Users and authorisations - instructions

Let's find one of the products, e.g. Tuna, which you have added earlier following these instructions. Type in the first letter of the item name, which is "T", into the field and see what happens.

LoMag enables you to set up individual accounts for each employee and to define their relevant authorisations. It is recommended to use the logging system for users if many people use one computer, e.g., the administrator, the warehouse keeper(s), the accountant, etc. Thanks to this function, LoMag enables you to quickly determine and distribute appropriate authorisations to given groups of users.

As you can see on the screenshot above, all products which include the letter "t" have been displayed. In this case, there are only two items, but with larger quantities it could be, e.g., 500 - search method should be changed. Let's enter information about the, e.g., item group. For this example it would be "Fish". Select it (the group) from the field.

LoMag offers you the possibility to limit access in the following ways:

• Access only to chosen warehouses
• Access to some of the functionalities (e.g. the user has no possibility of viewing the reports)

You have found the product. Of course, you could have entered the full name, e.g., "Tuna", into the field and it would also be displayed, however, the aim was to show a basic example of the search mechanism.

• Access only to selected operations (e.g., the user may add documents, but they cannot edit or change them)

1. The administrator and the login module.

If you want to find an item by is stock level, use the field, set the mathematical symbol and the size (amount) of the stock level. For example, you want to display items whose stock level is more than zero. Go to the search by stock level field, set the ">" symbol and the quantity, i.e., zero.

Products with stock level greater than zero.

The default setting of LoMag inventory management upon launching is the administrative mode, without logging (does not require a login or a password when launched). The administrator is a user with full access to all the tools of the program. It's worth securing the administrator's account with a login and password, which will restrict access to the software and the warehouse data to unauthorised persons.

If you mark the option all products from all warehouses in LoMag will be displayed.

Securing the administrator's account

If you mark the and options all products which reached low or (and) high quantity thresholds will be displayed.

To secure the administrator's account you need to protect it with an appropriate login and password. Go to the top menu . The interface of the module will be launched, in which you will find only one user ("The Administrator").

If you mark the option, only physical objects will be displayed, i.e., products which have not been marked as services in the module.

If you mark the option, only services (e.g. transport) will be displayed. Items which have been marked as in the module.

To define the login and password, select the administrator from the list of users, and click the button, which is located on the tool bar of the interface .

If you mark the option only products, which have been transferred to the archive will be displayed. Items which have been marked as in the module.

After executing the actions above the window will open. Go to the part in which you need to enter your login in the field, e.g., "admin" and type in the password to your account twice (, ). To save the changes and close the window click .

If you mark the option only items which comprise of several parts (sub-products) will be displayed. Items which have been marked as in the module.

If you mark all of the options: , , , all products will be displayed, along with services and archival items

• It is recommended to write down the access data to the administrator's account. In case you lose the login data, the only solution to recover access to the program is sending the program database to the manufacturer of LoMag.

You can mix and match all search options, which will significantly streamline your operation.

6.3 Tool bar, configuration and data filtering.

From now on your basic administrator's account is protected with a login and a password. It is recommended to log out and log in again.

Logging in

Just like in the window, there is a tool bar in the module, as well as a function for filtering data and the possibility of configuration of a window.

You have just secured your administrator's account with a login and a password. To check the login system, you have to log out of the program - select from the menu and then click

Before the system logs you out, you will be informed about closing all windows of the program.

The tool bar in the "Find in warehouse" window is very similar to the one already described (here) in the module. However, the module has one element, which cannot be found in the tool bar of the window.

If you are sure that all operating windows (e.g., documents) have been closed and you may allow the application to automatically close the remaining windows, click . The login interface will be displayed.

Namely, the tool for quickly changing the mark-up of a given item or a given group of items. Use the tool to change the default mark-up of one product or many products.

Type in the administrator's login and password in the window. Once you have entered the correct data, the system will log you in.

To check how the tool operates, mark any given product from the list of items in the module, and click .

2. Adding a new user.

The module window has been launched, in which you will find three possibilities of changing the mark-up.

If the computer on which LoMag is installed is used by several people and you want to secure access to the program, simply add a new user and grant them appropriate access authorisations.

To launch the module for adding new users, select from the top menu. The window will come up.

In the first part () of the interface you will find the option to increase or decrease the mark-up by a percent determined by you. For example, let's increase the mark-up by 20%. Enter "20"in the field and click .

