if the Public Flag box is not checked on the Workflow definition form
• The Workflow Definition form does not need to be in Edit mode to add User and / or Group permissions

Access for Users or Groups

To grant User or Group permission to a workflow, complete the following steps:

1. Go to Workflow Main Menu > Workflow Definitions and open the Workflow record. The core Q360 workflows are identified with the prefix 360Q in the Workflow No. column / field.   Note: to change anything other than permissions on a core Workflow (such as Category or Main Menu Path), you must create a copy of the Workflow using the Extended Menu option.  You may then make changes (such as Category) on the copy.
2. Click the  Permissions tab
3. Click the Add User or Group drop-down box, select a User or Group you want to add, then click the ADD icon. The option you added will now display in the Users grid
4. Put the grid in EDIT mode and check the Grant All Drill-in Permissions checkbox if you want the User or Group to be able to click on and drill into Workflow buckets to view the corresponding data grids
5. Click the SAVE icon in the Users grid

Upon refreshing Q360, the User or Group can now see the Workflow Definition name appear under the Workflow Main Menu or under the applicable section if the optional Category tags have been defined for the Workflow record such as Workflow Main Menu > Accounting

Access Based on Permission Type, Configs, or Other Conditions

For custom Workflows, you can grant access based on permission or permission type, configs, or other conditions. For example, you can grant access for all Users or Groups with the INVENTORY (Edit) permission

To grant Users or Groups this kind of access, complete the following steps:

1. Go to Workflow Main Menu > Workflow Definitions and open the Workflow record
2. Go to Permissions tab and put the form in EDIT mode
   • Above the Permissions grid, use the View Condition box ADD icon to set access based on a Permission, Config or other Condition
   • A User meeting at least one requirement defined in this way will be able to access this Workflow
3. Click the form SAVE icon

2:23

Edit a General Code

Most General Codes are configured during the implementation process and should not be edited, but there are occasionally instances which might require this

• As your business needs change, you may need to edit specific General Code values, e.g. Sales Opportunity Interest, Call Status, Task Status, Payment Terms, Vendor Terms
• Make sure you understand the impact of the change and any other subsequent configuration needed

For a list of all General Codes, see General Codes

To make changes to General Codes, complete the following steps:

1. Go to Maintenance > General Codes and search for a General Code record.  Drill into a General Code record or click the ADD icon to add a new General Code
2. Click the Edit icon
3. Add, edit, activate / inactivate, or delete a value in the Code Values grid.  The available options vary depending on the General Code
   • Add a new value by clicking the Add icon.  A new editable row appears in the grid
     • • Sequence: defaults to “0”; edit number to specify where this value appears in the drop-down list

      

   • Edit an existing value in the grid by double clicking in grid column for the value and entering edits
   • Activate or inactivate a value by checking or unchecking the Active check box for the row
   • Delete a row by selecting the row and then clicking the Delete icon
4. When all edits are complete, click the SAVE icon

Note: in order for Users to see the change in effect, they must log out and log back in to Q360

1:55

Edit a Problem Code

Problem Codes are a list of codes and descriptions used to identify Service Call types. They appear in the Problem drop-down list on the Call form

To make changes to Problem Codes, complete the following steps:

1. Go to Maintenance > Problem Codes.  The Problem Codes grid will open
2. Click the EDIT icon
3. Add, edit, activate / inactivate, or delete a value in the Problem Codes grid.  The available options vary depending on the Problem Code itself

• • Add a new value by clicking the ADD icon.  A new editable row appears in the grid
  • Edit an existing value by double clicking in grid column for the value and editing
  • Activate or inactivate a value by checking or unchecking the Active check box for the row
  • Delete a row by selecting the row and then clicking the DELETE icon

1. You may edit the Problem Code Title or Description fields, if needed, by double-clicking in those fields and entering a new Title or Description
2. P/Q and D/Q column checkboxes indicate whether or not you would like the code to show up in the Priority Queue or the Down Time Queue respectively.  Checked codes will appear, unchecked will not
3. The Sequence column may be edited to define where in the drop-down list each Problem Code will display.  Edits to Sequence may be made by double-clicking in the appropriate box in the Sequence column and typing in a new value
4. Click the SAVE icon

Additional information:

• • Problem Codes can only be deleted if they are not in use on a Call or Knowledge Base article.  This validation will be performed when a User attempts to delete a Problem Code.  If this validation fails, User will receive an error message stating that this Problem Code is in use and cannot be deleted
  • In order for Users to see any changes made to Problem Codes, they must log out and log back in to Q360
  • To edit the corresponding Service Call Attribute, Service Solution Code, Code Type SOLUTION, you must make the changes in Maintenance > General Codes

