User Management - Adding a new user, removing a user and transferring data between users

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.

Step 1 below outlines how to access the Configuration, Setup Negotiators option.

If you do not have access to this screen, liaise with your internal key contact.

Note for key contact

If you do not have access to this screen, click here and fill out the form to request access via Reapit Support.

1. Accessing Configuration, Setup Negotiators option

Click your user name/office/picture at the top of the main menu to view the System menu
Click Configuration and select Setup Negotiators
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 steps 2-4 below

2. Adding a new user

From the Negotiator and User Setup screen (outlined in step 1):

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)

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.

Click Save, the following prompt will be displayed, click Yes
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 - as outlined in 2a
2a. Advanced options - extra features & functions
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

3. Removing an existing user

From the Negotiator and User Setup screen (outlined in step 1):

Select the user name on the left
Top right of the screen, tick Negotiator is inactive
Click Save
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

4. 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 step 1):

Select the user to transfer data from and click Transfer
Select the user who is to receive the transferred records, click Select
The screen shown below is displayed, choose which record types should be transferred, choose between 1. All records OR 2. Individual records - see sections 1 & 2 below
Note: in all cases, archived records will not be transferred

1. All records
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

OR

2. Individual records
If the records to be transferred need to be shared across a number of existing users, individual record types should be selected
Select a record type and click Accept
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

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