User Access - Elevate Security and Access Control for your Business

User Access Overview

With the User Access Inquiry function in SapphireOne Utilities Mode, users can strengthen security by managing access and permissions for their company. This function displays only the users within the company data file that the user is logged into.

All users all Companies

To manage users in all companies simultaneously, log in as a Master User.

System Administrators

Typically, the SapphireOne Admin checkbox is not selected when setting up a new user. To be a System Administrator, this checkbox must be specifically selected. System Administrators are responsible for supervising and managing SapphireOne, and typically do not enter data. SapphireOne suggests having at least two System Administrators set up within a company data file.

Master User

A user becomes a Master User by leaving the Company ID field blank in their User Access file. This grants them access to all companies through a single login, subject to certain conditions. Although general data file maintenance is permitted, financial data cannot be entered by a Master User while logged in to SapphireOne.

New Users

In addition to managing user access and permissions, the User Access function also allows users to create and set up new users by selecting the New button in SapphireOne.

New users created using the User Access function will have access to nothing but will have accounts on the Mode menu. If an existing user has the System Admin checkbox deselected, they will likely have access to nothing immediately. The More Details, Tools, and Menu Pages in the User Access Inquiry require extensive data entry from the person managing user access for your company.

Activating Inactive Users

Typically, users who have been denied access to SapphireOne won’t appear in the user list. However, by accessing the User Access Inquiry list and utilising the Include Inactive tool. Then the inactive users set up in SapphireOne can be displayed, and their access can be restored if necessary. To do this, navigate to the first page of an inactive user inquiry and reset the Start and Finish dates, and or deselect the Deny Access checkbox as needed.

Cloning a User

Users can also duplicate a user profile by clicking on the SapphireOne Tools icon located on the Inquiry screen. This feature allows users to quickly and easily replicate access rights. After selecting this option, a new user ID must be entered, which cannot be modified later on. Once the cloned user profile is saved, the user should reopen it, and enter a new name and new password. This is because both of these items will be duplicated or cloned as well.

Details Page

The Details Page offers comprehensive control over the user’s access within SapphireOne. It serves as the primary screen for configuring appropriate access rights to different areas of the software.

The screenshot below displays the default configuration set by SapphireOne when creating a new user. It’s recommended to keep these settings as is and only remove permissions as necessary, with additional permissions granted as needed. Additional permissions can be granted in the Sapphire Access area, such as access modes from Accounts mode through to Management mode

Defaults for a New User 

SapphireOne configures new user files with default settings that are well-suited for a new user, as shown in the screenshot above. However, the person responsible for creating the user should carefully review all options on every page in the user’s Master Record and modify them as necessary.

User Default Limitations

It’s important to note carefully that the following applies to new users in both the Sapphire and General Access area:

• Modes – The only mode a new user is allowed to access by default is Accounts mode.
• POS Only – This check box is different in that when selected the user has access to POS only with extremely limited options and menus on screen. It will override all other selections made in this area (including the Financials, Assets and Payroll checkbox settings) but not System Admin access.
• SapphireOne Admin – This checkbox must be left unchecked, and is only to be selected when the user is to have System Admin privileges. 

Users Area

• ID – To log in to SapphireOne, two data entry fields are provided for the User ID and User Name. Both fields must be filled out with the appropriate information, indicated by the yellow background in the fields. After entering this information, the new user record can be saved.
• Password – Enter the new user’s chosen password..
• Deny Access Checkbox – If this option is selected for an existing user, their access to SapphireOne will be immediately denied, and they will no longer appear in the standard list of users.
• Start/Finish – Individual users can be granted access for a specific period of time. If the Start and Finish dates are set to zero, the user will have unlimited access. However, if specific Start and Finish dates are entered, the user will only be able to access SapphireOne within that timeframe.

Entering Start/Finish times is primarily used to limit a user’s access to SapphireOne for a specific period. By doing so, the person in charge of managing user access doesn’t need to remember to select the Deny Access checkbox when the user’s access needs to be terminated.

SapphireOne Access Area

The SapphireOne Access area provides broad access to all modes within SapphireOne for all users. The selected checkboxes determine which modes are displayed in the drop-down menu. If the mode is shown, users can access its sub menus.

By default, when creating a new user, only Accounts mode is accessible, with no sub menus. To grant a user access to additional modes, the appropriate checkboxes must be selected. Users can be given access to any single mode or a combination of modes, including all of them.

POS Only & Workbook Checkboxes

Only one of these POS or Workbook checkboxes may be selected at a time.

These two Checkboxes are unique in that when selected i it restricts the user’s access to only the Point Of Sale function or the Workbook module. These two checkboxes override all other selections made in these area. The settings for the Financials, Assets, and Payroll checkboxes will be ignored.

These checkboxes allow access to the following functions as follows.

