Setting up users in TRX

Overview

Setting up users in TRX is a four step process. It involves first setting up the user in TRX and establishing groups that a user will belong to. A user should never belong to more than one group, if in the case of a manger over multiple departments that user should have their own user group with permissions to the menus that they will need. (It is not unheard of for each user to have their own group). After setting up users and groups, you will need to assign each user to their group. (Each group can have multiple users) The final step is to assign groups access to the menu’s that they need.

Creating users in TRX

The user setup screen is used to set up each user that will need access to some or all of the areas of TRX Enterprise™. In this screen you set up the users ID, Password and company they will be working in, as well as contact info, settings, and some permissions.

1. Go the User Setup screen

   1. SYS > User Setup

2. Enter user ID for new user

   1. Example naming Conventions

      1. [First Name][Last Initial] EX: JOHNS

      2. [First Initial][Last Name] EX: JSMITH

      3. [Last Name][First Initial] EX: SMITHJ

      4. [First name] EX: JOHN

3. Enter the password for the user to initially enter TRX 

   1. Use ‘trx’ without quotes

   2. Set expire password so they can choose their own

4. Re-enter the password for confirmation

5. Select the company the user will be working in

6. Enter Contact Info

   1. Name/Address/Email etc.

7. Set the Branch

8. Set checkboxes based on your needs

9. Hit Save or F10

Setting User Company Access

Now that the user is created, we need to create a Company/Branch record for them.

1. Go under User/Company Access Screen

   1. SYS>User/Company Access

2. Select User from Dropdown

3. Enter at least one Company and Branch for the user

   1. Only one Branch per Company

4. Hit Save or F10

Managing TRX Enterprise User Groups

Next step is creating groups that your user will work in. You can have as many groups as you would like and each group will be assigned a working set of menus. You would probably not want your inventory stocker have the ability to write checks so you would create an inventory stock group and assign them only the ability to look up inventory items and not AP privileges. No user should be assigned to multiple groups so create as many as needed to assure a unique and controlled working environment.

SYS > Groups

1. Choose SYS > Groups.

2. The User Groups screen opens.

3. Enter the new Group Name.

4. Press F10 to save.

 **Note** Groups are by Company. To create groups in another company, you must change the company you are in.

Assigning a User to a Group

Once you have established your groups and set up your users it will be time to assign the users to groups. A list of available users will be on the top left. Choose the group you will be populating with the pull down menu on the right and move users into or out of that group by highlighting them and using the arrows in the middle to move. If you need to see what if any groups the user belong to you can do that on the bottom of the screen by selecting the users name from the drop down menu.

1. Choose SYS > Assign User to Groups.

2. The User Group Assignments screen opens.

3. Select the Group to add the new user to from the drop down list.

4. Users – displays all users currently not in the group selected.

To add a user to the group selected, place the cursor on the desired User name and click the >. The User Id moves to the right side of the screen into the selected Group.

To move all Users to the group, click the >>. All User Ids move to the right side of the screen into the selected Group.

To Remove a User Id from the Group, place the cursor on the desired User Id and click the < icon. The User Id displays in the Users field on the left side of the screen.

To remove all User Ids from the Group, click the << icon. All User Ids will move to the Users field.

1. User Id – select a User Id from the drop down list to view all groups it is currently assigned to.

2. Press F10 to save changes.

**Note** Groups are by Company. To assign users to Groups within another company, you must change the company you are currently working in.

Group Access

It is this screen that allows you to control exactly what each group will have access to. You can turn off a complete module by un-checking the box near the module title. Or just turn off banks of screens and reports by un-checking the yellow header box. And of course you can turn off any individual screen or report you like for a user group.

SYS > Group Access

1. Select SYS > Group Access.

2. The Group Access screen opens.

3. Select the Group to assign access to from the drop down list.

4. Click on the desired tab and select which screens will be accessible in the group by checking the appropriate boxes.

   1. Checking the Category name (i.e. General Ledger, Accounts Payable, etc.) will automatically check all boxes in the entire category.

   2. The yellow headings are menu items within the category. Check the heading and all submenu items will automatically be selected. Un-check any screen name you do not wish the user to have access to.

   3. Check a heading a second time to de-select the entire group.

5. Continue this process on all tabs until group access has been completed.

6. Press F10 to save.

**Note** Group Access is by Company. To give users access to groups within another company, you must change the company you are in.