Although Q360 comes with standard core definitions, you may create your own custom version of Live Data Reports to meet the needs of the business.  These custom definitions will remain untouched through system upgrades and, with the associated permissions you set up, you control who has permission to access them

Seeking more insights in LDR?  Refer to our knowledge base on Live Data for past webinar recordings, usage of calculated field, and much more

Create a custom Live Data Report using a live data source

5:59

Create a Live Data Report – 1

1. Go to Live Data > Live Data Reports, then click the Add icon. A new report record displays
2. Click the Edit icon
3. Enter information in the Name and Category fields and additional details as needed
4. Define the data fields to use in the report
   1. Click the Design SQL tab
   2. From the Data Source drop-down box, select a live data source with the prefix LDView_.  When a data source is selected, the Fields grid populates with the related information
   3. Click the Add Field side tab and select the corresponding add icon to add data source fields you want to add to the Report. As you add fields, they will display in the Fields grid
   4. In the Fields grid, specify format attributes for the selected fields included on Report
      • Zoom (drill in) allows Users to open the displayed records in the report
      • Width specifies the width of the column in the report grid. 0 (zero) hides a column
      • Grouping display grouping statistics such as subtotal values
      • Sort displays the order in which the fields are to display. For example, 1 for the sorting and 2 for the second sorting
      • Decimals defines how many decimal places to display for money fields.  A value of 2 displays two decimal places, and 0 displays no decimals
      • Functions displays different functions available for the field. For example, you can specify to display just the Date only for a Date / Time field type
   5. In the Top Rows field, enter a value to specify the number of rows to display in the report output.  A blank or 0 (zero) value displays all rows
5. Click the Save icon
   • Notice this newly saved Live Data Report has a Report No. with a unique ID; it is not prefixed with “Q”, indicating this is a custom Live Data Report
   • You may now click the Extended Menu option Run This Report to view the Report and verify the output details

Add Formatting (Cosmetic Changes):

4:46

Create a Live Data Report – 2

Adjust column widths:

1. On Design SQL tab, click in Column Width column
2. Enter desired column width
3. Repeat for all fields included on report
4. Save

Add drill-in capability to a field:

1. On Design SQL tab, click the checkbox within the Zoom column of the chosen field
2. Save

Note: Some fields have other field dependencies i.e. in order to drill into the Company field, you must also add Company No to the report.  You will be alerted to these dependencies upon Save, if they exist.  You do not need to display these dependencies if you choose not to.  They may be hidden from the Report

Change decimals in financial columns:

1. On Design SQL tab, click in Decimal column of chosen field
2. Enter desired number of decimals
3. Save

Note: formatting Live Data Reports does not require setting User permissions.  User (view) permissions are inherited from User Maintenance

Define filters for a Live Data Report

5:37

Create a Live Data Report – 3

1. Go to Live Data > Live Data Reports and open the Report
2. Click the Edit icon, then click the Filters tab
3. In Filters grid, click the Add icon
4. In the Filters pop up window, select the necessary attributes.  When you select a Filter Type option, the options expand or contract depending on the type selected
5. Click OK to accept the filter changes, then click the Save icon
6. Click the Extended Menu option Run This Report to view the Report and verify the output details

4:00

Customize Grid

In v21.03+, as an administrator, and for applicable grids, you have the option to extend the grid by adding extra column(s) to display data that is not visible by default in the grid(s)

Once new column(s) are added and applied, this setting will be global to all Users in the system

1. Verify if the intended grid can be “customized”
   • Go to any grid, place your cursor on any cell, and mouse right click for menu options.
   • See if the “Customize Grid…” menu option appears
     • If it does, proceed to step #2
     • If it does not, then it is not possible to extend this grid

2. Click the “Customize Grid…” option
   • You have the option to extend this grid and add extra column(s) that exist for this form / table
     • On the Columns tab, notice a list of possible Grid View Columns displays by default
     • Find the column(s) you wish to add to this grid
     • For each column to be added, in Edit mode:
       • • Select the Include checkbox for the extra column(s) to wish to extend the grid with
         • Define the Column Attributes: click on the hyperlink to define attributes such as Filter Type, Alignment, Sort Type
         • Optionally edit the column Caption

        

     • Click “OK” once all column additions are defined
     • Click “Reload Grid Definition”
       • • Notice the grid refreshes with the added column(s) now visible at far right of grid
         • Alternatively, if the data column you wish to add is not found on the Column tab by default, you have the option to add a column from a related table or view

