User Preference Overview
The SapphireOne User Preference facility enables the administration of user control to view and configure various default parameters for individual end users as well as customise the Workbook and Workbook 2 menus for those users.
Navigating to Utilities > Controls > User Preference Inquiry results in a list of existing users.
It should be noted that unless you have entered an ID into the Preferences data entry field of a User Access Inquiry SapphireOne will not automatically create one. If you already have a users preferences ID, when its ID is entered, SapphireOne would display the name given by the user to it.
There are two options when setting up User Preferences.
- Have an individuals user preferences set up for each individual user. In this case you should create the individuals user preferences with an ID, named the same for each user login ID. This makes it easy to keep track of which individuals users preferences belongs to which user. E.g. A user preference ID of SONE0 and a user name of SapphireOne back in the User Access inquiry. Then here for example, you could set up a user preference ID of SONE0 and a name of SapphireOne. The User Preference Inquiry here would then allow you to Modify each user’s preferences on an individual basis and to customise the program defining which menu they start up with etc.
- While the User Access Inquiry is linked from the user preference’s inquiry, you also have the option of creating an entirely new user preference here and linking to it from the User Access Inquiry. For example, you could create the following user preferences and set up the preferences for each department.
- ACC for Accounts,
- MAN for Management
- SAL for the Sales department
Then when using a User Access Inquiry select the users that you want to use the Accounts Department preferences record by using the Preference data entry field to link to the required preference record here. You could also set up any new users and use the Preference data entry field to link them to any preference here. This also allows you to set up the Workbook Mode (F6).
The following items, Details, Menus and Action are only available from the Page menu after you have selected and opened or highlighted a user. You then have the option of selecting from the SapphireOne Toolbar Look, Modify or New.
The Details Page shows the details of the currently selected User Preference record. It can be accessed by navigating to Utilities > Controls > User Preference Inquiry and then selecting Modify.
The following fields, options and buttons operate as follows.
- ID – The only item that cannot be altered on this details page is the ID. The User Preference ID may be linked with single linked User or multiple linked users. All the User ID’s linked to this preference file will be displayed in the linked user area. You must also enter in a valid User ID to link this file to before you will be allowed to save it.
- Inactive – When a new user preference is created it is automatically set as Active and its state may be altered to Inactive at any time provided that the user preference ID is modified.
- Name – An alphanumeric naming convention is facilitated.
- Location – This field provided a facility to record a workers physical location within your various facilities.
- Address – This field provided a facility to record the physical address of the facility within your your organisation.
- Company – The default Company to which the user has access. This function is used in multi-company data files.
- Linked – A list of all users associated with these preferences.
- Phones – A list of available phone contact associated with these preferences. E.g. Direct, Main and Mobile.
- Client Link – The Client link to be used for Requisitions entered by this user.
- Billing Method – Specifies what sale price is to be used on the OCI, when this user is creating orders for clients in Inventory Mode
- Documents – See the Document Management toggle below.
SapphireOne Document Management System (DMS) includes a Paper Clip icon on all data entry and inquiry screens and allows users to attach relevant documents or files to every transaction or record. Additionally, every data entry and inquiry screen within SapphireOne also contains a separate Page specifically for managing documents related to the transaction i.e. version control.
The red colour of the paper clip indicates that there are currently no documents attached to this transaction. When a document has been attached, the paperclip will turn green and the word Items will be prefixed by the number of documents currently attached to this transaction or record.
SapphireOne Document Management functionality can store any type of file or document, and an infinite number of documents may be stored for an unlimited amount of time. Examples of types of documents include Adobe Acrobat, Spreadsheet Documents, Word Processor Documents, Photo Files, JPEG, CSV, HEIF, MP4 files.
Within SapphireOne Master Defaults, there are settings available for the user to restrict the size of each individual document, and also to select where the documents are to be stored – within the data file itself or in a seperate folder. These options may be altered by going to Utilities > Controls > Master Defaults > System Page. Within the Documents area in the right hand corner of SapphireOne Page, there is a provision for the user to set the ‘Document Size Limit’ (the default size is 10Mb). There are also two radio buttons where the user can select ‘Store with Data File’ as part of the data file, and ‘Store as Files’ seperate to the data file.
To attach a document to a transaction, select either the or Paperclip icon and the following Document List window will be displayed.
How to Attach Documents Using SapphireOne Paperclip
Documents can be attached using SapphireOne Drag & Drop functionality. To use this functionality, simply drag a document from the local computer into the Document List screen and it will append automatically. If SapphireOne detects that the document name already exists, a pop-up will be displayed alerting the user. Alternatively, the user can also select the Plus icon to select a document to upload from the local computer.
Once a document has been attached, the user has the ability to rename any document by right clicking on the file and selecting Rename as seen above. Renaming documents will ensure that document names remain consistent across all records.
- Open – When the button is selected, SapphireOne will open the currently selected document for viewing.
- Update – When the button is selected, SapphireOne will display a pop-up which asks the user if they want to Import a New Version of the currently highlighted document. This functionality allows users to update and keep records of different versions of the same document. When the new version has been selected, the user will be asked to enter in a new version number. The new version will now be the document available, and all previous versions will be recorded and available within the History area of Document List screen. The new version of the document will still be linked to any transactions that the old version was.
- Scan – When the Scan button is selected, SapphireOne will access a local or network scanner, and following the usual prompts allows the user to scan a document directly into the data file and link it to the transaction. The appropriate scanner with software must be installed on the local machine or network.
- Save – The Save button allows the user to save the currently highlighted document to the disk.
- Link Documents – The Link Document button allows the user to link the currently highlighted document to another transaction or multiple transactions in the data file. A pop-up will be displayed allowing the user to make their selection. You can learn more about Linked Documents in the Links Area documented below.
- Link Existing Documents – The Link Existing Documents button allows the user to link an existing document in the data file to this transaction or record. A pop-up will be displayed allowing the user to make their selection from a list of documents. You can learn more about Linked Documents in the Links Area documented below.
- Delete – The Delete button when selected will delete the currently highlighted document.
- Plus – When the Plus button is selected SapphireOne will display a search function allowing the user to select a document that is currently on the local computer.
When a document is selected within the Documents area, the Details area will automatically populate to display additional information about the document, including the Title of the document and the Type of file.
The Notes area is for entering any notes related to the document. The user can select the green clock icon to create a time and date stamp for every note added.
The Notes area will also keep an automatic user log when any changes are made to the document. For example, if the document is renamed or new links are created. SapphireOne will record the date, time and user that made the modifications.
Document Details Area
The Document Details area contains additional information relating to the selected document, and will automatically populate when a document is selected from the list. This includes the date and time the document was appended, the document number and the user who added the document.
The History area displays a record of the complete version history of the selected document. SapphireOne keeps track of all version changes and will automatically display the documents history within this area.
The History area will automatically update as new versions of the document are imported when selecting the Update button . When a new document version is imported, all previous versions of the document will be recorded and available to view within the History area. This enables the user to always view the most recently updated version of the document, however still keep a complete record of the document history.
Updating a Document
The procedure for updating a document is as follows.
- When the update button is selected the user will be asked to confirm they would like to import a new version.
- Upon confirmation the user will then be asked to choose the updated document to open.
- Upon selection a secondary dialogue will prompt the user for the entry of an alphanumeric value for the new version.
- Select OK.
The Links area is used to link documents to particular areas or transactions within SapphireOne. The links area can also be used to view all linking information related to the document. For example, if the document was imported using a function with SapphireOne, the links area will have a line containing this linking information.
To add in additional links to a document, select the document and then select the Link Document icon. The Files pop up window will be displayed. From the File drop down menu, select what you want to link this document to. Then within the Value data entry field, enter in the details (ID). As this data entry field has a blue background, it is user searchable by entering the wildcard ‘?’ or ‘@’ symbols.
Document Management using SapphireOne Documents Inquiry
As well as SapphireOne Document Management Paperclip functionality, SapphireOne Documents Inquiry function within SapphireOne Workbook Mode gives users the ability to view a repository of all documents and files stored within the SapphireOne data file. Users have the ability to add New documents, Modify, View or Delete existing documents from within the Documents Inquiry screen.
Any revisions made to a document within the Documents Inquiry screen will be updated across all areas that the document is linked to across SapphireOne, and similarly any modifications made to documents within the SapphireOne Paperclip Document List window will be reflected within the Documents Inquiry window. For example, if a document is renamed within a transaction Paperclip Document List screen, the document name will also be reflected when viewing the document in the Document Inquiry screen.
You can learn more about SapphireOne Documents Inquiry functionality within the Documents Inquiry article.
As an example, we have an inventory item with documents attached (installation instructions and a packing checklist amongst others). We add this inventory item to a sales order, manufacture, ship, completely finish the job. One year later we might have a revision of this inventory item along with all the Documents (DMS). Understandably, we don’t want to have to make a whole new inventory item for the revision, just update the DMS that are attached. We update the inventory item with all the new documents, ready for the next sale. When we refer back to the original completed Sales Client Invoice or Job Projects Client Invoice, we will we see the documentation as it was when the Job Project, Sales Client Invoice or Job Projects Client Invoice was completed, or the documents as they are now. In the example above where we have elected to produce an Order Client Invoice (OCI) with the current installation instructions and packing checklist. This will automatically flow into the finished Sales Client Invoice once the OCI has been delivered.
In the example above we have both the current and historical documents attached. As a SapphireOne user has the ability to edit the list and if they choose not to store the historical document and simply select the Minus button and they can delete the historical document. We also have the ability to modify the existing dociument keeping a log file of each and every time the document has been revised.
SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for anybody doing data entry within SapphireOne. Any data entry field that the user can type into using a keyboard, they can use this feature.
They can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client and they have just made a phone call to that particular client using the Softphone technology, this will automatically date and time stamp the contact and the phone number you called to. As soon as the call is completed or finished, the user has the ability to use the Speech to Text (Windows) function or Dictation (MacOS) function and dictate into the memo field of the CRM contact, adding as much description as they require.
This functionality applies across every single Data Entry screen. For example, if the user is entering a Vendor Invoice (VI) and they want to add a memo within the Vendor Invoice (VI), the user can 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 General Ledger account line, the user can utilise this feature to quickly add the information they need to add. Additionally, if you’ve got an interview with an employee and after the interview process is completed the user is able to make notes about the employee.
Speech to Text or Dictation is an extremely powerful tool and it’s something that we at SapphireOne as well as our clients utilise daily. It is a massive timesaver.
- In the upper section of the Address area, there is a drop-down menu that has three option for addresses that are to be automatically used for this client and SapphireOne defaults to displaying the Standard address.
- There is also provision for the entering of a Statement or Invoice addresses by selecting from the drop-down menu. These addresses are all interdependent of each other.
The user should remember that these addresses will be automatically entered into any reports that are hard coded into SapphireOne. It should also be noted that when standard or any custom reports are used, allowances will have to be made for the number of lines in the address and how many characters wide the addresses will be.
- The button allows the copying of the Postal address details across to the Physical address area in the Standard Address selection previous page, or the copying of the Invoice Mailing address to the Invoice Delivery address on the Invoices address screen seen above.
- In the Standard address field area the Country field is preconfigured and the user can select the Country code they require.
- In the Standard address field area the Postcode field is eleven characters to cater for international standards.
- Also in the Standard address field area is provision for inserting specific Delivery Instructions and Telephone numbers for each individual Client.
- Also included in this Address area is the provision for storing the main Telephone and Email.
- If the SpliceCom telephone system has been installed double clicking on telephone button will tell the SpliceCom telephone system to ring the number as entered.
- Provision is made here for the storing of Users Email and URL.
The Sale Price of Cost, Std Price, A, B and C are set in the Inventory Inquiry records. If a user has access to two or more companies within a multi-company data file, separate User ID’s should be set up to enable the user to access particular companies automatically upon login. However, if no Department ID is set in this screen SapphireOne by default will allow access to multiple companies using the one ID. This should only be used for consolidation reporting etc. To avoid any confusion financial data entry is not allowed for any user using an ID with multi-company access (Master).
The Menus page allows for the administration and customisation of the Workbook menus for each individual user. You may also place the tasks or functions that you perform most frequently in these menus. This screen can be accessed once the user is in an individual end users details page by Selecting Menus from the Pages menu.
Before setting up a user to operate using the Workbook mode you should look closely at their settings in a User Access Inquiry Details Page. You would not generally leave the System Administrator check box selected, or allow access to Assets or Payroll /HR modes for a user that you intend to set up to use Workbook as it may impact setting the user access in Payroll/HR. Please also note that setting up workbook mode also requires attention to be given to the settings within User Access.
The menus established here are accessed by the end user at Workbook > Workbook > Workbook and Workbook > Workbook > Workbook 2. Those menu items are established as follows.
- Arrow Keys – Using the arrows keys selected items can be moved and also removed from the right hand (Active) column.
- Length of Mode Menu – This numerical figure dictates which of the active menu items appears in Workbook and which of those items appears in Workbook 2. If for example you have eight active menu items and the value in this field is six. The result will be that the last two items will appear in Workbook 2.
- Workbook Mode Only – Selecting this checkbox will limit this user to Workbook mode only. No other modes will be available.