Accounts:	When this checkbox is selected, the user is granted access to Accounts mode, which will then be displayed in the Modes drop-down menu.
Inventory:	When the Inventory checkbox is selected, the user is granted access to Inventory mode, which will then be displayed in the Modes drop-down menu.
Job/Projects:	When the Job/Projects checkbox is selected, the user is granted access to Job/Projects mode, which will then be displayed in the Modes drop-down menu.
Assets:	When the Assets checkbox is selected, the user is granted access to Assets mode, which will then be displayed in the Modes drop-down menu.
Payroll/HR:	When the Payroll/HR checkbox is selected, the user is granted access to Payroll/HR mode, which will be displayed in the Modes drop-down menu. Unless the Human Resources checkbox is selected, the user will not be granted access to any leave-based transactions.
Management:	When the Management checkbox is selected, the user is granted access to Management mode, which will then be displayed in the Modes drop-down menu.
Utilities:	When the Utilities checkbox is selected, the user is granted access to Utilities mode, which will then be displayed in the Modes drop-down menu.
Workbook Only:	When the Workbook only checkbox is selected, the user is granted access to Workbook Mode only. This is a special Workbook mode in which the user has limited access to only Workbook and operates in a special mode. The user does not have access to any other items, and any necessary items. Any items for the user must be installed into custom menus. This is particularly useful when temporary workers need access to the data file without any prior training in SapphireOne procedures.
POS Only:	When the checkbox is selected, the user is granted access to POS Mode only, which operates in a special mode that provides access to the POS functionality only. The user is allowed to generate POS sales transactions only and has no access to any other features in SapphireOne. Limited training is required for this mode as the POS function in SapphireOne is the only function that they will be expected to use.
Human Resources:	When the Human Resources checkbox is selected, the user is granted access to leave transactions in the Payroll mode. It is commonly used with the Payroll/HR checkbox, unless management requires restrictions on user access to leave-based transactions.

Company Area

• Default Company – When creating a new user, SapphireOne defaults to the company entered for the logged-in user.
  • Company Specific – If the user is logged into a specific company, they can only create, view, and modify users in that same company. While SapphireOne allows users logged into a company to create master users without a company set, this is not recommended.
  • Master Users – Users logged in as Master Users across all companies in the data file can create users in any company.
• Default Department – On the first page of either a Client or Vendor Inquiry, there is an option to enter a Department for the user. If a department is specified here, the user will only be able to view and modify Clients or Vendors that have the same department entered in their master record.
  • No Department entered – However, if no department is entered for any Client or Vendor, the user will be able to view and modify them all. This follows the same rules as those for Inventory locations.
• Default Location – Entering a Location in the data entry field will prompt SapphireOne to automatically add a location suffix where necessary. For example, new Inventory items created by the user. The suffix will appear after the tilde ~ symbol, e.g. AACUT~1. (NB. Location). 
• Rules Level – The Rules Level option is directly linked to the Organisation Chart which is also linked to the Workflow Rules function further down the Controls drop-down menu.
  • The Organisation Chart must be setup first before using this Rules Level function as the chart is displayed when the Change button is selected, enabling the user to select a level at which to place the user that is being set up here. To alter the level that a user is to be set up at, simply select the button and select another level. 

General Access Area

Please note that when creating a new user in SapphireOne, many of the checkboxes in the Details Page, General Access area are set active by default. It’s recommended that these default settings not be altered. This is because access to a tool for all users is established globally, from the General Access area on this Details page.

To set permissions for individual users, navigate to the Tools page and locate the Access area on the right-hand side of the screen. Here, you can make the necessary selections to grant or deny access to specific tools. For more information on setting permissions for individual users, please refer to the Tools page section later in this article.

In SapphireOne, it’s important to follow a specific precedence when setting access permissions for users. For instance, if you deselect the checkbox in the General Access area on the Details page, all users will be prohibited from creating new items anywhere in SapphireOne. This means that the associated New checkbox in the Access area on the Tools Page will be effectively disabled. Even if it was previously selected.

Menus Page and this Details page Linking

To grant or deny access to individual Inquiry screens on a user-by-user basis in SapphireOne. The user must navigate through a comprehensive list of Inquiry Control items, which currently range from Allowances to Voucher, and set the checkboxes as required.

After the user selects the checkboxes for the Inquiry Control items, the corresponding checkboxes in the Access area on the Tools Page will be activated. SapphireOne will then use the state of these checkboxes to determine whether to allow or deny access to specific tools for individual users.

• New – This allows the user to create new records. 
• Modify – This allows the user to modify existing records.
• Look – This will allow the user to look at or view existing records.
• Delete – This allows the user to delete records if required.
• Quick Report – This allows the user to access Quick Reports from SapphireOne Options menu.
• Add Print Dialogue –  Selecting the Add Print Dialogue checkbox allows the user to access the Report Selection Dialogue from the Print button in Inquiry List Screens
• Add Find Dialogue – This will tell SapphireOne to display the Find dialogue first for an Inquiry Screen. 
• Tools Access – If you select the Tools Access checkbox in SapphireOne, the user will have access to the Tools menu on the main toolbar. However, if the checkbox is left unticked, the user will have very limited access to the Tools menu.
• System Admin Checkbox– Selecting the SapphireOne Admin checkbox in SapphireOne will grant the user full access to all areas in the software.

When the checkbox is selected they will will have full access to all areas over riding all other selections made for the Admin user. At least two users should have System Administrator access to SapphireOne. 

• Ask For Page Setup – If you select the Ask For Page Setup checkbox in SapphireOne, the software will prompt you to set up the page before printing.

When using Terminal Services to log in to SapphireOne server remotely, select to display the print dialog remotely. The print dialog may not display correctly when logging in remotely.