After approving with the button, the mark-up of a given item is changed (please note "Selling price" and "Default mark-up" below and above).

You can find several fields for setting up a new user account in the dialogue window. This window will be used for entering information regarding user preferences - name, login, language version, password and user role (e.g., granting them total (Administrator) or partial access).

As you can see in the screenshots above the "Selling price" and the "Default mark-up" changed their value because the mark-up was increased by 20%.

Let's launch the tool again and change the mark-up by a given value. To do that, you need to go to the second part of the () module. For example, let's put "1" in the field. This way, you will change the value of default mark-up by one.

Let's create a new user, who will not be the administrator and who will be granted only partial authorisation. Use the and fields to enter name the user and the name they will use when logging in, i.e., the login. For instance, it can be the surname and the job title of a given employee, for whom the account is created, e.g. "KowalskiWarehouseKeeper".

As you can see, on the above screenshots the "Default mark-up" changed its value by one.

The last part of the interface of the window, i.e. the field enables you to set a concrete mark-up value.

Please note the form of the created login (e.g., capital letters, special characters). The future user will have to enter their login in the very same from when logging in.

You can also set mark-ups for many items at once - you have to mark several items at once with the use of the "Ctrl" button and the left mouse button. Then, click and change the mark-up as you wish.

Next, select the role for your user in the field. As mentioned before, the user will have limited authorisations, therefore they will not be an Administrator; scroll down the list in the field, to see the available role options.

Apart from the administrator, LoMag also has a default role of the "Warehouse keeper" - let's select it for your example user.

You can freely configure the dialogue box of the module, just like you did with the window. For example, you can demand that given columns are displayed, change the name of a column, etc. If you need to manage columns, you can use the option, which can be found in the lower part of the interface of the window.

• LoMag also offers you the possibility of creating your own roles, e.g., a role of the deputy warehouse keeper and granting them appropriate access rights. Find out how to add new individual user roles below in these instructions.

Additionally, you may define the language version of LoMag preferred by the user in the field.

At the end enter the user password using the  and fields. To save the user in the program, click .

If you press the button, the interface will be launched. In the first part of the interface you will find fields with hidden columns () and visible columns (). The second part of the window allows us to change the column name (), to adjust the number of decimal places () and the width of a given column. The settings for the display of columns have been described in detail in these instructions when the module was discussed.

• Passwords have to be identical in both fields, otherwise the account will not be set up and an error message will be displayed.
• Please note the form of the created login (e.g., capital letters, special characters). The future user will have to enter their login in the very same from when logging in.

You have set up a new user account. Now you can proceed to the role management module and set appropriate access authorisations for the new user.

3. Role management

Next to the button for column management () you will find the option of pagination of the list of items. The automatic pagination function is turned on by default; if you want the find in warehouse module to display all the products in one drop-down list - use the function (the pagination function will be turned off). To turn pagination back on, use the key. If you want to employ pagination to go to the first, the previous, the next and the last page, use the keys as follows . Pages are created automatically adjusting to the number of items and the size o the window.

The idea behind the roles is such that once a role is created, it may be used for many employees, e.g., LoMag may be used by many warehouse keepers, several accountants and an Administrator. Warehouse keeper authorisations are defined only once and then the role of the warehouse keeper may be ascribed to many users.

To launch the roles (authorisations) management module, select from the top menu, and then . The window will come up.

Keys which are used to go to subsequent pages () might be inactive in certain situations. For example, the first page key and previous page key will be inactive, if you are on page No.1 or all keys are blocked because your products have been displayed on one page. The key is for managing filters in the item list, which operate on the very same basis as in the module, discussed in these instructions.

7. Item history

The interface for user roles and authorisations management has been loaded. In the top part you will find the and buttons - they are used as follows to add a new role and to delete an already existing role. You will find a list of already existing roles in the left part of the interface (the column). On the other side, on the right you will find a window with user authorisations.

The item history module, which is the history of warehouse transfers for given items, may be launched in several ways in the inventory management program. One of the basic ones is selecting from the top menu or using the "Ctrl+H" shortcut key.

The window of the module will be launched.

• If a given role has already been ascribed to one of the users, there is no possibility of deleting it from the LoMag database.

The item transfer history module may also be launched from various other locations in the program, e.g., from the module or module, which have already been discussed.