- Length of Mode Menu – This numerical figure dictates which of the active menu items appears in Workbook and which of those items appears in Workbook 2. If for example you have eight active menu items and the value in this field is six. The result will be that the last two items will appear in Workbook 2. Setting the length at five will display the first five items in the Workbook drop-down menu and the next five items in the Workbook 2 drop-down menu. The remaining five items will not be displayed.
- Workbook Mode Only – Selecting this checkbox will limit this end user to Workbook mode only. No other modes will be available.
- Rename – This button allows the renaming of the menu item when they appear in the Workbook dropdown menu.
- Start Menu – Reassignment of the active radio button dictates which menu mode SapphireOne will commence with for the selected end user. This is only a default starting option and does not affect access to other areas.
- Key – To nominate a keyboard shortcut to a menu item, select the item and then select the Key button. Enter the character you would like to utilise.
- Menu – This button allows a URL connection to be set up on a particular menu item.
If there is only one person set up as Administrator on SapphireOne do not select the Workbook Mode only checkbox above, as this will lock the Administrator out of SapphireOne. The Administrator will then be limited to Workbook Mode only and unable to Access Utilities Mode and make changes here in this User Preference Inquiry.
Workbook and the Mode Drop-down menus
When workbook is not active the main mode menu appears when SONE0 is used to access the data file. The eight modes as normal are from Accounts, Inventory, Job Projects, Assets, Payroll/HR, Management, Utilities and Workbook Modes.
For your convenience the items listed in the first Workbook menu are also displayed immediately below the main mode items on the mode drop-down menu as seen to the left. You may note that Payroll/HR and Assets are not displayed as these have not been selected in the details page.
You may access any of the functions directly from this main menu as well.
System Administrators and Workbook
Any user who has SapphireOne administrator checkbox selected should not have Workbook set up. Selecting SapphireOne Administrator checkbox tells SapphireOne to give the user access to all areas of SapphireOne completely defeating the purpose of workbook which is to allow access to selected areas of SapphireOne.
Workbook Mode Menus
This menu is not part of the User Preferences Inquiry but displays the result of an action taken in the user file and this is the result of this action. This has been documented in the previous section on Menus.
Any of the items can be changed around and set up for each individual user. These drop-down menus can be customised for each user’s individual preferences.
Selection of an item from the Workbook menu directs the user to that particular screen e.g. Vendor Purchase.
The Action Page is a seperate table that can be added to the major record and transaction tables. This includes actionable items such as Calendar Reminders, Meeting Invites, Alarms, Emails, To-Do Lists, General Notes, Private Notes, Meeting Notes with Date and Time, Start and Finish stamps plus All Day Notifications. The Action Page can be viewed as the equivalent to CRM functionality for every major Table within SapphireOne Accounting Software.
You can Add or Delete Actions . If you double click on an existing Action it will zoom in ready to modify.
- Diary Area
- Sequence – SapphireOne will automatically enter in a unique sequence number.
- Title – Enter in a title for this action.
- Type – Use the user customisable drop down menu to enter in a type. This will then form a permanent type within the drop-down.
- Action – Use the user customisable drop down menu to enter in an Action. This will then form a permanent action within the drop-down.
- User – SapphireOne will enter in the user who is creating this action although this may be altered if required.
- Private – If this check box is selected SapphireOne will only allow the User as entered to view or modify this action.
- Status – The user has three options.
- Open – Action is open and active.
- Hold – Action is active but no alarms will be active.
- Completed – Action is now Inactive and will not be displayed in any list of actions.
- Tag – A tag may be attached to an action. This will then form a permanent tag within the drop-down.
- Link – When created from a function a link to the function is automatically created by SapphireOne.
- Check List area – A user created check list for creating actions. A check box is provided so that a user can selected them off as they progress.
- Dates and Times Area:
- Start/Finish – You can set an action to have a Start and a Finish time, or select the check box for an all Day option.
- Completed – Once an action has a completed date entered it will no longer be active and displayed in any lists of actions.
- Alarm Area – An alarm can be set to email someone at a certain date and time, or send your user a reminder and/or email if the email has been entered.
- Recurring Area – If necessary the alarm may be set to at set periods established by the Type drop down menu. The recurring period may also be set by date if required.
- Notes Area – You can select the Green clock icon to add Time and Date stamps to your notes. You can also highlight the text in the Notes area and right mouse click to customise the Font, Style, Colour and Background Colour to your preference.
- Invite Attendees Area – You can invite multiple attendees to your event and keep track of if they have accepted or rejected your invite. These attendees can be notified by email if the email has been entered.