• Double Click Modify – By default, when you double-click the mouse in SapphireOne, the software will Look at what was selected. However, if you select the checkbox, it will default to Modifying the highlighted item instead.
• Custom Inquiry – SapphireOne has had a Standard Inquiry format for a number of years and this inquiry is hard wired into SapphireOne. When the check box is not selected for the user, the bottom of the list screen will have no buttons. The user is then locked into using the Standard Inquiry list only.
  • Custom Inquiry – When the checkbox is selected for a user in SapphireOne, the Swap to Custom Inquiry button will appear in the lower left-hand corner of all list screens. This button is a toggle that allows the user to switch between viewing modes as required.
  • Switching Inquiries -If the user switches to a Custom Inquiry, SapphireOne will display the Swap to Standard Inquiry button. This button then enables the user to return to the Standard Inquiry list. This feature provides users with greater flexibility when working with inquiry screens in SapphireOne.
• Disable Global Search – If you select the checkbox in SapphireOne, the user will be prevented from performing a Global Search when using the search by text function.
• Log In Page Setup – If you select the checkbox in SapphireOne, the user will be presented with a print alert upon logging in. This allows them to set up the printer on logging in. This feature is useful in networks with multiple printers, as it prevents the user from printing to the wrong printer.
• Disable Find Preference -By default, SapphireOne will remember the last find selections made by a user and re-display them when the Find function is accessed. However, if you select the checkbox, SapphireOne will not remember the last find selections. Nor will it re-display them.
• Enlarge Text If Possible – If you select this option in SapphireOne, the software will enlarge the text on the screen wherever possible. This can be a helpful feature for users who may have difficulty reading smaller text on the screen.
• Enable Delete on leave Request – If you select this option in SapphireOne, the software will allow the user who created a leave request to delete it. This means that all entered leave requests can be deleted by the user who created them.
• Enable Assign on tracking Notes – By default, in SapphireOne, users can enter tracking notes, but they cannot assign them to a particular user. If you select this checkbox, it will enable users to assign tracking notes to a specific user.

Other Controls Area

• Usage Log – The Usage Log in SapphireOne allows you to set the level of data to be captured and recorded for a particular user. This information can be used to track movements made within the data file by the user.
• Print Settings – In SapphireOne, the Print option allows you to control the printing settings for a particular user. This feature provides greater flexibility in managing the printing preferences of individual users.
• DP TCP/IP – In SapphireOne, the DP TCP/IP setting controls the direct printer of the user. This feature allows users to manage their direct printing preferences and select their preferred printer for printing documents directly from the software.
• Invoice Prefix – If you enter anything into this data field in SapphireOne, the software will add a prefix to any invoices created by the user in this department. This feature allows users to easily differentiate between invoices created by different departments or users within the same department.
• Invoice Suffix – If you enter anything into this data field in SapphireOne, the software will add a suffix to any invoices created by the user in this department. This feature allows users to easily differentiate between invoices created by different departments or users within the same department.

Email Area

This area contains the following fields:

• Use External Email Client Checkbox – If you select the Use External Email Client checkbox, SapphireOne will immediately attempt to directly access an external email client to send single emails. If the checkbox is not selected, SapphireOne will use the email client that is built into SapphireOne.
• Email Address – The Email address currently configured for the user.
  • Note – The email address configured here is utilised for deployment of One Time Password (OTP) alert email when Two Factor Authentication (OTP) has been activated at Utilities > Controls > Master Defaults Details page.
• Username – Username configured to this user.
• Password – Password configured to this user for emails.
• BCC – BCC configured to this user.
• Pair Authenticator Button – Generate a QR code for binding your device to the authentication server so that valid time-based OTP’s can be generated at login.
• Two Factor Test OTP – Facility for testing the validity of the OTP.
• Edit Signature Button – Add an automatic signature to the email. You can also set up a signature in the More Details page of a Company Inquiry.
• Send Test Email Button – After entering all of the required details for sending emails, you can use the Send Test Email button to check that the email settings are working correctly. This feature is very useful to ensure that your email settings are configured correctly before sending out any actual emails from SapphireOne.

Using external Mail Client

In SapphireOne, you can enter an email address, username, and password for each individual user in their User Access file. When an email is sent from SapphireOne, the software will look for the email address in the User Access file to enter into the From field.
Once SapphireOne finds the email address to use for the From field, the user will then need to enter their normal details. An Email address, Username, and Password to actually send the email.

If the same email address is required for all users in SapphireOne, you can leave the email area in all User Access Inquiries blank. Instead, enter the email address that all users are required to use into the More Details Page of a Company Inquiry. This will ensure that all users are using the same email address for sending emails from SapphireOne.

Contacts Area

In SapphireOne, each individual user can have their own list of contacts, just like for clients, vendors, and other areas of the software. This allows for better organisation and management of contacts within the software.

More Details Page

In SapphireOne, the More Details Page provides additional granular controls over the specific functions that an individual user is granted access to. This page allows users to refine their access and control privileges for specific areas of SapphireOne.

General Area checkbox

1. Restrict Alter Tax Code and Tax Rate – In SapphireOne the selection of this checkbox disables a user’s ability to alter the tax code or tax rate. When this checkbox is selected, the user will not be able to make any changes to the tax code or tax rate. This provides a higher level of control and security over these critical settings within the software.

Posting Area Checkboxes

• Post on Right Click – In SapphireOne, the Post on Right Click checkbox enables users to right-click on a transaction within Transaction Inquiry. This accesses a drop-down menu with the options to Modify, Look at, or Post the transaction. The user then has the ability to quickly post a transaction by simply right-clicking on it and selecting the Post option from the drop-down menu. This can help to streamline the posting process and improve overall efficiency within the software.
• Post from Tools – In SapphireOne, the Post from Tools checkbox enables users to post transactions from the Tools drop-down menu. When this checkbox is selected, the user will be able to select the Process menu from the Tools menu drop-down. Within the Process menu, they will find the Post Transactions option.
  • Before Usage – Before using this tool, it is advisable to select a subset of records using the options menu or keyboard commands such as Command + G for macOS or “Ctrl + G fro windows. Once you have your subset, you can use the “Command + A shortcut on macOS or Ctrl + A on Windows, or use the Select All option from the drop-down menu.
  • Procedure – From there, you can right-click and go to the Tools menu. Then select Process, and then choose the Post Transactions option to post the selected transactions. This can help to streamline the posting process and improve overall efficiency within the software.

