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Creating SmartForms Users

Overview​

This guide helps ERP Administrators manage SmartForms users at Daniel's Jewelers by:

  • Setting up new users
  • Managing security groups
  • Configuring access rights
  • Handling user deactivation and deletion

The proper configuration of user access supports data flow visibility across departments and enables real-time insights for executive staff.

Accessing Security Manager​

1. Login to SmartForms​

Enter your login credentials at the SmartForms login screen.

SmartForms Login Screen

2. Navigate to Security Manager​

  1. From the Business Process home page:

Business Process Home

  1. Click "Tools" and select "Security Manager"

Security Manager Navigation

  1. You'll see the Security Manager home page:

Security Manager Home

Creating New Users​

Method 1: Duplicating Existing Users​

Best Practice

Use this method for employees who need the same security groups and user rights as an existing user.

  1. Select an existing user and click the "X2" button:

Duplicate User Button

  1. Update the employee ID:
    • Remove the old employee ID
    • Enter the new user's employee ID number

Update Employee ID

Setting Up User Details​

1. Username Creation​

Enter the employee ID as the username (e.g., "C415")

Create Username

2. Password Setup​

Create and confirm the password

Password Setup

3. Full Name​

Enter the employee's first and last name

Enter Full Name

4. Password Expiration​

Choose one of two options:

  1. Set a 90-day expiration (recommended):

Password Expiration

  1. Leave blank for no expiration

5. DB Username Configuration​

  1. Click the DB username column
  2. Add "S" prefix to the username (Example: SC415)

DB Username Prefix DB Username Example

Managing User Rights​

Adding Rights​

To grant additional security groups and workflow access:

  1. Click the "plus" icon
  2. Select desired security groups

Add User Rights

Removing Rights​

  1. Select the rights group to remove
  2. Click the "-" icon
  3. Confirm removal

Remove Rights Step 1 Remove Rights Step 2

User Management​

Deleting Users​

  1. Highlight the username
  2. Click the "-" icon
  3. Confirm deletion
  4. Save changes using the top-right checkmark

Delete User Steps Delete Confirmation Save Changes

Important

To reassign the license to another user, contact MD customer support team.

Deactivating Users​

To temporarily disable access:

  1. Add an expiration date to the user
  2. Save changes

Deactivate User

note

License reassignment requires MD customer support assistance.