Description

 

How to add/amend users in the User Workbench.

This document is to provide more information regarding how to setup or amend users in COINS and how to use the “User Workbench” effectively.

 

This is a detailed guide on how to add a user to the User Workbench. Please be aware there are more steps required to set the user up entirely. 

For the ‘Full’ User Setup process, please see link to the Solution “COINS – How to setup a New User Account. (Place Link Here)

 

Areas to cover: 

  • Navigating to the user workbench
  • Searching for an existing user
  • How to add a user
  • How to copy a user
  • How to open a user record
  • User ID & Name
  • Email Address
  • Named User
  • Account Locked
  • KCO Access
  • Groups
  • SOD Check
  • Desktop

  

Process

 

In COINS, open “User Workbench (IT)” – You can search for this in the menu or find it on your Desktop Tiles:

 


To search for an existing record, use the search filter at the bottom of the page: 


 

To add a new user, click on the “Add” button. 


To copy an existing user, select the user you want to copy and then click the “Copy” button. 


To open an existing user record, click on the folder icon next to their User ID: 



Within the user record, there are 4 sections: (User Details, Licence & Security, Access, and Preferences)

 

 

User Details: 

Here you enter the “User ID” and “Name” of the user. 

User IDs are in the format “firstname.surname”

The “Name” will be the user’s name.

The job title and department will be updated automatically by the Mosaic Script that runs daily in the morning, so you do not need to manually enter this. 

 

 

Licence & Security: 

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  • “Account Locked” – If this is ticked, the users account is locked. 
  • “Named User” – This is the user’s licence; this will need to be ticked for the licence to be active. 
  • “Workflow” – This will need to be ticked if the user is in any workflows or posting orders to a workflow. (Currently Workflows are only used in Partnerships KCOs). 
  • “Security” – This needs to be set to “9 = Highest”
  • “Roles” – If the user will need to use Mtick, then this will need to be ticked to activate the Mtick licence for the user’s account. The remaining roles are not used for standard users. 
  • “Vistry Exclude from” – Only system accounts should have this ticked. For standard users this will need to be left unticked. 

 


Access: 

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  • Prime Company: This should be set to the region they are in.
  • Companies: The Region(s) or KCOs they have access to. (This can be more than 1 region/KCO) 
  • Prime Group: VIUSER will be default. If the user is a Leaver, then this needs to be changed to VILEAVER. 
  • Groups: This determines their access in COINS and is based on their job role by default. Please refer to the “COINS Access Matrix” document in the shared drive to provide the correct access. 



 

Preferences:


 
 

  • “Current Desktop” – The standard desktop is “VHCON1D” however there are additional desktops that are sometimes used. If you have been asked to copy from a user that has additional desktops, then copy them over. Otherwise, unless an additional desktop has been specifically requested then you can use “VHCON1D”. 
  • “Desktop Image” can be set to none or “Bovis Homes Wallpaper” however this is redundant because it is overwritten by the desktop. 
  • “Default Queue” should be set to “General queue”.
  • The remaining fields can be left as they are, no reason to amend these. 


 

SOD Check:

Once you have saved the record and back on the main user workbench screen, check on the user account that under the “Segregation of duties” columns, to see if the word “RISK” appears. Example below: 

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If this does appear, please check and confirm either they do not have a buyer record, or if they do then they only have a £1 record. 

If RISK is displaying and they do have a buyer record with limits greater than £1, their access will need to be reviewed and restricted as otherwise they have full access to Raise, Commit, and Pay orders, which breaks the company’s segregation of duties policy. 

For more info on how to amend the buyer record, please see the TI below: 

https://servicedesk.vistry.co.uk/support/solutions/articles/50000142247


Notes

Please add any additional information here

 

 

If you're unsure of anything mentioned above, please contact us via one of the following methods: