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Maintain Users Buttons

Set Up Organization Menus

Set Up System Menus

Administration Checklists

Administration FAQs

Electronic Requisitions Checklists

Electronic Requisition FAQs

Maintain Users

Access this form with Administrative user rights using Security>Maintain Users.

Use this form to perform one of the following tasks:

  • Enter a new user;
  • Change an existing user's status, name, email address, organizations, and/or password;
  • Limit a user's access to balances and reports (if Executive View User is installed);
  • Hold a Requisitions license for a user (if Electronic Requisitions is installed); and
  • Delete a user from all organizations.

Once a user is created, it is available (in the User ID drop-down list on the Maintain Users form) for the active organization and any existing organizations. In order to apply this user to an organization, select the User ID then move the active organization over to the Selected Items box. The user can be denied access to an organization by moving the organization back to the Available Items box. When you enter new users, you are adding them to all organizations in the Selected Items box.

A new user does not have any security rights. Therefore, you need to set up its security in each organization using Security>Set Up System Menus and Set Up Organization Menus, respectively. Use the Set Up System Menus form to assign rights to Backup, Restore, and so on. Use the Set Up Organization Menus form to assign access to Administration, Accounting, and Payroll (if applicable) menu selections in which you want new users to have access.

Click the Change Password button to assign a new password or change an existing password for both MIP and HR Management systems. Select the HR Management User check box to grant users access to the HR Management module. It is only available if the Human Resource Management and Payroll modules are installed. When an MIP user, with the HR Management User check box selected, status is made Inactive, that user's access in HR Management will also change to "No Access."

In order to change your password, press Ctrl+Alt+End on your keyboard, and select “Change a password.” See Nonprofit Online.

 

User ID: Enter or select a unique ID that represents the user being added or modified. We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoid using symbols.

Status: Specify the status of the User ID. When creating a new ID, accept the default status, A (Active), or select I (Inactive) from the drop-down list. A status of discontinued is not available on this form. Note that inactive users cannot log on to the system.

User Name: Enter the user name, such as First, Middle, and Last Name

Email: Enter the user's email address, if applicable.

Executive View User: Select this check box to indicate that a user only has executive view rights. This option only displays if the Executive View module is installed.

An Executive View user only has access to reports, balances (Activities>Display Balances), and budget worksheets (Activities>Budget Worksheet). Therefore, the system only displays those menu items on the Security>Set Up Organization Menus form. With executive view, you can assign an unlimited number of users; however, you are limited to the number of licenses purchased for the Executive View User (as determined by your Activation Code). This user is independent from the number of concurrent users logged on to the system. (Concurrent users are the number of simultaneous users accessing the program; which is based on the number of users purchased with the software license.)

Requisition User: Select this check box to hold a license for this user in the Electronic Requisitions module. Remember to enter the user name specified here when logging on to Electronic Requisitions. This option only displays if the Electronic Requisitions module is installed.

HR Management User: Select this check box to indicate that a user has rights to the HR Management module. This option only displays if the Human Resource Management and Payroll modules are installed.

Organization ID Available Items, Selected Items: In the Available Items box, select the organization ID to be applied to the user, and then click the Mover ( > ) to move the item to the Selected Items box. The Available Items box displays all registered organization IDs.

  • To print a list of users and other data entered on this form, use Reports>Lists>User Information and Reports>Lists>Security.
  • We recommend that you create all organizations (File>New Organization) before creating users on this form.
  • An organization does not have to be open in order to add users.
  • The system provides a default user—whose user ID is "NPS"—with the sample organization "NTO." User NPS is initially assigned no password, but we recommend assigning it a unique password and use it as the System Administrator ID.
    If you decide to require passwords for your users (Options>System Preferences), a password must be added for the user NPS (and any other existing users) or the NTO database cannot be accessed.
  • A user is required to enter that password every time they open the system.
  • User IDs and user names are significant for two reasons:
    • First, you must set up security (Security>Set Up System Menus and Set Up Organization Menus) on the basis of User ID.
    • Second, the system tracks and logs system activity by User ID. This provides an audit trail of activity for later use.
  • When setting up security for users (Security>Set Up System Menus and Set Up Organization Menus), limit access to this form to include only system administrator-type users.
  • If a user is deleted, it is removed from all organizations, not just the active organization.
  • To change the email address of the person logged on to the system, use Options>User Preferences.
  • When adding a module, the current user is granted all rights for the new module in the active organization.
    • Remember to open each organization and add the module and security rights for each user. Use Security>Maintain Groups to expedite this process.
    • When an organization is created or a module is added to an active organization, the system automatically assigns the organization-related security to the user who is currently logged on.
  • A user must be assigned to an organization before their Organization Security rights can be modified.
  • An Executive View User can be included in Groups. Even if you are part of a group with access to various forms, you will still be limited to what you can use.
  • A user can be set up as a regular user, changed to an executive view user (by selecting Executive View User), and back to a regular user (by clearing Executive View User) without losing their original rights.

Password requirements:

  • Include at least one uppercase and one lowercase letter
  • Include at least one number
  • Cannot contain spaces at the beginning or end
  • Cannot be one of the last 6 passwords used