Passwords - Fortify Asset Security with Password Inquiry

Passwords Inquiry Overview

The SapphireOne Password Inquiry function allows for the storing of passwords for any Asset within SapphireOne. Access to passwords are restricted at several levels within SapphireOne.

This Password function is also accessible from the Inquiry Palette menu within SapphireOne Main Toolbar and is identical with the Password Inquiry in Assets Mode documented here. The Password Inquiry function will display a list of all Passwords already stored in SapphireOne.

To create a new Password for an Asset, simply go to the main toolbar and select the New icon, or type shortcut ‘command/ctrl N’, and enter your new Password details as seen below. To save a completed Password go to the main toolbar and select the Green tick icon.

All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.

The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:

Swap to Custom Inquiry

When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:

  1. To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
  2. To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.

Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.

The Inquiry screen below is the initial Custom Inquiry screen, which can be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.


From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.

The screen features several menu items across the top, which include:

  • Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
  • Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed.
  • Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.

Details Page

Password Area

  • Sequence – SapphireOne will automatically create a unique sequence number for the Password Inquiry.
  • Full Name – Enter the description of the Asset or Service that the Password is being created for.
  • User Name – Enter the chosen username to be used when logging in to SapphireOne.
  • Password – Enter the chosen password. To update the password there are three options.
    1. Re-open the password and directly re-enter the new password here.
    2. Highlight this password record and select the Change Password Sapphire Tool.
    3. Highlight this password record and select the Password Update Sapphire Tool.
  • Activated – This area displays the date the password was created and activated. Select the underlined heading to select the date within the SapphireOne Calendar.
  • Deactivated – This area displays the date the password was deactivated. Select the underlined heading to select the date within the SapphireOne Calendar.
  • Level – This refers to the Password level which is controlled by the Organisation Chart within SapphireOne. Password levels are set within the Organisational Chart.
  • Change Button – The Change button allows you to change which level within the organisation chart you would like the password to be access by. For example, ‘CEO Only’ would only allow the CEO level to view the password.
  • Created – This area displays the date the Password Inquiry was created and the SapphireOne user who created it.
  • Modified – This area displays the date the Password Inquiry was last modified or reviewed and the SapphireOne user who made changes.
  • Private Checkbox – If the Private checkbox is selected only System Administrators and the User who created the Password record will be able to view or modify the record. 
  • Active Checkbox – Initially the Active checkbox will be selected enabling the record to be displayed in the list when a Password Inquiry is executed. If the password record is no longer required, it may be de-selected and the record will no longer be displayed in the list.

Links Area

The Links area is where the passwords linking information is stored.

All of the data entry fields have a light blue background so that if the user does not know the exact ID the ‘@’ and ‘?’ symbols may be entered and used to search. All data entry fields that have a light blue back ground are linked to an associated Master Table. 

Company, Vendor, Client and Location are all linked accordingly. However, Hardware, Software and Service are all linked to the Asset Inquiry’s Master Table. 

If you do not enter in the exact ID for any of the above, you will be prompted to create a new item. If you do create the new item here and enter in a password for it, when you save the password here you should go to the associated inquiry and check to see if all the newly created Asset details have been entered correctly.

Notes Area

Any Notes that are required may be entered in this area. The user can select the Green Clock Icon to add a Time and Date stamp to the Notes. The user also has the ability to highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to their preference.

Dictation and Speech to Text Overview

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.

You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.

As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.

Dictation and Speech to Text Procedure

This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.

Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line.

The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive time saver.

Log Area

For security purposes the Log area keeps an automatic time and date stamped record of every time a SapphireOne user views or modifies a password.

Passwords Inquiry History Page

The History Page displays a full historical record of all changes made to the password.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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