        

   • This is a 2-step process
   • Click on the Related Tables tab to view the related tables or views applicable for this grid
     • • Suggestion: the ones with name prefaced with “LDVIEW_xxx” are typically useful for this purpose
       • Find and add the Field Name column(s) you wish to add to this grid.  Hint: use the filter option
       • Notice there may be more than one related table for which the field column is referenced; select the appropriate one
       • For each column to be added, in Edit mode, select the Include checkbox
       • Save

      

   • Go back to the Columns tab to complete the addition of the column(s) from the Related Tables
     • Find the column(s) (recently added from the Related Tables) that you wish to add to this grid
     • For each column to be added, in Edit mode:
       • • Select the Include checkbox for the extra column(s) to wish to extend the grid with
         • Define the Column Attributes: click on the hyperlink to define attributes such as Filter Type, Alignment, Sort Type
         • Optionally edit the column Caption

        

     • Click “OK” once all column additions are defined
     • Click “Reload Grid Definition”
       • • Notice the grid refreshes with the added column(s) now visible at far right of grid

        

3. The changes to additional columns made to this grid now appear for ALL Users who access this grid

For advanced customization features available in v22.01+, refer to related KB articles:

• Customize Grid
• Customize Views – Add a custom column to an existing view
• Customize Live Data Reports and Views – Data Administration

This video covers how to set up an External User to access the system’s Customer Portal

4:29

Setup External Users to Access Customer Portal

4:20

External User Changes 23.01

External User Setup

1. Maintenance Main Menu > User Maintenance OR Service Main Menu > User Maintenance.  The User Search form will open.  Note:  User will need appropriate permissions to see these menu options
2. Click the ADD icon. A pop up window will open
3. In the User ID field, type in a new User ID
4. From the User Type drop down menu, select EXTERNAL and click the OK button. A new pop up window will open prompting you to set a password for this External User.
5. Complete the Password and Confirm Password fields and click the OK button.
6.  The form will then only display fields relevant to an External User.  Complete all relevant fields.  Note: Q360 Contact will need to link to this User’s contact in Q360
7. Check the Active flag and Login flag boxes
8. On the Permissions tab, select all permissions this External User should have
9. Click Save
10. Return to the User Profile tab and confirm the Primary Customer (usually the External User’s own Company) and Access Type listed there. Access Type may be changed at this point by putting the form in EDIT mode and choosing an Access Type from the drop down menu.  Note:  Additional companies to which an External User has access can be added by clicking the ADD button in the Access grid

For additional External User options, please see Knowledge Base article External User Setup

External User Setup (Prior to v23.01)

1. Go to Maintenance > External Users, then click the Add icon
2. In the new record, enter the External User’s details, including
   • Access Type | the associated list for which the User has access to, i.e.
     • CUSTOMER for list of Customer(s) to be defined in Access List tab
     • SITE for list of Site(s) to be defined in Access List tab, or
     • ZONE for list of Zone(s) to be defined in Access List tab
   • Home Page | default landing page User sees upon login
   • Q360 Contact | associated Contact record in system for this User
   • Password Expiry | date when password is to be invalid
   • Permissions | checklist of permissions to grant to this User
     • For specific access to a Project
       • Go to that Project > Team tab and ensure the User is a Team Member
       • For the Team Member, set their Web Permissions
     • For access to a Live Data Report or Dashboard, go to the specific record to grant this User access (i.e. Live Data Report > Permission or Dashboard > Permission)
3. Save
   • To change the External User’s password, go to Extended Menu > Change Password

Reference: The Customer Portal, Q360’s front end User interface for your Customers (“External Users”) to self-serve themselves: Customer Portal – External User Access to Calls, Projects, Reports and Dashboards

Record locking occurs when a User has a record open in the EDIT state, resulting in an error for other Users who attempt to edit the same record.  The default duration of a record lock is 24 hours.  Administrators can modify this setting by adjusting the configuration setting RECORDLOCKTIMEOUT to a different value.

To override the expiry limit, use the following steps to unlock a record:

1. Go to File Main Menu > Record Locking. The Record Locks grid displays the list of records that are currently locked in the system
2. Select the records to unlock. You may use the checkboxes in the grid, or CTRL-click to multi select records
3. Click the Extended Menu option Break Lock(s)

The selected rows will disappear from the grid and Users may once again access previously locked records

Note: in v25+ Users with RECORDLOCK (view) permission will see a “Break Lock” button on the record lock error message and may use this button instead of the Record Locks grid Extended Menu option.