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This guide has been reviewed against our global client base and classed as relevant to all regions

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

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- with access to the

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Negotiator and User Setup screen, you can amend user information, add new users, remove existing users and transfer data from one user to another

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A key contact can request access to the Negotiator and User Setup

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screen by contacting Reapit Support, click here to request this

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Note

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title	Disclaimer

Before making

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changes to

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configuration,

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the relevant guidance provided

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in this section should be read thoroughly - any changes made to configuration that causes an impact on operation may incur a charge

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title	a. Accessing Configuration, Setup Negotiators option

1. Access System menu

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to rectify

This guide covers:

Table of Contents

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Note

When you have a new starter, it is important that you create a new account for them
Do not edit an existing account with the new user’s details

Instead, you need to make the old account inactive and then create a new account

See Add a new user and Remove an existing user sections below for more information

How to access the Negotiator and User Setup screen

1. Access system menu

From main menu:

Click user name/office top left of main menu
Select Configuration and click Setup Negotiators

The Negotiator and User Setup screen is displayed, see next step

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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

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Tip
For information on how to use this screen, see

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sections

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below

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title	b. Adding a new user

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Add a new user

Note

When you have a new starter, it is important that you create a new account for them
Do not edit an existing account with the new user’s details

Instead, you need to make the old account inactive and then create a new account

See Remove an existing user section below for more information

1. Add new user details

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From the Negotiator and User Setup screen:

Click the Add button (top left)
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 (this can not be changed once saved)
- 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

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- Image: upload the user’s photograph (which is then used on the main menu/Organiser)

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Tip
Once logged in, users can

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update some of their personal details via the Edit My Details screen
This screen allows them to manage their Letter Name, Job Title, Password and Contact

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2. Save new user & add to SUMS

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

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3. Enter webservice credentials

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details - they can also upload their own image - for more information, see Knowledge Base guide:
Change personal details (edit my details)

2. Access further tabs/sections

Before exiting the Negotiator and User Setup screen:

Click the Approvals tab to set up supplier and/or works order invoice approval/authorisationfunctionality (where required) - see step 3
Set-up further functions via the Advanced tab (where required) - see step 4

3. Approvals section

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Available when supplier and/or works order invoice approval/authorisation is enabled For more information, see the Knowledge Base guides: Supplier invoice authorisation - configuration option Works order authorisation - configuration option

Approval Limit - click set and select the required limit from the drop-down menu
Limits offered are dependent on configuration
Approval Offices - click linkand select the required office(s), or leave blank for all

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If you wish to use supplier invoice approval/authorisation on your system, please notify Reapit Support as further configuration needs to be set (including the limits to be used) in order for the Approvals section to be available in this screen

4. Advanced section

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

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Security Group(s)

Where configured, click Add negotiator to group to add the user to relevant security group(s)
Security groups are managed by Reapit Support

Template editor
When ticked, the user will be given access to the Letter Template Editor, an inbuilt tool for adding/editing letter templates used across

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the system - for more information on using the Letter Template Editor, see the Knowledge Base guide: Using Letter Template Editor to create, edit and distribute letter templates

Screen scaling

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This setting affects the screen size for this user

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- users

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can also change this themselves via

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the update/edit my details screen - for more information, see the Knowledge Base guide: Change personal details (edit my details)

Internet Reg
When ticked/unticked, enables/disables internet registration functionality for this user via the Organiser
Where internet registrations is configured for your business

Offices
Select which offices the user should receive internet registration leads for - leave blank for all
For more information on internet registrations, see the Knowledge Base guide: Internet Registrations (portal leads)

5. Save changes

From buttons top right:

Click Save then click Exit

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(top right)

Remove an existing user

From the Negotiator and User Setup screen

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:

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1. Select user

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Locate the user to be removed, select when found
Tick Negotiator is inactive (top right

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, beside user Code)
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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Transfer data from one user to another

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Useful for staff leavers and when staff members change roles
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1. Select the user to transfer data from
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From the Negotiator and User Setup screen:
On left side of screen, select user to transfer the data from
Click Transfer (top left)
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2. Select the user receiving the records
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Tick beside the user who is to receive the transferred records
Click Select
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3. Select records
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Choose which record types should be transferred
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select All records
OR
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select an individual record type to transfer

The individual record types offered depend on the records currently owned by the user you are transferring records from

See sections
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3a &
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3b below
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Tip
In all cases, archived records will not be transferred
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3a. All records
In the screen shown in step 3 above:
Choosing All records transfers each record (regardless of type) with no further options given
Click Accept to start the transfer process
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Confirmation messages are displayed at each stage allowing you to choose Yes/No to confirm the transfer
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3b. Individual records
If the records to be transferred need to be shared across a number of existing users, an individual record
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type should be selected
In the screen shown in step 3 above:
Select a record type and click Accept
The individual record types offered depend on the records currently owned by the user you are transferring records from
The records to be transferred will be displayed in a grid
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- 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
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Click Exit to start the transfer process
Tip
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
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Versions Compared

Old Version 40

New Version Current

Key

How to access the Negotiator and User Setup screen

Add a new user

Remove an existing user

Transfer data from one user to another

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