04a. Preferences – User Settings [11:10]
Description: This video provides an overview of the user settings found in the preferences area in the Core3 CRM.
Let’s take a closer look at the Core3 Preferences. The Core3 has Global Settings and User Settings. This video is going to discuss the User Settings in the Core Preferences area.
0:19 In order to locate the Core Preferences area select Core from the top and then Preferences. Here we have two types of preferences; User Settings and Global Settings. User settings are going to be discussed in this video and here we can find all the user specific settings relating to each Core user. Currently I have three Core users; Melinda, Marc and Sally. Let’s go ahead and add a new Core user by selecting the green plus button called New Account down here. I will then enter the user name and assign the new user a password. Once I select ok a new Core user named Chris has now been created. As your list of Core3 users grow, there may be a time where you need to make a Core user inactive. You would simply select the Inactive check box and that will deactivate the Core user account. The displays up here simply allow you to display all of the active Core users, no Core users or the inactive Core users; just a quick filter option at the top. I will go ahead and make Chris’s account active again and let’s begin by filling in his information. Here I have the account name and if we were to change this it’s also going to require us to re-assign the password. I’ll go ahead and select cancel and if you just wanted to change the password, here is the password button where you would just change the user’s password rather than changing the actual user’s log-in account name; and I get my notification that the user’s password has been updated. This check box here remembers the Windows position. This is a convenience feature to preserve each users Window position upon reopening the Core. And in this area here, we can insert a scanned signature. I’ll go ahead and enter some signature that I have for Chris; if you needed to clear it and re-insert it, you would just click the clear button and re-insert the signature. Signatures are only used in letters and png and jpg formats work the best. The Closing Signature is used in letters and emails. This can be a simple closing with a Thank you and their name; you can also put additional information such as their contact information. If we navigate to Melinda’s user account, you can see that I have a little bit more information here for her closing signature. I’ll navigate back to Chris’s account and each time you toggle between a user account, the current user that you’re looking at is highlighted in yellow here.
3:03 Next; let’s go from left to right, so we covered the General tab; next we’ll navigate to the Email tab. The email tab has two options: Sending & Importing. Beginning with the Sending tab, there are three different methods that you can send an email. Using Filmmakers traditional send mail command and that sends an email via your mail client, or you can send an email in FileMaker via the SMTP. This is a handy feature that allows you to send an email without needing a mail client; it sends the email directly via SMTP. You do need to know your SMPT settings and you can go ahead and enter them here. The third option is using a Plug-in. If you are using a plug-in such as the Outlook Manipulator, you would select the Plug-in button and I encourage you to watch the video for the plug-in such as the Outlook Manipulator if that’s the plug-in that you are using. I will go ahead and select via mail client and you can test your settings with the Test Settings button here; you would just put in some email address that you are going to send to, select ok and then that is going to alert you that an email has been sent successfully via your method you chose. If I were to open up my mail client, in this case I am using Entourage; I could go to my Outbox and see there is my Core3 test email that was successfully sent from FileMaker. Let me navigate back to FileMaker and let’s talk about the Importing tab. The Importing tab is where you specify your Outlook watch folders to import mail from. This does require the Outlook Manipulator for Windows and the functionality is further explained in the plug-in integration video; so I encourage you to watch that video. And the option that we have here at the top for Attachment Settings will also come into play when we import emails. And we give you two options; to Embed or store attachments as a Reference. We do give a warning because storing attachments as a reference can be dangerous, so we want to make sure you know what you’re doing if you select this option. We’re going to go ahead and press yes so you can see then that you would put in your Mac or Windows file path. And we will actually go back to the Embed option to keep that option selected for importing and sending emails with attachments.
5:25 The next tab, the Calendar / Tasks tab, allows you basic calendar settings for your user. For example; the first day the user begins their work week on, either Sunday or Monday. Their default calendar, and as you can see I have a list of all the current calendars in the Core; please note that when you do create your new user account, a user calendar is automatically created and selected as their default. We have the default view; either Month, Week or Day and the default view comes into play each time you open the calendar, it’s going to open up to whatever default view you have selected here. And here we have user tasks; and again when you create a new user account, you also create a new user task here and by default it’s selected for the user. Next we have our start of business and I’ll go ahead and change this from 8-5 and this also comes into play when opening the calendar, because your blocks of time that you are working are going to be available. And also please note that the default calendar and the default users for tasks are extremely important when pushing or pulling events and tasks using the Outlook Manipulator. So I do again encourage you to see the Outlook plug-in integration video and chapters if you are planning on using the Outlook Manipulator. Now that I’ve created my user Chris, I’ve set all the appropriate settings for him. We’re going to go ahead and select done here.
6:56 And lastly here after you create a new Core user account; it’s important to note that behind the scenes if we were to go into the Core3 file here under security, we can see that I’ve actually created a new user account for Chris in the Core3 file. The Core3 currently comes with 2 files, the Core3 and the Core3 documents. When you create a new user from the Core preferences area, it creates the new user account in both files accordingly. So I encourage you to always create Core3 users from within the Core3 preferences rather than in FileMaker’s managed security area. But just to show you what’s going on behind the scenes here. We have 3 Privilege Sets: we have a data entry, full access and read only access. By default, each time you create a new account, there set to the data entry only access privilege set. Since this is FileMaker, you can set up additional security, create your own custom privilege set and that can be done by referring to FileMaker’s built in help. Or you can contact Productive Computing for a quote or contact your local FileMaker Developer. We do also ship the Core with an AdminBackup account, this account is created as a back door to assist you in the event that you lose your Admin account password. And for additional security you should change the password to this account or you can remove the account all together. But please bear in mine that we can assume no liability or responsibility for lost passwords and issues associated with negligent security set up and maintenance. So I’m going to go ahead and select cancel. And let me show you here, after we created an account for Chris Kuhn, a contact was also created for Chris. So if I am to perform a find for Chris Kuhn, here I can see I have the user record for Chris Kuhn. And more importantly, there is a check box here that indicates that Chris Kuhn is a Core user. If I were to go ahead and uncheck this box, I would not be allowed to do so, because if I wanted to deactivate or delete a user; that is a Core user; you have to do all that maintenance in the Core preferences area. If we were to do a find here for all of my Core users, I can see that I currently have 4 Core users: Melinda, Sally, Marc and Chris. I can go ahead and fill in additional information for Chris like I’ve done so for Marc, giving him a picture, some additional contact information and this is going to be useful for keeping track of his correspondence history. So in addition to having all of your contacts, we do have a contact record for each Core user that we have set up. And that is important here to note that there is that relationship there.
9:48 If you would like to delete an account or make them inactive, you can go ahead and select the inactive button here or you can select the delete account with the red X button there. I’m glad I did this on Melinda’s account, because you can see that I get the notification that an Admin account can not be deleted. Melinda is actually set up as the Admin. So if I were to go ahead and let’s say try to delete Chris’s account, I do get the notification that I’m going to permanently delete the selected user and there is NO undo for this command. So be sure that when you delete a user, you’re ready to delete them. Instead of deleting a user, I always recommend making an account inactive, that way you preserve the integrity of the data history and you can always reactivate the account if needed. I’ll go ahead and select done and that wraps it up for the user settings in the Core3.
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