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TFS Admin Guide - Table of Contents

Documentation Disclaimer

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

General Tab - Click here to expand...

The General tab contains information about a user.

Entity Group - Click here to expand...

Entity group fields refer to basic personal information about a user.

Entity Type: Allows the selection of the entity type (e.g., Corporation, Name, Person, etc.).
Title: Select the title. Title types include Dr, Miss, Mr, Mrs, Ms, and Sir.
Given Name: Entertheentity'sgivenname.
Surname: Enter the entity's surname.
Full Name: Will be automatically completed once the given name and surname have been entered. This can be changed.
Short Name: Will be automatically completed once the given name and surname have been entered. This can be changed.
Salutation: Will be automatically completed once the given name has been entered. This can be changed.
Date of Birth: Enter the entity's date of birth.

Mail Merge (Staff Only) Group - Click here to expand...

The values entered here relate to the mail merge diagnostic document (Mail Merge Diagnostic Document.doc that is located in the \\[tfs folder]\Mail Merge\ folder).

Name: The value entered into this field will be displayed in the mail merge field <<userMMEName>>.
Position: The value entered into this field will be displayed in the mail merge field <<userMMEPosition>>.

Report Logo Group - Click here to expand...

Users can import a logo (corporation or personal) to display on TFS reports. Logo properties that must be adhered to include:

BMP file type.
Dimensions of 400 x 160 or 600 x 240.

Insert Logo: Opens the Select Logo dialog. Select the location of the BMP file then click the Open button.

Clear Logo: Removes the current logo.

User Log On Group - Click here to expand...

Details theuser'slogonandpassword information.

User Name: Enter theuser'suser name.
Password: Enter the user's password.
Confirm Password: Retype the user's password.

User logonscan ONLY be changed by:
- System administrators (using the TFS Administration Tool).
- Users themselves (during the TFS login process).

User Access Group - Click here to expand...

User access allows administrators to assign a user to a particular group. This assists in security as administrators can assign security permissions to a 'group' rather than to individual users.

User Group: Assign a user to a group. Standard user groups include Brokers, Guest Users, and System Administrators. See User topic for information about adding more user groups.
Super User?: (default = No). Super Users have access to all areas of the organisation's data. Selecting Yes will allow a user to override all security settings

Contexts Group - Click here to expand...

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).

Broker Tab - Click here to expand...

The Broker tab contains information specific to a broker. This tab is not relevant to TFS users that are not finance brokers.

Broker Group - Click here to expand...

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:Fullname 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.

Brokerage Non Incremental Group - Click here to expand...

- 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 Group - Click here to expand...

In this area, you can enter up to 6 incremental values and specify the percentage of the brokerage revenue that will be paid to the broker dependent on the Total Amount Financed (Excluding brokerage)

Increment 1 will always start off from $0.00 and cannot be changed. As you enter values in the subsequent Increments the Unlimited moves down to the increment that you have just entered.

The From value refers to deals that are greater than the value.

These values are used with the Broker Statement of Income reports.

When you run the reports the amount payable to the broker will be calculated based on the incremental percentages for each of the applications settled within the defined period of the report.

Security Tab - Click here to expand...

The Security tab helps to manage security permissions for a user.

Security Permission Group - Click here to expand...

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.

Broker Data Permissions Group - Click here to expand...

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.

As new brokers are added to the system, the User Broker Security must be updated for each broker (Administration > Security > User Broker Security).

External System Logins Group - Click here to expand...

External Systems Logins allow administrators to enter any external system login details. An example of an external system is Macquarie Maclease. External systems are associated with TFS SmartLodge (electronic lodgement of finance applications).

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.

System User Broker Permissions - Click here to expand...

In this section you can specify which users will have access to this brokers clients;

Address/Telephone Tab - Click here to expand...

The Address/Telephone tab is used for additional address, telephone, and email details of a TFS user.

Address Group - Click here to expand...

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.

Click here to expand...

Allows entry of (multiple) telephone details for a TFS user.

Use the Telephone list to enter not only telephone details but website and email details for a 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 - Click here to expand...

The Roles tab is used to add and list the roles that a user fulfils.

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.

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