Users and Permissions

In ClearVantage, users are considered a sub-set of employees. In order to create a user login, you must first create an employee record. This is because you may have need to assign and track information about employees without granting them User access to ClearVantage. You must also determine their user role as a part of creating the user record. Finally, assigning a password is part of the process for creating a ClearVantage user record.

Add Employees

User access may only be added to an existing employee record. To add an employee:

1. From the main menu, click "Admin" and select "Edit Employees".

   

2. Click on "Add Employee" from the "Activity Panel" on the right-hand side of the employee list. This opens an empty employee notebook.

   

3. Fill in the appropriate employee information. The first and last name should be entered at a minimum.

4. Click the "Add Record" button at the bottom right-hand corner to create the new employee.

Edit an Employee

Once created, an employee record may need updating (name changes, etc.). If you want to change the name that appears in new timestamps for a staff member without changing their login, you should update the name in the employee notebook.

1. From the main menu, click "Admin" and select "Edit Employees".

2. Click on the link in the "Employee ID" column of the employee record to edit. This opens their employee notebook.

3. Click the "Save" button at the bottom right-hand corner.

Add ClearVantage Users

To create a ClearVantage login for a staff member, add a user record for them.

Before Adding a User

Prior to adding a new user, there must be an employee record to attach to the user record.

1. From the main menu, click "Admin" and select "Edit Users".

   

2. Click the "Add User" button from the "Activity Panel" on the right-hand side of the users list. This will open a blank user notebook.

   

3. Enter the necessary field in the "User Info" section.

   

   • User ID: Enter a username for the new login. User logins have a maximum of 10 characters and cannot include spaces. This is a required field.

     Note

     If you want to change a staff member's User ID, you should deactivate the existing login record and create a new one rather than changing the User ID.

   • Employee CD: Select the appropriate employee record from the dropdown. This is a required field and links the login to the name of the employee.

   • User Role: Select a role from the dropdown. This is a required field.

   • Groups: Select the groups that the user should be a part of. For more on user groups, see the Create User Group section.

   • Companies: Select companies that the user may access. The system applies a filter on the individual and organization notebooks and displays information for the records based on the companies selected. This requires additional configuration.

     Note

     Companies refers to the financial entities configured as part of your system. At least one user should have access to all companies. Invoices and payments can be created without having an assigned company. These records are not be visible to a user who is only able to view specific companies.

   • Is Group?: Check this box if the user being created is going to be used as a group. For more on user groups, see the Create User Group section.

   • Set Password: Enter a password that is at least 12 characters in length and contains upper and lower-case letters, at least one number and at least one special character. The user can update their password once they have logged in.

4. For each user, you can assign individual security access by checking the permission flags for the following areas:

   1. Account Settings

      

      • Active: Determines if user can log into ClearVantage. Each active user counts against client licensing limit.

        Warning

        Former employees should be marked as "Inactive" rather than deleted.

      • Locked: A user is locked if an incorrect password is entered 3 times. You must uncheck the box and save the record for the user to be able to log in again.

      • Read Only Access: Ability to read all information, but no ability to make changes to data.

        Note

        Users with read only access can create action items.

   2. Admin Permissions

      

      • System Administrator: Access to all system functionality. The Admin option in the main menu is available if this flag is checked.

      • Role Administrator: Allows you to see the "Edit Layout" button on notebooks and save list layouts for your role.

      • Award Administrator: Allows you to add/edit/delete award records. Users without this permission may still add/edit/delete award nominees and documents.

      • Certifications Administrator: Ability to delete a certification record.

      • Committee Administrator: Ability to add/edit/delete committee records.

      • Events Administrator:

        • Allows you to add/edit/delete event records and duplicate events.

        • Allows you to add/edit/delete event program types.

        • Allows you to add/edit/ delete event prices, functions, trainers, and all other records associated with an event.

      • Products Administrator: Ability to add/edit/delete product records.

      • Subscription Administrator: Ability to add/edit/delete subscription type records.

      • Survey Administrator: Ability to add/edit/delete survey records and ability to add/edit/delete survey questions.

      • IOLTA Access: Gives access to all IOLTA functionality. This only applies to clients that have IOLTA configured.

   3. Financial Permissions

      

      • Financial Administrator:

        • Access to the Financial Reports option in the "Reports" main menu item.

        • Access to the Accounting option in the "Financials" main menu item (if configured).

        • Access to the Delete Dues Batch option in the "Process" menu item.

        • Access to the Process Payments option in the "Payments" menu item.

        • Allows you to view filters, All, Posted and Approved, for payments batches.

        • Allows you to approve, and un-approve payment batches.

        • Allows you to set GL mapping for entities via Set Accounting Code notebook buttons.

        • The CV Online setting REFUND_RESTRICT_TO_ADMIN is enabled, can grant access to the Process CC Refund button on the invoice notebook.

      • EuclidPay Access: Enables the euclidPay Account link under the Financials Main Menu Dropdown. This only applies to clients that have euclidPay configured.

      • Process CC/EFT: Ability to charge to credit card payment types in checkout UI.

      • No Payment Access:

        • User can only create invoices via checkout UI and can't accept any payment of any kind.

        • User can only view payment batches and cannot start a batch.

      • MerchantTrack Claims: Access to specific modules within euclidPay MerchantTrack (the EuclidPay account). This only applies to clients that have euclidPay configured.

        • Transaction Search

        • Reverse Open Transactions

        • Reverse Settled Transactions

        • Reporting

        • Virtual Terminal

        • Terminal Management

        • PCI Management

   4. Communications and Reporting Permissions

      

      • Letter Administrator: Access to Processes > Email Batch Manager, manage email blast from addresses, names and reply addresses lists. Access to manage email templates.

      • Restrict Blast Emails: Removes ability for user to send emails. Specifically -

        • User cannot access Send Email Blast button from individual list.

        • User cannot access Create Email button from appeal list/notebook.

        • User cannot access Email Invoices button from invoice list.

        • User cannot access Email Invoice button from invoice notebook.

        • User cannot access Email Committee button from committee list/notebook.

      • Private Note Access: In CVPro, user may view action item private notes via View Private Note button.

      • No Action Item Delete: User cannot delete action items.

      • Xtreme Report Writer Admin: Access to the Xtreme Report Writer tool in CVPro (in Information Central).

      • Standard Report Writer Admin: Access to the Standard Report Writer tool in CVPro (in Information Central).

Note

Creating a user record will allow a staff member to login for ClearVantage. This does not create a web login for the staff member to the web membership dashboard.

Edit a ClearVantage User

1. From the main menu, click "Admin" and select "Edit Users".

2. Click on the link in the "User ID" column of the user record to edit. This opens the user notebook.

3. Click the "Save" button to save the changes to the user record.

Assign Users to New Roles

Users must be assigned to a role when the user record is created. You can use the following instructions to assign a user to a different role.

1. From the main menu, click "Admin" and select "Edit Users".

2. Click on the link in the "User ID" column of the user record to edit. This opens the user notebook.

3. In the "User Info" section, click the "User Role" dropdown and select the new role.

   

4. Click the "Save" button to save the changes to the user record.

Log Out ClearVantage Users

System Administrators can log out other CV users.

To log out user:

1. From the main menu, click "Admin" and select "Edit Users".

2. Click on the row of the user you wish to log out to highlight the row gray.

   

3. Click the "Log Out User" button from the "Activity Panel" on the right-hand side.

4. This will automatically log the user out and you will get a pop-up window on the top right-hand corner of the screen stating the user has been logged out.

View List of Users Logged into CV Online/CVPro

System Administrators can view which users have an active ClearVantage session.

To view a list of CV users:

1. From the main menu, click "Admin" and select "Edit Users".

2. The "In CV Online/Pro" column will be checked if the user is currently logged into CV Online/CVPro.

   

Deactivating a ClearVantage User

Deleting a ClearVantage user removes the link between the user and the employee record. This can cause later problems for reporting and auditing. For example, confusion as to which employee updated a record can be caused if a username is reused or deleted.

Warning

It is recommended that you mark users as inactive rather than deleting them.**

To mark a user as inactive:

1. From the main menu, click "Admin" and select "Edit Users".

2. Click on the link in the "User ID" column of the user record to deactivate. This opens the user notebook.

3. Uncheck the "Active" flag in the "Account Settings" section.

   

4. Click the "Save" button.

The user cannot login to ClearVantage, and no longer count against any restriction of active user licenses.

