You may have unlimited users in the password file. Your license only limits you to simultaneous users. Users are anyone who has access to the system. Sales People must also be entered in the salesperson database.
There are five types of users. If using access restrictions it is imperative that the USER NAME = SALES CODE.
If you have split accounts, a user name must be 3 alpha/numeric space or less.
Level 0 Can do anything Administrator.
Level 1 Can do anything except access Passwords Manager.
Level 2 Cannot access anything on the Administration Menu
PLUS:
Will only see ****** in sales commission fields.
Sales Cannot access validation databases for the purpose of ADDING.
Cannot change sales codes assigned to accounts or ads, unless blank.
Cannot access validation databases from vitalized fields.
Cannot export or import.
Level 3 Same restrictions as above
PLUS:
Cannot print Invoice, Advertising or Commission Reports except for records that has his/her sales code
Can only edit records with blank sales code or his/her sales code.
Cannot see commissions on advertising screen.
A person who is not also a Sales Person should not be given access level 3 or 4 as they will not be able see any records or run any report that allows you to filter by Sales Code.
Level 4 Same restrictions as above
PLUS:
Cannot SEE/Edit records unless they have a blank sales code or his/her sales code.
Local Area Code & Phone Info should only be filled in if this person wants to have their modem dial contacts for them.
Workgroup Templates is the path to you stock of form letters (Word or WordPerfect) which can be accessed directly from the Contacts screen by clicking on LETTER. You can then PASTE the name and address into the letter. This can also be a blank letter if you do not use form letters but want the functionality of opening your word processor from SM4
Allow Edit of Closed Ad gives explicit access to allow this user to edit an ad, even if it is closed.
Classified Ads is non functional at this point. This does NOT mean you cannot enter classified ads. It only means that the enhanced classified ad system that lets you enter the ad on line and have SM4 automatically calculate the rate based on words, letters or lines, is not yet ready.
The Telephone information should only be filled in if this user has a serial port modem and wants SM4 to be able to dial the phone for them.
Limit View To Self In Call Activity Report means that, when the Call Report is run, do NOT allow this user to see other user's activities. This was done here, instead of globally, because this report does not show financial information. This option only shows if the access level is 2,3,4.
Allow Access to AR is only checked if you are using the INTERNAL AR in SM4 and you want this person to have access.
The email Address and the email signatureshould be filled in if you are using the Mail Update functionality of SM4. In SM4 web site and email links will show as:
email: <a href="mailto:yourname@domainname.com">Glenn Abelson</a>
internet: <a href="http://www.sm4software.com">SM4 Software at Abelson Communications, Inc. </a>
In Outlook this will show as:
SM4 Software at Abelson Communications, Inc.