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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

This page outlines how you carry out user management without the need to log a request through Reapit Support.

With access to the Setup Negotiators configuration option, you can amend user information, add new users, remove existing users and transfer data from one user to another.

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title	Disclaimer

Before making any changes with your Agency Cloud configuration ensure you have read through the guidance provided and that changes are verified. Correction of changes applied that impact the operation of Agency Cloud may incur a charge for our service team to address.

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title	a. Accessing Configuration, Setup Negotiators option

1. Access System menu

Click your user name/office/picture at the top of the main menu to view the System menu
Click Configuration and select Setup Negotiators

2. Negotiator and User Setup screen

The Negotiator and User Setup screen is displayed
All active and inactive users are listed on the left side, with the selected user details shown on the right

For information on how to use this screen, see main sections b-d below

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title	b. Adding a new user

From the Negotiator and User Setup screen (outlined in section a):

1. Add new user details

Click the Add button
This action clears the right side of the screen, ready to add the new user details
Enter the following details, an asterisk* denotes required information
- Code*: enter a 3 or 4 digit unique code, often based on user initials, e.g. TMS, TMS1
- Name*: the user’s first and last name, e.g. Tim Smith
- Office*: select the office the user is associated with
- Contact*: enter the user’s email address, this is an essential task as it ensures the user’s login will function correctly (contact numbers can also be entered, but this is optional)
- Job Title: used for information purposes across the system, can be inserted in letters/emails
- Letter Name: useful if a more formal sign-off is to be used in letters/emails generated within the system, e.g. Timothy M Smith, RICS
- Login: N/A, leave blank
- Password*: enter a unique password for this user which must contain a minimum on 6 characters
- Image: upload the user’s photograph (which is then used on the main menu/Organiser)

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Once logged in, users can add their own image and use the Update My Details screen to manage their Letter Name, Job Title, Password and Contact details.

2. Save new user & add to SUMS

Click Save, the following prompt will be displayed, click Yes

3. Enter webservice credentials

In the Webservice Credentials screen, enter the E-mail address and Password you use to log into your Reapit software and click Accept
A message will be displayed to confirm adding the user has been successful
If an error is displayed, contact Reapit Support

Before exiting the Negotiator and User Setup screen, click the Advanced tab - see next section

4. Advanced section

On the Advanced tab, extra features and functions can be added for the selected user:

Template editor: these permissions refer to the use of the Letter Template Editor, an inbuilt tool for adding/editing letter templates used across the database
Screen scaling: affects the screen size for this user
users may also change this themselves via their Update My Details screen
Organiser, Enable internet registrations functionality: when ticked, allows portal enquiries to be accessible by this user via the Internet Registrations panel on the Organiser
Click Save then click Exit

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title	c. Removing an existing user

From the Negotiator and User Setup screen (outlined in section a):

1. Select user

Locate the user to be removed, select when found
Tick Negotiator is inactive (top right of the screen)
Click Save

2. Enter webservice credentials

The Webservice Credentials screen will be displayed, enter the E-mail address and Password you use to log into your Reapit software and click Accept

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title	d. Transferring data from one user to another

This option is useful for staff leavers and when staff members change roles.

From the Negotiator and User Setup screen (outlined in section a):

1. Select the user to transfer data from

Select the user to transfer the data from
Click Transfer

2. Select the user receiving the records

Select the user who is to receive the transferred records
Click Select

3. Select records

This screen is displayed - allowing you to choose which record types should be transferred - choose between:

i. All records

OR

ii. Individual records

See sections 3i & 3ii below

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In all cases, archived records will not be transferred

3i. All records

In the screen shown in step 3 above:

Choosing All records transfers each record type with no further options given
Click Accept to start the transfer process

Confirmation messages are displayed at each stage allowing you to choose Yes/No to confirm the transfer

3ii. Individual records

If the records to be transferred need to be shared across a number of existing users, individual record types should be selected

In the screen shown in step 3 above:

Select a record type and click Accept

The records to be transferred will be displayed in a grid
Use the tick box to the left of the record to select which records are to be transferred to the selected user

To aid selection, column headings can be clicked for usual grid sorting/filtering options and use the top left tick box to de-select all records
Click Exit to start the transfer process

Repeat as needed for each record type to be transferred to this user, then repeat the whole process for each negotiator to transfer data to

Versions Compared

Old Version 37

New Version 38

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