Clients Area Checkboxes

• Toggle Do Not Ship – When the Toggle Do Not Ship checkbox is selected, all transactions that the user creates will have the DoNotShip selected. The DoNotShip checkbox is used to exclude a transaction from a Shipment Report on an invoice This gives the user the option to make a transaction inactive or to hide it from the shipment.
  • Selection – By selecting the Toggle Do Not Ship checkbox, the user can save time and ensure consistency. When the DoNotShip checkbox is automatically selected on all transactions they create. This can be useful in situations where certain transactions are not intended for shipping or are meant to be excluded from shipment reports.
• Prefill Credit Card Information On Sales – When the this option is selected, SapphireOne will automatically fill in the credit card information for any sales transactions made by the user. This can help to save time and reduce errors when processing credit card payments.
• Restrict Modify Client Class – When this checkbox is selected, the user is prevented from modifying or changing the class of a client. This is a security feature designed to ensure that only authorised personnel are able to make changes to client classes. These can have a significant impact on billing and other financial processes.

Sales Rep Area

• Rep ID – When a user enters a Rep ID in SapphireOne, the Sales Rep is linked to it. This limits access to the records associated with that Sales Rep. The Rep ID field is typically linked to the Sales Rep Inquiry screen in SapphireOne.
• Restricted Client Through Rep – The Restricted Client Through Rep checkbox, when selected, enables the following restrictions:
  • Restrictions – SapphireOne will place restrictions on a Sales Rep so that they can only enter or modify OCIs or SCIs if they are listed as the assigned rep.
  • Addresses – SapphireOne will also look at the client’s CL_Addresses to see if the Sales Rep is listed there as the Rep. For example, if the Sales Rep is not listed as a rep for the Client, but they are listed for a branch, then they can still enter orders for that Client.
  • Errors – This should eliminate the possibility of the wrong Tep being accidentally entered.

• Although it is not required for a Sales Rep to have a User file or an Employee record in Payroll, they typically would be an employee with a user file. It is common practice to make the User ID, Employee ID, and Sales Rep ID the same to simplify the process.
  • A Sales Rep in SapphireOne can be created by navigating to Inventory > Sales > Sales People Inquiry. Once a user opens up the Sales Person record, they can view and print any commissions earned by selecting the relevant ptint button on the main toolbar.
  • To grant access to the Sales Person Inquiry for a user, you need to go to the Menus page in the User Access Inquiry and select the required option in the list of

Inventory Area checkboxes

• Hide Costs From User – Selecting this checkbox in SapphireOne will prevent users from seeing the costs associated with inventory items. This is a useful feature for businesses that want to restrict access to cost information for inventory items. When enabled, users will only be able to view the selling price and other relevant information related to the item, but not its cost.
• Show GP on SCI/OCI – Selecting the Show GP on SCI/OCI checkbox will allow users to view the Gross Profit (GP) on Sales Customer Invoices (SCI) and Sales Customer Orders (OCI). On the other hand, if this checkbox is deselected, the viewing of GP figures will be restricted.

Action Access Area

• Default Tag in Calendar – This checkbox in SapphireOne, controls the user’s view and limits the calendar functions that are available to them. Once a tag is selected here, the user will only be able to view items in the calendar that have the same tag as set. This feature can help users to focus on specific tasks or projects and keep their calendar organised.

Web Access Area

• Client ID – The Client ID data field in the User Access Inquiry is linked to the pre-order function in a Client Inquiry. This allows a client to be set up as a user in the Sapphire Webpack system.,Then their access would be limited to the pre-ordering function and tracking notes. The Client’s ID would be entered into this field to enable this feature.

Project Area Checkboxes

• Resource – In SapphireOne, a user can be linked to a resource when setting up projects. This allows the user to be assigned to specific tasks within the project. This means that their time and expenses can be tracked accordingly.
  • The resource field is typically found in the project setup or project details screen, and allows the user to select from a list of available resources. Once linked to a resource, the user’s activities within the project can be monitored and managed.
• Restricted Resources – When the Restricted Resources checkbox is selected, it limits the functions available to a user when using resources in SapphireOne. This is a security feature that allows administrators to control access to sensitive information or actions related to resources.

Payroll Control Area

• Department – Entering a department here in an employee’s User Access File, restricts the employee to that entered department. This can be useful when you want to limit a user’s access to specific employee records. For example, where a user with Payroll access is only allowed to access employee records in a particular department. By entering the specific employee Payroll Department in the user’s User Access File, they will only be able to view or modify the employees assigned to that department.
• Class – If a class is entered here in a user’s User Access File, they will only be able to view or modify employees in that specific class of employee. This is a useful feature for organisations that want to restrict user access to certain groups or classes of employees.
• Employee – In SapphireOne you can limit access for a user to a single employee. This can be done by entering the Employee ID here in the Employee data entry field within the user’s User Access file. This will restrict the user to only be able to view or modify the details of the specified employee.

The Employee data entry field in the User Access Inquiry is linked to the Leave Request function. This which allows employees to create, modify, or view their own leave requests. This function is only available on the Pallet menu. The purpose of this feature is to restrict access to other employees’ details, ensuring privacy and security.

New Actions Area

• Copy Details to Title – This checkbox automatically adds a value to the title when creating a new action in SapphireOne. This can save time and prevent errors by automatically including important information in the title field.
• Default Time in Minutes – When creating a new action, selecting the Default Time in Minutes checkbox will automatically set the duration of the action to a default value in minutes. This default value can be modified by the user as required.
• Type – This menu in the User Access file is populated from the actions that have already been entered in existing actions. The selection made here, defines the default type of action for that user. However the user can still change the type as required for each individual action.
• Action – The Action drop down in the User Access file is populated from the types of actions that have already been entered in existing actions. It refers to a type of task or activity that needs to be completed by a user. The Action field can be used to define the default type of action for a user, which can be modified as required. For example, a user may have a default action of Follow-up Call when creating a new task or activity. However, they can change it to Email or Meeting depending on the specific task at hand.

