The TFS Administration Tool includes a wizard to help create new TFS users. From the File menu select New User.
Each of the tabs is described below
The General tab contains information about a user.
State which context(s) a user can access. Corporate managers may want access to all contexts whilst a personal assistant may only require access to the local office.
If an enterprise has multiple contexts, click the Log In? or Default columns to assign users (see below).
The Broker tab contains information specific to a broker. This tab is not relevant to TFS users that are not finance brokers.
The Security tab helps to manage security permissions for a user.
Broker Tab
- Contains general information about a broker.
- Is Broker?: Determines the entity's broker status.
- No (default): The new user is not a broker. The other fields on this tab cannot be edited.
- Yes: The new user is a broker. The other fields on this tab can be edited.
- Name: Full name of the broker. If the Entity section was completed on the General tab, the Name field will automatically be completed.
- Short Name: short name of the broker. If the Entity section was completed on the General tab, the Name field will automatically be completed.
- Team: Select the team that the broker belongs to.
2. Is where you configure the brokerage information.
- Brokerage %: Enter the brokerage percentage of an application brokerage earnings that this user keeps.
- Volume Brokerage: Enter the percentage of volume brokerage earnings that this user keeps.
- Brokerage (Incremental) determines the % of the brokerage revenue that the broker will get dependent on the value of the brokerage. See the Brokerage (Incremental) page for more detail.
3. Is where you enter account details for a broker for reporting purposes. These details will appear on invoice reports.
- Bank: Enter the entity's bank name.
- Contact/Branch: Enter the bank branch.
- Account Name: Enter the account name.
- BSB: Enter the bank's BSB number.
- Account Number: Enter the account number.
- Notes: Enter notes about the entity's account details
4. On broker specific reports, a disclaimer is shown at the bottom of the report. If the disclaimer is different to the default, then enter a broker specific disclaimer. This will replace the default one of the broker specific reports.
Security Tab
- Determines the accessibility to other contexts if more than one context exists.
- Access Other Company Data?: Relevant to users who work for multiple offices (for example, the Sydney and Melbourne office).
- No (default): The user cannot access multiple company contexts.
- Yes: The user can access multiple company contexts.
- Override User Broker Security?: Determines the access permissions of a user.
- No (default): The user's search and access permissions are based on the Broker Data Permissions list (see below).
- Yes: The user can search and access any broker's clients.
2. Broker Data Permissions.
| Important: Broker Data Permissions are irrelevant IF, on the General tab, the Super User? field is set to Yes. |
|---|
If the user has Override User Broker Security? set to No, then administrators need to select the brokers for who this user can access the data. Clicking the Access or Search columns will add or remove a tick in that column.
- Access: A tick in the Access column means that a user can select and edit client details. An example may be a personal assistant that works for two brokers in an office. This PA would require access to these details.
- Search: A tick in the Search column means that a user can view another broker's clients whilst searching. This may assist a staff member when a client rings the office but doesn't know who the client belongs to.
3. External System Logins.
Click the New button (
). The External System Login dialog will be displayed.
- Select the External System.
- Enter the User Name (as defined by the external system).
- Enter the Password (as defined by the external system).
- Re-enter the password.
- Click the OK button. The External System Login dialog will close.
Address / Telephone Tab
- Allows entry of (multiple) address details for a TFS user.
- Select the Address list. A shadow will appear around the list to indicate it is selected.
- Click the New button (). The Address dialog will be displayed.
- Enter the address details.
- Click the OK button.
Note: Use the Telephone list to enter not only telephone details but website and email details for a user. - Allows entry of (multiple) telephone details for a TFS user.
- Select the Telephone list. A shadow will appear around the list to indicate it is selected.
- Click the New button (). The Telephone dialog will be displayed.
- Enter the telephone details.
- Click the OK button.
Roles Tab
Roles: By default, when new users are created, the role of Staff is assigned. If the user is a Broker (as setup on the Broker tab), then the role of Broker will also be assigned.
Other roles can be added such as Accountant, Agent, Bank, Employer, etc.
New roles can be added by selecting the New button (
) in the toolbar.
Roles are used throughout TFS to determine when and where an entity will be available for selection. Thus, a user with the Role of Staff cannot be selected as the Broker for a Client or Application as the Role of Broker is required for this. An entity with the Role of Accountant enables it to be selected as the Accountant for a Client or Application. Any entity in TFS can be assigned multiple roles as required.