Creating a new user group

When adding or maintaining a group, further options are available for SunSystems operator groups.
  1. On the Groups pane, highlight the top level group into which you want to add the new group. Click Create Group to display a blank Group Detail form.
    Note: The options available are dependent on the top level group in which the new group is being added.
  2. Enter a name and a description. This information is required for all groups.
    Group Name
    The unique name that identifies this group.
    Description
    Use this field to record a detailed description of the group, such as role or department.
  3. Expand the Operator Group tab and specify this information:
    Operator Group Code
    Enter a code to identify this operator group. The group being created here is then mapped to this operator group.
    Short Heading
    This is a shortened version of the description. It should be used instead of the description where space is limited. If you leave this blank it defaults to the first characters of the Description.
    Clear Operator at Login
    Operators may get locked out of due to, for example, system failures. Check this check box to enable members of this group to clear their own logins in order to remove the lock on their operator if this happens.
    Note: If this setting is not enabled, operators must contact their system administrators in order to clear their login.
    Status
    A status is assigned to each record and determines the current processing status of the record.
    Open
    This status is set automatically when you add a new record e.g. if you create a new user. Open items are available for input, inquiry, processing and reporting.
    Hidden
    A record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
    Suspended/Held
    A suspended record.
    Closed/Completed
    A closed record cannot be used for input or processing.
    Lookup Code
    A Lookup Code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particulary useful if a record is often referred to using different codes. For example:
    • the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup code is set to FUELEXP.
    • the Customer code for WHSmith is set to WHSmith and the Lookup code is set to SMITHWH.
    Requisitioning User Group
    Select this option to create a group for users who are only allowed to access these requisitioning functions:
    • Requisition Entry (PRE)
    • Requisition Presets (PRP)
    • Requisition Catalogue Setup (RCG)
    • Requisition Email Notification Configuration (REM)
    • Requisition Inquiry(RQA) - All Requisitions
    • Requisition Inquiry(RQM) - My Requisitions
    • Requisition Types (RTS)
    • Requistion Work Queue (RWQ).
  4. On the Group Details dialog, highlight SunSystems Operator Group. The following fields are displayed on the right hand side:
  5. Specify this information:
    Operator Group Code
    Enter a code to identify this operator group. The group being created here is then mapped to this SunSystems operator group.
    Status
    Short Heading
    Lookup Code
    Enable Clear Operator at Login
    Users may get locked out of SunSystems due to, for example, system failures. Select this option to enable members to clear the lock on their own logins.
    Note: If this setting is not enabled, users must contact their system administrators in order to clear their login.
    Requisitioning User Group
    Select this option to create a group for users who are only allowed to access these requisitioning functions:
    • PRE - Requisition Entry
    • PRP - Requisition Presets
    • RCG - Requisition Catalogue Setup
    • REM - Requisition Email Notification Configuration
    • RQA - Requisition Inquiry (All Requisitions)
    • RQM - Requisition Inquiry (My Requisitions)
    • RTS - Requisition Types
    • RWQ - Requisition Work Queue.