Each ASPEC user has a User Profile, located in the Setup section. Here Administrators configure login credentials, Locale settings, access rights and other options listed below.
Users who are not Administrators can view only their individual User Profile and can edit selected fields like name, email, password reset, phone number, number format, language or time zone. They cannot modify access rights.
Administrators access User Profiles by clicking Setup (“gears”) in the main navigation bar and finding Users in the Admin Setup/Users and Roles section. Other users click Setup (“gears”) to access Personal Setup.
Fig 1: Accessing User Profile for users with no Administrator rights.
Depending on your level of access to ASPEC configuration, you may not be able to modify all of the settings for yourself. In that case, contact your Administrator to make any changes.
Fig 2: User Profile
The following fields and setups are available in User Profile:
First and Last Name:
Email: The E-Mail address of the user. This is also used as the primary login for this user
Phone Number: this value is used in MS Word add-in for Quotes (Approver, Author)
Active User: When checked this will enable the user account. When unchecked, the user’s account will be suspended. They will not be able to login until their account is again set to “Active”.
Ignore IP Whitelist: Overrides the organization’s Network Access settings for this user, giving them access from anywhere even when IP Whitelist is enabled for your organization.
Default Expert Mode: When enabled, new IBOs for this user will have Expert Mode as a default for ASPEC Advisor. This includes an additional set of questions where ASPEC Cloud will compare a calculated version of Will We Win and Will It Happen with the user’s selection.
Default Country and State/Province: These values will be pre-populated in new Accounts and Contacts created by the user.
Setting role(s0 when users create new Accounts and IBOs
Choosing “Copy all role(s) as is” automatically copies user’s roles when that user is creating a new Account or an IBO “as is”, regardless of the number of assigned roles and their level in the role hierarchy.
The option “Copy a single role only if at the lowest level” is useful if both sales reps and their managers (who are high in the role hierarchy) create new Accounts or IBOs. Sales reps will have the roles automatically copied if their roles are at the lowest level. However, managers will not have the roles copied when creating new records. If their roles were pulled while creating new Accounts, users who are lower in the role hierarchy would not have access to that Account.
The third option “Don’t copy any role(s)” leaves the Access Level blank when the user creates a new Account or an IBO.
Users can edit this section to set their preferences like language, number and date format, currency, time zone and csv delimiter in export files. The default is set in Organization Profile.
Adminstrators set the levels of access to ASPEC modules and records. Users who are not Administrators cannot edit this section.
Fig 3: Permissions section
|Administrator Access||Checking this option will give the user access to administrator options including the ability to manage Users, Roles, Lookup Options, Products, Network Access, perform imports etc. Administrators automatically have all the rights listed below.|
|Read||If selected, the user will have Read Access to records that the user can see. This is the minimum level of access. This option is greyed out (i.e. automatically enabled) if there is another option selected that requires Read access as a minimum (for instance, Edit).|
|Create||If selected, the user will be able to create new records. This option is greyed out if is another option selected that requires Create access as a minimum (for instance, Modify All). This permission is for all records except Accounts. See Accounts table below.|
|Edit||If selected, the user will have Edit Access to records that the user can see. This option is greyed out if there is another option selected that requires Edit access as a minimum (for instance, Modify All).|
|Delete||If selected, the user will have Deletion Access to records that the user can see. This option is greyed out if the user has the Administrator access.|
|Export/Report||If selected, the user will have the ability to export records that the user can see. This option is greyed out if the user has the Administrator access. User will also have the right to create reports.|
|View All||If selected, the user will be able to see all records in ASPEC.|
|Modify All||If selected, the user will be able to modify all records in ASPEC that the user can see.|
|See Other People Calendars||If selected, the user will be able to view Appointments and Tasks owned by other people.|
|Create||If selected, the user will be able to create new Accounts and Sub-Accounts
Note: If a Sub-Account is created under an Account (or another Sub-Account) that has Contacts, then the Contacts are moved under the new (and now the lowest) Sub-Account. To do that the user has to have the right to Merge/Move, because in this case the Account structure is changed. Create option applies to cases where the user creates a new root Account or Sub-Account under an Account (or another Sub-Account) that does not have any Contacts.
|Merge/Move||If selected, the user will be able to modify existing Account structures by merging or moving Accounts.|
|Delete||If selected, the user will be able to delete Account structures.|
|Merge/Move||If selected, the user will be able to move Contacts under different Accounts, change Account in Contact or merge 2 Contacts into a single Contact.|
At the bottom of the form Adminstrators grant access to the Marketing and Service module, if the Organization is using these modules. If the user is given access to the Marketing module, the Administrator can assign the right to Create/Update Mailing ( Mail Integration with Marketing Event).