Creating or editing Workbench Users is done from the Users screen by an existing user with appropriate Licences.
You can add Users in two ways: clicking + New User and setting them up from scratch, or clicking + From Person List to import an existing person from the People screen.
It is important to note that the tabs shown in this pop-up window change depending on the following two fields being ticked: Is Employee and Has Login, both located on the Main Tab. Items marked with a red asterisk * are required fields.
Screen Guide:
The Create/Edit User window is a popup window with multiple tabs. Each tab is detailed below:
This is the first tab you are presented with and contains the basic information about the person.
ID is a system generated number that is unique for all users, independent of their Employee No on the Employee Detail Tab.
Surname*and First Name*are entered here. You can add middle names in the next field.
Full Name*automatically takes the Surname and First Name but you can independently edit this, adding a middle name for example.
Title is the name prefix for this user.
Job Title is a free text field for this user's official title. This may or may not be the same as their Employee Class.
Salutation is a legacy field but can potentially be used in reporting.
User Reference is a free text field used for reporting.
Email Address should be entered here and will be used for password recovery and emailing of documents and reports.
Inactive will, when ticked, make the user inactive and will auto-release any licenses assigned to them. This can be reversed by unticking the checkbox, but licenses will need to manually be reapplied.
Password Reset opens the following window:
You can Auto Generate a new strong password for the user, or manually type a New Password. When you click Confirm, an email is generated to the Email Address listed with the Login Code and the chosen password type.
You will need to save the user so that they exist in the system before being able to change or send their password.
HR links to the user's Human Resources profile (Note that this module has been deprecated).
Company*is the Company that this user is employed under.
Is Employee is meant to be ticked for all internal employees, especially ones that will be using Timesheets. If the user is external, such as a Subcontract User, this should be left un-ticked.
Has MFA, when this field is displayed it means the Multifactor Authentication feature (MFA) has been enabled on the database by an administrator, using the control parameter. And when ticked it means this user has MFA enabled.
Has Login gives the user the ability to log in, adding several fields and tabs to facilitate access and permissions.
Login Code can be anything that makes sense for the user, but is generally matched to their Windows login if present.
Site Map Profile is the Site Map menu setup that this user will see.
Login Type allows you to choose between the following options:
Any allows any of the below methods to be used.
Forms is the decentralized way for users to log in. Simply speaking, it uses the Login Code and Password given to the user, and is only managed inside Workbench.
Windows uses the current logged in user's domain and user to log into Workbench, and must match the domain/login given in the Login Code field. This means that the user can only use Workbench on their own computer, and cannot access Workbench over the internet from other computers.
Azure AD (Office 365) is used for companies that utilise Microsoft Office 365 integration. Users must log into Azure AD before they can log in to Workbench. This method offers centralised control over user logins. For more information check out this article on Freshdesk and this article from Microsoft on how to protect your O365 user accounts.
Secondary Address is meant for a secondary email address for reference purposes. This can be used in custom reporting or as a place for personal contact details.
Mobile Phone, Business Phone, Home Phone, Personal Address, and Fax are all used for either reference purposes or as contact details in reports, such as Purchase Order contact details for when the user is the Purchaser.
Profit Centre*offers a selection of your Profit Centres to assign this user to.
Financial Company is populated automatically with the Financial Company of the Profit Centre selected above. It can not be edited. This field is used for Payroll purposes.
Employee No*can be freely entered or you can use the next number in sequence by clicking the blue circle.
Employee Class*selects from available Employee Classes, determining their standard cost and sell rates.
Timesheet Group assigns the user to a Timesheet Group for approval and organisational purposes.
Time Activity Group is an optional field which restricts available timesheet activities to the specified Activity Group. This is useful in situations where advanced control over what activities can be used by which people is needed.
Purchase Activity Group is similar to the previous field, but restricts which activities can be used in Purchasing based on the specified Activity Group.
Default Stock Location determines the user's default Stock Location.
Default Activity will default the user's timesheets to the specified Activity, but the user can still change from this default.
Expense Claim is the Company that any Expense Claims this user makes will go to. The company is generally the user's name, linking to the matching supplier in the financial system.
Credit Card is also a Supplier type of Company, and is used for Expense Claims. An employee might be claiming expenses that are reimbursable, in that case, reimbursed to the Expense Claim company, but could also be entering an expense claim paid with the Company’s credit card, which will not be reimbursed to the employee but will be used for reconciliation purposes, once the AP invoice is exported to the financial system. Check the Expense Claims module for more details.
Day Hours specifies the number of standard hours in a working day this user works.
Week Hours specifies the number of standard hours in a working week this user works.
Payroll Name is free text entry to enable specific filtering for payroll purposes. For example, a common distinction is Salary versus Wage workers, which can be filtered for during the payroll process.
Start Date is an optional field for the user's start date at the company.
End Date is an optional field for the user's end date at the company.
Has HR Data enables this user to have Human Resources data entered against them if that module is used.
Job Manager determines whether this user is able to be a Job Manager of Jobs.
Account Manager determines whether this user is able to be an Account Manager of Jobs.
Week Hours and Week Charge Hours are entered here to set daily targets for users to enter Timesheets against, and chargeability targets for productivity reporting.
Default EBA Profile determines which EBA Profile this user should default to, if using the EBA Interpreter. This default can be overridden by EBA Schemes or manual changes.
Additional EBA Profile field will only appear if an EBA Profile is flagged as Additional.
EBA Tags are used in conjunction with EBA Profiles to trigger specific allowances based on the Employee Tagfield of each line. If the tags match exactly in both places, the allowance will be granted.
User Specified Timesheet EBA Profiles are used in situations where employees work across several EBA types and either they or the administrator will manually choose which profile each timesheet entry is meant to use. The profiles listed here will be available to choose from as long as the "EBA Profile" field is exposed in the Grid Management of the appropriate timesheet entry screen. The field will not appear unless the user has profiles populated in this section.
This tab is used to give the user authorities over Timesheet Groups. You can have as many combinations as necessary for each user.
Timesheet Group*is the Timesheet Group that this user has authority over.
Timesheet Authority* and Expense Claim Authority*give the following options for control:
Administrator has access to administrative screens and can approve and unapprove on behalf of the primary approver.
None gives no authority over the group for the selected type.
Own has a limited use case, usually used in the Expense Claim Authority section.
Primary marks the user as the primary approver (or one of the primary approvers)
Review Only does not grant approval authority, but rather review authority, especially for Expense Claims.
Secondary makes the user available for secondary approval, in case the Primary approver is out of office.
Other Authority*is a list of miscellaneous authorities that can be given over the selected Timesheet Group.
Next Steps:
Once you have finished entering data for the user, click Save. If there are any missing fields or incompatible data, an error will be displayed and the user will not be saved until the error is fixed. Otherwise, a green message will be displayed and the user is saved.
Now that the user is in the system, they can be immediately used in the modules they were set up for. If they are a new user, you may wish to go back to the Main Tab and initiate a Password Reset so that the user will receive their login information. It is good practice to log in as the new user before sending their information to ensure they can access what you intend them to.