Phone System Area

• Physical Phone IP address – The Physical Phone IP address data entry field is linked to the SpliceCom phone system. This allows each user to have a separate IP address assigned to their phone, if the system is installed. This helps to ensure that each user’s phone system operates smoothly and independently if installed. It enables a separate IP address to be set up for each individual user.  

Point of Sale Area

• Till – Entering a value into the Till data entry field will allow a specific till to be assigned to each user. SapphireOne will then use this till as the default when the user processes POS transactions. However, this default setting can be overridden if required. 
• Restricted Transaction Through Till – If the Restricted Transaction Through Till checkbox is selected, the user will only be allowed to view transactions that have been processed by the till specified in the Till data entry field immediately above this checkbox. This is a security feature that limits the user’s access to specific transactions processed through a designated till.
• Default Printer – When a user selects the “Default Printer” button, they can establish a default printer for their POS transactions. Typically, this printer would be a docket printer that’s set up specifically for POS transactions, but any printer can be selected.

Documents Area

• Access to Documents – This checkbox, which is inactive by default, controls the users ability to access the Document Manager (DMS).

Market Area

• Picker – If the Picker checkbox is selected in a user’s access file, that user will be displayed in the web pack picker list. This means they may be selected as a picker in the SapphireOne Market WebPack.

Dashboard Splash Area

• Show Dashboard Splash when login – When this checkbox is selected, SapphireOne will display the selected dashboards from the drop-down menu when the user logs in.
  • Dashboard Number – The user can choose up to 6 dashboards to be displayed when they log in to SapphireOne. This feature allows users to quickly access important information and data when they first log in to SapphireOne.

Tools Page

SapphireOne is a comprehensive ERP software that is divided into eight modes, each containing various functions. To manage this complexity, only the applicable tools are displayed in the Tools list when a particular item on the menu is selected. It’s worth noting that certain tools are common to multiple items. By linking each item to the selection of tools, specific tools can be enabled or disabled for a user. This depends on the mode they are working in or the inquiry they are using, such as Client Inquiry or Vendor Inquiry.

New User Setup

In this Tools Page the setup procedure for all 38 Inquiries is as follows.

• Selection – Select the Tools Page in a User Access Inquiry.
• Select Inquiry – Select the required Inquiry one at a time and work your way through the list, repeating the procedure below for each individual inquiry.
  • Access area – Select the items that you want the user to have access to.
  • Pages Hide List – Select the items that you want to remove write privileges from the user.
  • Pages Modify – Select the pages that you do not want the user to have write privileges to.

System Administrators

• System Admin checkbox – When it is selected on the Details page of a user access inquiry, overrides all settings on this Tools page. This gives the user full access to all tools and pages in SapphireOne. This checkbox is typically only selected for users who have full system administrator privileges.
• .Removing System Admin – When a user’s System Admin privileges are removed, they will no longer have access to all functions and modules in SapphireOne.
  • Resetting User Access File – In order for them to continue to have access to the functions they need, their user access record must be set up as follows
  • Setting Up User – Users must have appropriate Pages, Tools, and settings enabled, while maintaining the necessary access and control to perform their job. This may require careful planning to ensure user access is not compromised.

Linkages to Other Pages in a User Access Inquiry

The checkboxes on the Tools page for User Inquiry are linked to the General Access area checkboxes on the Details Page. Without access to a function on the Details Page, selecting the checkbox for that function on the Tools page will not grant access. Ensure appropriate checkboxes are selected on the Details Page before granting access on the Tools page.

By default, all Tools and Pages are selected. Therefore, the user managing the User Access function must selectively deselect the relevant items on a per-Inquiry basis as necessary.

This Tools page is split into two areas as follows.

Inquiry Control

• Tools Column – The Tools column in User Access determines which tools are available to users in the SapphireOne Tools drop-down menu. By default, all tools are selected, but the User Access manager can deselect specific tools to restrict user access.
  • Selected – If a tool is selected, it will appear in the Tools drop-down menu as normal.
  • Not Selected – If a tool is not selected, it will be greyed out and the user will be unable to access it.
• Page Hide Column – The Page Hide column restricts access to certain pages in SapphireOne. By default, new users have full access to all pages, including the ability to view and modify them. However, if a user must be restricted from accessing certain pages, those pages can be added to the Page Hide list by selecting the button.
  • Alert Request – When prompted for the page name, ensure it is spelled correctly, or it may not function as intended. After adding a page to the list, it will be hidden from the user’s view, and they will not be able to access it unless removed from the list.

Only the Clients and Vendors pages will appear in the Pages Modify column discussed in the following section. This is because the Pages Modify column is currently only designed for these two functions at this point in time.

• Pages Modify Column – The Pages Modify column is typically used to restrict write access to Clients and Vendors functions. It operates in the same way as the Page Hide Column, but the pages are already pre-defined in the list.
  • Selected – This allows both read and write privileges. (Default).
  • Not Selected – Read only, write privileges to the page are disabled.
  • Not Listed – The user has both read and write privileges!

In the Inquiry Control area, you can find and buttons for each of the three columns (Tools, Pages Hide, and Pages Modify). These buttons allow you to quickly deselect or select all items within a column, making it easier to modify access for multiple items at once. By default, all items are selected, so using the button can quickly clear the selection and allow you to start from scratch.

Access area

The checkboxes in the Access area on the User Inquiry Details page control the level of access the user has to certain functions within SapphireOne. When a checkbox is selected, it grants the user access to the corresponding function. If the checkbox is not selected, the user will not have access to that function.

• New, Modify, Look & Delete – These icons will be displayed on the main toolbar.
• Quick Report – Quick Report will be displayed in the list of Tools.
• Power Print & Inquiry – The user will be able to use these functions.
• Tools Access – Normal access to tools however, if it is not selected SapphireOne will display a very limited number of tools. This checkbox should normally be selected!

Menus Page

The Menu page of a User Access Inquiry displays all items in SapphireOne to which the user may be granted access. By default, all items are listed, so the user will need to filter this list as required.

Filtering Results

Immediately below the Menus area heading, there are two drop-down menus. By default, both the Type and Mode drop-down menus are set to All. As documented on a previous page, SapphireOne is an extensive program, so provision has been made to limit the items that the user has for selection from the list onscreen.

The two main filters are:

1. The first filter is the Type drop-down menu, which includes options ranging from Analysis to Wizard.
2. The second filter is the Mode drop-down menu, which includes options from Accounts mode through to Workbook mode. By using these drop down menus, the user can limit the list of access controls to to a more manageable size.

Access Granting Procedure

• Mode – In SapphireOne, there are eight different modes, each with its own set of items on the menus. To filter the items displayed in the list for selection, users can utilise the Mode drop-down menu. In addition to the eight modes, there is an additional option to display all items in all modes simultaneously, which is the default setting.
• Type – On the Type drop-down menu, there are nine different options ranging from Analysis to Wizard. Use this menu to filter the results by Type.
• Mark All & Un-mark All buttons – The user must decide their preferred action for the Mark All and Un-mark All buttons as follows.
  • Limited Access – If the new user is intended to have limited access to functions, they should select the Un-mark All button and then choose the specific functions they require.
  • Extended Access – If the user is intended to have access to most or all functions, they should select the Mark All button and then deselect any items they are not permitted to access

Menu Headings

To sort the lists of menus, click on the column headings to sort Ascending. Click on the same heading again to sort Descending

The screenshot above displays a list with the following headings, which are briefly documented in the table below. 

Type	This column indicates theType of menu from Alalysis through to Wizard.
Mode	This column indicates what Mode the menu item is in from Accounts through to Workbook.
Menu	This column indicates what Drop-down menu it is from the main tool bar.
Item	This column indicates what the actual Item it is on drop-down menu it.
Keyword	Each menu item within SapphireOne has a unique keyword. For example, a Client Inquiry can be accessed from both the Accounts and Inventory Modes. However, it is listed only once in this menu page for the user under the Accounts Mode. If the user does not select it, the function will be unavailable for them, no matter where they attempt to access a Client Inquiry from within SapphireOne.

Setting permissions for a user

By default, all items are deselected for a new user, meaning they are not permitted to access any menu item on this screen. To allow access to a menu item, the user must place a tick (MacOS) or a plus sign + (Windows) beside the item.

SapphireOne groups the menus together to a certain extent by default, and enables control over which menus can be accessed by marking them. This is also where user restrictions can be set to limit access to Payroll/HR and Asset transaction details by not selecting these menus.

End Result

If an end user has not been granted access to a particular function, the corresponding menu item will be disabled (greyed out) or not listed, indicating that access has been denied.

Log Page

The Log page maintains a log file for every user registered on SapphireOne. This file records all actions carried out by individual users, and cannot be modified by any user.

Password failure Log Area

This section records the date and time of every unsuccessful login attempt.

User Log Area

• Search – Execute a query to refine the available results according to your criteria.
• Export Log – Access the results in CSV format, which can be edited in your preferred spreadsheet application.

Workbook Page

The Workbook page enables the customisation and management of Workbook menus for each user This includes the ability to add frequently-used tasks or functions to these menus.

Before configuring a user to operate in Workbook mode, it is important to carefully review their settings on the Details Page. Generally, you would not select the System Administrator checkbox or grant access to Assets or Payroll/HR modes for a user intended to use Workbook mode. This may affect their access to Payroll/HR. Additionally, please note that setting up Workbook mode requires attention to other settings within the User Access function.

The menus created here can be accessed by the user under:
Workbook > Workbook > Workbook and Workbook > Workbook and Workbook 2.
The menu items are created as follows.

• Arrow Keys – Using the arrows keys selected items can be moved to and also removed from the right hand (Active) column.
• Length of Mode Menu – This numerical figure dictates which of the active menu items appears in the Workbook drop down menu, and which of those items appears in the Workbook 2 drop down menu.
  • Example 1 – If for example you have eight active menu items and the value in this field is six. The result will be that the last two items will appear in Workbook 2.
  • Example 2 – Setting the length at five will display the first five items in the Workbook drop-down menu and the next three items in the Workbook 2 drop-down menu.
• Rename – This button permits the renaming of a menu item as it appears in the Workbook drop-down menu.. 
• Start Menu – The active radio button determines which menu mode SapphireOne will begin with for the selected user. This setting serves as a default starting option and does not restrict access to other areas unless otherwise specified in the User Access Inquiry.
• Key – To assign a keyboard shortcut to a menu item, select the item and click the Key button. Enter the desired character to use as the shortcut.
• Menu – This button enables the setup of a URL connection for a specific menu item. 

Workbook and the Mode Drop-down menus

If Workbook mode is not active for the logged-in user, the main mode menu will appear and can be used to access the data file as usual. The eight modes available are:
Accounts, Inventory, Job Projects, Assets, Payroll/HR, Management, Utilities, and Workbook modes.

System Administrators and Workbook

Users with the SapphireOne Administrator checkbox selected should not have Workbook mode enabled. The selection of this checkbox grants the user unrestricted access to all areas of SapphireOne, which contradicts the purpose of Workbook Only mode. Workbook only mode is to provide very selective access to specific areas of SapphireOne.

Time Card Page

When a user logs in to SapphireOne, they can navigate to the file menu and choose the Time Card Stamp option. A prompt will appear, asking the user if they want to stamp in. If the user selects Yes, SapphireOne will stamp the user in and record the time on this page. When the user logs out, they can select the Time Card Stamp function and choose to stamp out. The stamp out time will also be recorded.

Keywords & Notes Page

Keywords & Notes Overview

The Keywords and Notes page is a standard feature found on all inquiry pages in SapphireOne, providing a central location to add and manage keywords and notes for each record.

Keywords Area

The Keywords and Notes page is consistent across all inquiry pages in SapphireOne. Users can add customisable keywords to the list and reuse them. Additionally, keywords can be added that apply specifically to the current record. To remove keywords from the list, users can hold down the Command key on a Mac or the Ctrl key on Windows.

Notes Area

The notes area serves as a diary, allowing users to enter notes and include a date and time stamp by clicking on the green clock button. Users can also customise the font, style, colour, and background colour of the text in the Notes area by highlighting it and right-clicking.

Custom Controls Page

The Custom Controls page provides the facility for additional custom fields to appear on all invoice screens. However, these fields will only be editable for a specific user. The process is as follows:

1. Navigate to Utilities > Controls > User Access.
2. Select the desired user.
3. Select ‘Modify’.
4. Select ‘Custom Controls’ from the Pages navigation list.
5. Select (check) the fields you would like to make active for this specific user.

To modify the field labels navigate to Utilities > Controls > Change Names.

SapphireOne Webpack Page

The SapphireOne Webpack Access page provides granular control over access to features within Sapphire Webpack.

All functions currently available in the Webpack are listed in the screenshot above. To grant a user access when using the Webpack, select the checkbox on the right-hand side of the line listing the item or function.

SapphireOne will display the necessary menus and adjust other mode menus accordingly.

Action Page

Action Page Overview

The Action Page is a versatile tool that can be added to major records and transaction tables. It includes various actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps, as well as All Day Notifications. This provides users with a centralised location to manage and organise their tasks, meetings, and notes, improving efficiency and productivity.

The Action Page allows users to use the add or delete buttons to add or delete actions as required. Simply select the relevant button to add or delete an action.

Diary Area

The Diary Area in SapphireOne provides users with a comprehensive range of options to customise their actions. It includes a sequence number, title, type, action, user, privacy settings, status, tag, and link fields.

• Sequence – SapphireOne automatically generates a unique sequence number for each action.
• Title – Enter a title for the action.
• Type – Choose from the customisable drop-down menu to input a type. This will subsequently become a permanent type within the drop-down.
• Action – Utilise the user-customisable drop-down menu to input an Action. This will then become a permanent action within the drop-down.
• User – SapphireOne automatically inputs the user creating this action, though it can be modified if necessary.
• Private – If this checkbox is selected, SapphireOne will only permit the specified user to view or modify this action.
• Status – The user has three options: Open, Hold, and Completed.
  • Open – Action is open and active.
  • Hold – Action is active, but no alarms will be active.
  • Completed – Action is now Inactive and won’t be displayed in any list of actions.
• Tag – Users may attach a tag to an action, which will create a permanent tag within the drop-down. To add a new tag, type the name of the new tag into the tag box and press the tab key. Select “Yes” from the pop-up window to confirm. To remove a tag from the list, click on the tag name while holding down the Command (MacOS) or Control (Windows) key. Select “Yes” from the pop-up window to confirm the deletion.
• Link – When created within a transaction or record, SapphireOne automatically generates a link to the transaction or record. When created from the Options Menu, Palette, or Workbook, users must select an item or function from the drop-down menu to link the action. There are 12 items on this list, ranging from Clients to Manager.

Check List Area

SapphireOne offers a user-friendly checklist tool to create and track actions, allowing users to check off completed items as they progress.

Dates and Times Area

• Start/Finish – Set a Start and Finish time for the action, or select the checkbox for an all-day option.
• Completed – Entering a completion date for an action deactivates it, and it will no longer appear in action lists.

Alarm Area

Never forget a task again – set up alarms to send reminders via email at specific dates and times. Users can also receive email notifications with the provided email address.

Recurring Area

If necessary, the alarm can be set to recur at intervals selected from the Type drop-down menu. Additionally, the recurring period can be defined by date.

Notes Area

Click the green clock button to add time and date stamps to your notes. You can also customise the font, style, color, and background color of the text in the Notes area by highlighting it and right-clicking.

Invite Attendees Area

In the event module, you can invite multiple attendees to your event and track their acceptance or rejection of the invitation. You can also send them an email notification if their email addresses are provided. Additionally, you can manage and track attendees’ RSVP status in real-time.

Documents Page

Documents Page Overview

The Documents Page centralises document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents Area

The Documents Page simplifies file management by allowing various document types to be attached via drag and drop, including PDFs, spreadsheets, photos, and more. It provides a centralised location for document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents can only be attached once the corresponding record has an assigned ID.

