Users and Permissions

In ClearVantage, Users are considered a sub-set of Employees. In order to create a user login, you must first create an Employee record. This is because you may have need to assign and track information about Employees without granting them User access to ClearVantage. You must also determine their user role as a part of creating the user record. Finally, assigning a password is part of the process for creating a ClearVantage user record.

Add Employees

User access may only be added to an existing employee record. To add an employee:

1. Select the Administration Main Menu Dropdown.

2. Click Edit Employees. This opens the Employee List page.

   

3. Click on Add Employee from the Activity Panel on the right-hand side of the employee list. This opens a new Employee Notebook.

   

4. Fill in the appropriate employee information. First and Last Name should be entered at a minimum. Other information such as Email and Work Phone can be used in Quick Letters and emails from the email blast tool if you choose to enter it.

5. Click the Add Record button at the bottom right-hand corner to save the employee.

Edit an Employee

Once created, an employee record may need updating (name changes, etc.) If you want to change the name that appears in new timestamps or Quick Letters for a staff member without changing their login, you should update the name in the Employee Notebook.

From the Administration Main Menu Dropdown:

1. Click on Edit Employees. This opens the Employee List page.

2. Click on the Employee ID of the employee to edit. This opens the Employee Notebook.

3. Make your changes.

4. Click Save at the bottom right-hand corner.

Add ClearVantage Users

To create a ClearVantage login for a staff member, add a user record for them. