Adding User (Employee) Records, Tracking Performance & Establishing Security Capabilities

Modern Paint Group: Adding User (Employee) Records, Tracking Performance & Establishing Security Capabilities

First: Determine the "Type" of Employee

C = Sales Clerk - Working at 1 Location / Store
M = Multi-Store Clerk - Does/Could Work at Multiple Locations
O = Office Staff - Doing Back-Office Work
X = Does not use the Eagle - But Clocks In (Drivers, etc.)

There are essentially 3 Key Steps to Adding User Records / Employees in Eagle Browser

Step #1. Adding some users (employee) names/details via function MSL
Step #2. Adding all users (employee) names/details via function MUR
Step #3: Tying capabilities / security to all users via function RBS

Step #1. Adding some User's (Employee's) Names/Details via function MSL

Who: Anyone who we need to track POS Activity on - Employee Types C, M and O (not X)
How: From Launch in Eagle Browser, type MSL / Hit F4 (Ignore the MCR Window that dual runs)

Required Fields to Enter: In the new Maintenance window
1) Salesperson Number
The Store a User is Based at + 1st Initial of first name + last name
2) Name
The first and last name of the employee
3) Territory
The name of the location the employee is based out of
After completing field entries, hit F4 (or mouse click +Add)

Step #2. Adding all User's (Employee's) Names/Details via function MUR

Who: For All Employee Types (C, M, O, and X)
How:

A. From Launch in Eagle Browser, type MUR / Hit Minus Sign (- on far right keyboard) or mouse click Misc. Then, in the Miscellaneous Options Window, Type or click Option 4 (Add User)

B. In the User Functions Window, Type or click Option 1 (Add a User) 

C. In the Add a User pop-up Window, enter the following...

 
Required Fields to Enter: In the new Add a User pop-up window
1) User
The Employees Initials (use full first name if identical code already exists)

2) Store
- For Clerks & Exclusive Time Clock Users (Types C & X): Select "Store #" the Employee is based
- For Office Staff & Roving Clerks Needing Unique Lock-Ins (Types M & O): Select "All Stores"
3) Full Name
The first and last name of the employee
4) Password - See Q3 below
Enter the same password as the User Initials (or Name) - Notify employee they create their password at the initial F7 Sign On in Eagle Browser, by typing User code (initials), same code again in the Password field, clicking "Change Password" at Sign On prompt entering their own, unique password.

5) Check Password at POS: Y
(Failing to set the flag to Yes leaves huge security gaps)
6) Salesperson
From the drop-down, select the same person initially added in MSL as notated in Step #1 above
7) Other
Leave all other fields to their default (displayed) value.

After completing field entries, hit F4 (or mouse click +Add)

Step #3: Tying Capabilities / Security to all Users via function RBS 

Tying security capabilities is the easiest and most crucial step of the process. Each user is assigned (self-explanatory) security roles in function RBS. Using different types of employees as templates of their Eagle access, as follows...

C = Sales Clerk - Who Works at 1 Location / Store

 M = Multi-Store Clerk Managers - Who Does/Could Work at Multiple Locations

O = Office Staff - Back-Office Duties

X = Does not use the Eagle - But Clocks In (Drivers, etc.)

Directions / Steps:
Simply select the user that was added in MUR (Step #2 above), and mouse click the corresponding cell for each row of Roles (capabilities) the User is authorized to perform. After populating said roles/capabilities for every store (except X users who only need to punch in and out) with a Yes (one mouse click per cell) click Change (or type Shift + F5)

Questions and Answers:

Q1: What is "Lock-In Store?
On multi-store Eagle systems, the "Lock-In Store" is the store which data is changed for any and all fields which are store specific. The lock-in is changed from Eagle Browser - F6 / selecting store from drop down and hitting enter. It is imperative no one locks into the wrong store. Also not "locking in" vs. accessing another store's information are two completely different things. For example:
 
A. Users accessing a terminal locked into Store X and then use the POS function will be accessing and changing data for that store.  
B. Users locked in the store they work from can still access / view / develop data for other stores without needing into lock-in to another store. A buyer locked into store 5 can still create purchase order for other stores, so there is never a need for non-office / accounting staff to ever change their lock in store.
C. Non-store specific data (such as salesmen records, accounts receivable, etc.) are deemed shared data, and anyone with security to access that data can modify or change it, regardless of their lock in store

D. It is always best to severely restrict the ability to change the lock in store - and allow only those employees who need to change their terminals lock in to do so.  The only staff who "need" to change their lock in store are those who do store specific accounting functions (AP and GL). The best safeguards to preventing accidental lock in to the wrong store is to only add users in the stores in which they work. Another safeguard is limiting the security role "-Stores" to users who need to access said accounting functions.

Q2: What security roles should be tied to each employee?
That is solely up to management. Each role's name clear states what capabilities the user shall have. Inclusing or removing roles require a few mouse clicks. For example, if you do not want all sales clerks to have the ability to do buyers functions (accessing purchase orders), remove their ability to do so in RBS by clicking the Yeses, erasing those capabilities and changing their roles. .

Q3: How do (new or existing) users change their passwords?
As alluded to above in Step #2 / C, users click F7, Sign On, enter their user code, existing password and clicking "Change Password" - which brings them to a self-explanatory "new password / verification" window. 

Q4:This is all very confusing. Can someone help me?
You can either:
A. Check Online Help - F1 from any function
B. Contact the Advice Line (800) 678-7423 - Give account #012638 and follow prompts accordingly
C. Call John in Yonkers (914) 969-7777 x7 or email him JohnBuckWLD@yahoo.com