Security
This section covers creating user groups, users, clusters (locations), and the general organization/website settings.
User Groups
User groups can be created, edited, and deleted here.
A user group contains all information regarding permissions and clusters. By linking users to a user group, the permissions are applied to the user. A user can belong to multiple user groups, in which case the rights are cumulative.
User rights are organized in a tree structure, which mirrors the main menu. By checking rights and moving them from right (not applied) to left (applied), rights become active or inactive.
User group tabs:
| Tab Name | Description |
|---|---|
| Detail | Enter the name of the user group |
| Rights | Determine the rights the group has. Rights moved to the left are active; rights moved to the right are inactive. |
| Users | Specify which users belong to this group |
| Clusters | Specify which clusters the users in this group have access to |
Permissions for each menu item:
| Permission | Description |
|---|---|
| Open | Can open the menu and associated items |
| Create | Can create a new item in this menu |
| Edit | Can edit items in this menu |
| Move to trash | Can delete items to the trash |
| Restore from trash | Can restore items from trash to active list |
| Permanently delete | Can permanently delete items (note: some items cannot be deleted if linked to important data, e.g., objects with active work orders) |
Additional permissions may exist per menu, e.g., to protect statuses or allow printing.
Users
A user can log in to ControlOffice and perform actions according to their permissions.
If a user needs to be assigned to items (e.g., as the requester of a notification or creator of a time entry), they must also be created as a employee. After creating the user, you are prompted to create the corresponding employee record.
User fields:
| Field | Description |
|---|---|
| Full name | Enter the user’s full name |
| Username | Enter the username (no spaces or special characters) |
| Used to send the invitation and password recovery emails | |
| Default group | If the user belongs to multiple groups, this group is used as default for forms/screens |
| Service account | Only enable if the account is for system integration, not a person; cannot log in and email is optional |
| Login via SSO | Indicate if login is via Single Sign-On; additional setup is required |
After creation, the user receives an invitation email with a link to set their password (valid for 7 days). Password requirements: minimum 8 characters, 1 uppercase, 1 number, and 1 special character.
Password reset is available via the login screen (‘Forgot password’), which sends a reset link to the user’s email.
In the user card, passwords can also be overwritten or a password reminder sent.
Clusters
Clusters allow grouping multiple locations in ControlOffice.
By linking objects and user groups to a cluster, you control which users/groups see which objects.
This affects all areas where the object appears, such as work orders, notifications, hierarchy, and planning board. Users will only see work orders relevant to their cluster.
Organization
General settings that apply to the entire website:
| Setting | Description |
|---|---|
| Name | Organization name |
| Currency | Default currency used in ControlOffice |
| VVP Calculation | Determines how the Fixed Allocation Price (VVP) is calculated: - None: user sets manually - Main supplier purchase price - Average purchase price (averages prices if multiple suppliers are linked) |
| Markup % | Optional markup on the VVP calculation |
| Language | Select the language for ControlOffice |
| Copy information from notification to work order | If Yes, all fields present in both notification and work order are copied when converting |
| Set current user as employee on new work order | If enabled, the user is automatically added as an employee when creating a work order |
| Mark notification as complete when work order is complete | Automatically closes notifications when the work order is marked complete |
| Mark employees as complete when work order is complete | Employees on the work order are automatically marked complete |
| Mark tasks as complete when work order is complete | Tasks on the work order are automatically marked complete |
| Login screen image | Image displayed on the login screen |
Reports can also be created here using HTML formatting. For more information, contact your ControlOffice representative.