Unlocking User Logins

A user account is locked if an incorrect password is entered 3 times. The account is locked for 30 minutes or until an administrator unlocks the account. To unlock the account:

1. From the main menu, click "Admin" and select "Edit Users".

2. Click on the link in the "User ID" column of the user record to unlock. This opens the user notebook.

3. Under the "Account Settings" section, uncheck the "Locked" checkbox.

   

4. Uncheck the "Locked" checkbox.

5. If you wish to reset the password, you can now follow the instructions for changing a user password.

6. Click the "Save" button. The user may now log into ClearVantage.

Note

If a user account is locked, the account is unlocked automatically after 30 minutes. If the user attempts to log into CV prior to the 30 minutes having elapsed, the counter is reset, and the user needs to wait another 30 minutes.

Changing User Passwords

Users can change their own passwords as outlined in the Basics guide. When users forget their passwords, a System Administrator can also reset them.

Note

There is no way to recover a ClearVantage user's existing password.

1. From the main menu, click "Admin" and select "Edit Users".

2. Click on the link in the "User ID" column of the user record to edit. This opens the user notebook.

3. Click "Change User Password" button.

   

4. Enter a new password that is at least 12 characters in length and contains upper and lower-case letters, at least one number and at least one special character.

5. Confirm the new password.

6. Click "Continue" to save the password. An alert opens to remind you to save on the user record as well for the new password to take effect.

   

7. Click "OK".

8. Ensure the "Locked" permission check box is unchecked.

9. Click "Save" at the bottom right-hand corner of the user notebook to save changes.

Create User Group

User groups allow you to send action items to multiple individuals at once.

To create a user group:

1. From the main menu, click "Admin" and select "Edit Users".

2. Click the "Add User" button from the "Activity Panel" on the right-hand side of the users list. This will open a blank user notebook.

3. Complete the following information in the "User Info" section.

   • User ID: Sets the group name. User IDs cannot include spaces. This is a required field.

   • Employee CD: Select an Employee from the dropdown. This is a required field.

   • User Role: Select the appropriate Role from the dropdown. This is a required field.

   • Companies: Select the companies that this user should be able to see data for.

   • Is Group: Check this box to make the user a group.

4. Click the "Active" box to make the group active.

5. Set a password for the group record.

6. Click "Save" on the bottom right-hand corner of the user notebook.

7. Click on the link in the "User ID" column of the user record to add to the group. This opens the user notebook.

8. Click on the "Groups" dropdown and select the groups that should include this user.

   

9. Click the "Save" button on the user record.

10. Repeat steps 7 through 10 until all necessary users have been added to the group.

Customizing User Roles

ClearVantage offers the flexibility to customize the layout of various parts of the software by assigning roles to groups of users. Roles serve three main purposes:

• Security: ClearVantage roles allow administrators to secure or hide information that only certain staff members should see. For example, financial information is often limited to a specific group of individuals.

• Ease of use: Notebooks can be customized for specific roles to maximize accessibility of fields within the Notebooks.

• Relevance: To eliminate clutter within notebooks. Roles allow users to hide irrelevant information. The information that is most important for a particular staff member can be shown.

Basic roles have been created during the ClearVantage implementation, but system administrators and role administrators are encouraged to adapt and manage roles as needs arise.

Add Roles

Roles let you define a reusable user profile and assign multiple people to it. This makes it easy to give entire departments or workgroups the same access and workspace. After creating a new role, you'll still need to customize it by configuring the role’s fields, buttons, layout, and permissions.

1. From the main menu, click "Admin" and select "Edit Reference Tables".

2. In the reference tables list, scroll down and click on the "User Roles" reference table.

   

   Note

   After editing reference tables, you will need to reload CV before you see your changes reflected.

3. Click on the "Add Record" button on the top right-hand corner of the screen.

   

4. Enter a "Role Name" and "Description". Role names cannot include spaces.

5. Click "Save".

You should log out of ClearVantage, then log back in, before trying to make any additional changes to the new role.

Duplicate Role

If you would like to create a new role that is like an existing role, you can duplicate the existing role and then make changes to the new role.

1. From the main menu, click "Admin" and select "Edit Reference Tables".

2. In the reference tables list, scroll down and click on the "User Roles" reference table.

3. Select the role which will be duplicated. The right side of the page will show a form with the role information.

4. Click the "Duplicate" button to duplicate the selected role. A new window will show.

   

5. Enter the name of the new role and a description.

   

6. Click the "Duplicate" button at the bottom of the window.

7. This will create the new role with the same notebook layouts as the existing role.