Documents List Screen Options

There are eight buttons on the Document List screen, as follows:

1. Open – Allows viewing of the currently selected document.
2. Update – Prompts the user to import a new version of the selected document while maintaining links to any associated transactions.
3. Scan – Accesses a scanner for scanning documents directly into the data file and linking them to the current transaction (requires a compatible scanner with software).
4. Save – Saves the currently selected document.
5. Link Document: Enables linking of the selected document to other transactions in the data file, presenting a popup for user selection.
6. Link Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
7. Link Existing Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
8. Delete – Deletes the currently selected transaction or record.
9. Add – Displays a search function for selecting a document from the local computer or device.

Details Area

The Details area allows users to add a custom name, description, and tags to each document, enabling easy search and location of specific documents. These details can be customised to meet the specific needs of the user or organisation, further improving the efficiency and organisation of the Documents Page.

Last Modified Area

The Last Modified section displays the date and time when the document was last modified, as well as the user who made the changes. This feature helps maintain accountability and enables efficient tracking of document modifications.

History Area

The History area records changes made to the document, including the date, time, and user who made the changes. This provides a valuable tool for tracking and managing document revisions.

Links Area

The Links area allows users to record links to other places where the document has been attached. Links can be added or removed using the (+) and (-) buttons, providing an efficient way to manage and organise related documents.

Notes Area

The Notes area allows users to add any relevant notes related to the document. Clicking the green clock button will add a date/time stamp, further improving document tracking and management.

Documents Page Overview

The Documents Page centralises document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents Area

The Documents Page simplifies file management by allowing various document types to be attached via drag and drop, including PDFs, spreadsheets, photos, and more. It provides a centralised location for document and information storage for transactions and master tables, streamlining organisation and management for easy access and improved efficiency.

Documents can only be attached once the corresponding record has an assigned ID.

Documents List Screen Options

There are eight buttons on the Document List screen, as follows:

1. Open – Allows viewing of the currently selected document.
2. Update – Prompts the user to import a new version of the selected document while maintaining links to any associated transactions.
3. Scan – Accesses a scanner for scanning documents directly into the data file and linking them to the current transaction (requires a compatible scanner with software).
4. Save – Saves the currently selected document.
5. Link Document: Enables linking of the selected document to other transactions in the data file, presenting a popup for user selection.
6. Link Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
7. Link Existing Document – Allows linking of an existing document in the data file to the current transaction or record, displaying a popup with a list of documents to choose from.
8. Delete – Deletes the currently selected transaction or record.
9. Add – Displays a search function for selecting a document from the local computer or device.

Details Area

The Details area allows users to add a custom name, description, and tags to each document, enabling easy search and location of specific documents. These details can be customised to meet the specific needs of the user or organisation, further improving the efficiency and organisation of the Documents Page.

Last Modified Area

The Last Modified section displays the date and time when the document was last modified, as well as the user who made the changes. This feature helps maintain accountability and enables efficient tracking of document modifications.

History Area

The History area records changes made to the document, including the date, time, and user who made the changes. This provides a valuable tool for tracking and managing document revisions.

Links Area

The Links area allows users to record links to other places where the document has been attached. Links can be added or removed using the (+) and (-) buttons, providing an efficient way to manage and organise related documents.

Notes Area

The Notes area allows users to add any relevant notes related to the document. Clicking the green clock button will add a date/time stamp, further improving document tracking and management.

Digital Assets Page

Digital Assets Page Overview

The Digital Assets Page enables users to attach an unlimited number of media files to almost any record in SapphireOne. Only the digital assets that have been entered by users for the selected record will be listed from the page menu in the selected record.

It should be noted that there is a Digital Asset item in Workbook mode on the General drop-down menu as well. This Digital Asset item lists all digital assets within the data file as a complete list. While very limited modifications are allowed from this list, it is very handy for getting an overall view of the digital assets in the data file. SapphireOne has provided the search function, enabling the user to search for a specific digital asset.

Choosing the Digital Assets option from the Page menu in a record displays a list of digital assets currently stored in the data file for the selected record.

This screen, as well as any subsequent screens, will overlay the existing screen displayed in your major table. This feature facilitates the attachment of digital assets to your Master Record, providing an efficient way to manage and organise media files associated with your data.

• To add a picture, simply click the Add button. 
• To delete a picture, select the Delete button. 

Considerations for Adding Digital Assets

Adding digital assets can impact your data file size and system performance. It is important to consider the following:

• Storage capacity: Assess your storage capacity to ensure it can accommodate an increase in file size.
• System performance: Adding a large number of media files can potentially slow down your system. Evaluate the impact on system performance before attaching a significant number of digital assets.

Digital Assets Page Overview

The Digital Assets Page enables users to attach an unlimited number of media files to almost any record in SapphireOne. Only the digital assets that have been entered by users for the selected record will be listed from the page menu in the selected record.

It should be noted that there is a Digital Asset item in Workbook mode on the General drop-down menu as well. This Digital Asset item lists all digital assets within the data file as a complete list. While very limited modifications are allowed from this list, it is very handy for getting an overall view of the digital assets in the data file. SapphireOne has provided the search function, enabling the user to search for a specific digital asset.

Choosing the Digital Assets option from the Page menu in a record displays a list of digital assets currently stored in the data file for the selected record.

This screen, as well as any subsequent screens, will overlay the existing screen displayed in your major table. This feature facilitates the attachment of digital assets to your Master Record, providing an efficient way to manage and organise media files associated with your data.

• To add a picture, simply click the Add button. 
• To delete a picture, select the Delete button. 

Considerations for Adding Digital Assets

Adding digital assets can impact your data file size and system performance. It is important to consider the following:

• Storage capacity: Assess your storage capacity to ensure it can accommodate an increase in file size.
• System performance: Adding a large number of media files can potentially slow down your system. Evaluate the impact on system performance before attaching a significant number of digital assets.

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