You will find a tree with all functions of the software in the window. Each function has sub-functions, which may be displayed by clicking (cross-hair). Some sub-functions may be further divided.

There is also a possibility of launching the module in warehouse documents, e.g., the Goods Received Note ().

You cannot manage the authorisations of the administrator. The administrator has full access to all functions. Let's go to the warehouse keeper role and verify, how does to the field differ.

Once you have launched the window to check the history of a warehouse transfer, select the item you are interested in the field.

Next, after you have selected a given item, a list of warehouse transfers for this item will be displayed, that is nothing else but a history of warehouse documents for a chosen product.

As you can see, you can set authorisations to all functions for the "Warehouseman”. The field, which is located by a given function means that the users have full access to a given function or sub-function. The field means that the users with the warehouse keeper role are not authorised to access this particular function.

All documents regarding transfers of a chosen item have been displayed, along with information about the number and the type of the document, the quantity (e.g. of issued items), the stock level, the date and time of transaction, and the remarks.

Let's create a new role and ascribe authorisations to it, for example, the deputy warehouse keeper. Click , which will add a new role to the list (see below).

If you want to edit a given document, left-click it and then click , which will launch the window for editing a document pertaining to a specific item.

Go to and enter a name for the new role, for example you can call it "Deputy Warehouse Keeper". Next, go to the field and set authorisations to the individual functions of the program.

Just like in the module or the module, you may freely configure several parameters regarding the warehouse transfer table layout. To do that, use the previously discussed tool.

8. Other tools for items

When a new role is created, the program grants authorisations to all functions by default. You can access additional options by clicking and by using and you can mark and unmark functions to which a given role is authorised.

You will find several additional modules in LoMag inventory management, which are partially used in the item management modules and in the module. Tools such as , , support of serial numbers – have been discussed here.

For example, let's unmark the authorisation to remove accounts in the role. Go to and unmark - this way you have taken away the authorisation to remove accounts from that role. Do the same with the remaining authorisations you wish to restrict from a given role.

After setting all the authorisations accept all the changes with , and close the module window.

As you can see, from now on, the account column is and will be displayed in . Additionally, in the tool, you can change the name of the columns (), adjust the and set the . You can also come back to default settings at any given moment - just use the icon, which can be found in the lower part of the interface of the window.

In you can also print and export (to the Excel file) the history of a warehouse transfers for a given item, using the and buttons.

Please note that the creation of accounts and granting them appropriate authorisations is very important. A regular user of the inventory management program, such as a warehouse keeper, should not be entitled to remove information about documents, accounts, warehouses, etc. Once the information is removed by the employees, in cannot be reversed. The removed data may only be retrieved basing on a previously prepared backup version of the database (the whole content of the warehouse shall be put back to the moment of the execution of the copy). It is advisable to properly configure your employees’ accounts and create copies of databases regularly.

An example of how user limited access may be employed.

If a user has limited access to given functionalities, their LoMag interface is also limited for this data.

For instance, you blocked a user from deleting GRN documents. You can see the difference as regards the interface, between the administrator (see: SCREENSHOT#1) and a user role (see: SCREENSHOT #2), for whom the possibility of removing () the document has been blocked.

4. List of users

To go to the module, in which it is possible to add and edit users and employ several other tools, select from the top menu.

You will find the following options in the window: adding (), editing () and deleting () a user. There is also a option of making a printout () and exporting () the user list.

You already know how to add a new user (). Now you will learn how to edit a user. To edit a user, first you need to select a user from the list, and then click . For example, let's select the user you have just added and press the key.

The window is displayed, which is very similar to the module. You may change the name of the user and the role ascribed to them, as well as their authorisations to individual warehouses. There is also a possibility of turning a user off and changing their login and password.

To prevent the user from further activity on their account and to block their future logins to the program, unmark the field - from now on the user account is disabled.

In order to change the login or to set a new password, mark the option, which will unblock all the fields necessary to change the data of the user.

To save your modifications click .

Active users.

There is one module regarding logins remaining - - which informs you about the users currently connected to the system. To launch the module from the program's main menu, please select , and then select from the drop-down list. The module window will be launched.

The interface displays all users currently connected to the program. If you have equipped the warehouse with several complementary computers on which LoMag is installed and you are using the network function, then the module will display all users connected to that network. You can also print () the list of the users connected at the moment or export it to a file() You can also manage the table layout () - the visibility of columns, their names, sizes, etc. (see below).