Users
Overview
The Users screen is for managing people who will have access the IntellaSoft Web Portal to make changes to the phone system, delegate permissions or other functions such as accessing call logs and voicemail. When a new user account is added, by default that user will be able login and see their own voicemail. It's up to the manager who is creating the account to check / un-check the specific permissions of what screens that make sense for that user to have access to. A very important aspect is the delegation of what users a user can control via the Permission Mode setting with Include or Exclude mode (more on this below).
Video Tutorial -- Please watch Full Screen
Adding a New User
Click the New User button.
The following fields are required when creating a new User.
| User | Text | This will be the username for logging into the portal. |
| Password | Text | For logging into the web portal |
| Department | List | Select a department the user will be in |
| Permission Mode | List | Either exclude or include as described below |
Fill in User, Password, and Department.
Then set Permission Mode to be or Include or Exclude.
Permission Mode Include
- Include - By default, the user will not have access to any users.
- Allowed users will be determined by which ones are Included
Example
Use this mode when setting up a manager of a small department. The manager may need access to users Abby, Bob, and Chris. These users would be added as Included Users
Permission Mode Exclude
- Exclude - By default, the user will automatically have access to ALL USERS.
- Hidden users will be determined by which ones are Excluded
Example
Use this mode when setting up an admin that needs access to the entire system except for the calls and voicemail of the President and Vice President. The President and Vice President would then be added as Excluded Users
Select the appropriate Permissions the user will have access to. You will need to use the scroll bar located at the bottom of the users table to view additional permissions.
Permissions are on a Per-Screen basis.
Example
If a supervisor account was needed that could only view the call history of the system in Call Logs
- Make sure that the 'Admin' permission is unchecked
- Make sure that ALL other permissions are unchecked
- Make sure that 'Call Logs' is checked
This user will now only have access to view the Call Logs screen
After you have confirmed that all the options for the new user are correct, save by clicking on on Save New User, or cancel if applicable. Afterwards a green message will appear stating Changes Saved.
Removing a User
Next in order to delete the User you will need to use the navigation bar on the bottom of the page to navigate to the far right, until you see the column of red X's under Delete. Click the X that corresponds with the User that is to be deleted.
A confirmation pop up will appear confirming your selection. If you wish to delete click OK, you will see a message stating Changes Saved, if this is not the entry to wish to delete click Cancel, to return to the screen.
Including/Excluding Users
For this example, we will use a User that has their permission mode to Include. By default the User will not have access any other Users since you have to manually include Users, this works work conversely for Users set with an Exclude permission mode, by default if no users are added to the exclude list, the user will have access to all Users.
Select a User to start adding other users to their Exclude or Include list (permission dependent). The User you are currently adding users for will have it's row highlighted like the example below.
There two endpoints before we add any users. In addition to the Users panel, there is also the Include/Excluded Users panel (1, again this is dependent on what the Permission Mode mode for this particular user is set, if it's an Exclude the text would say Excluded Users as opposed to Included Users) which shows all the users that have been added to the Included/Excluded User list) and the Available Users (2, shows are all users that can be added to Excluded/Included User list). Again it's important to note that in this particular example of the User Tracy has a Permission Mode set to Include, so these available users are the one she does NOT have access to.
There are three options for adding users to list. You can select the Include All Button (1, adds all the available to users to the list), Green Arrow in the Include Column (2, adds each User to the list individually) or using the Quick Department Include (3, or Exclude, if applicable). For the purposes we are going to add users using the Quick Department Include function. To do this simply click on the drop down menu and a list of the available Departments will appear. This will add Users based on their department and who is available to add in the Available Users list.
As you can see by the example all Users in the Equipment department were added to the available user list. You can also go through and add Users individually too, or include them all if applicable.
Removing Users from an Include/Exclude Users list works in the opposite way of adding them to list from the Available Users list. You are able to remove them individually via the right pointing green arrow, remove all at once, or remove by department (the same way you can from the Available User list).
Including/Excluding Phone Numbers
You can also grant permissions to a User on a per-phone number basis, allowing them to see call records for users they are not otherwise allowed to modify.
While in the Phone Numbers panel click the button labeled New Phone Number, a row editor will appear in the grid below.
Enter a permission type from the drop-down based on the phone number you are going include or exclude for this user, afterwards enter a phone number, this can range from an internal extension to outside long distance phone number. When you are satisfied click the Save New Number button, after you will see a message stating Changes Saved.
If you need to remove a member simply locate the Phone Numbers panel after you've selected the User you wish to modify, and click the red X in the Delete column. A confirmation pop up will appear confirming your selection. If you wish to delete click OK, you will see a message stating Changes Saved, if this is not the entry to wish to delete click Cancel, to return to the screen.
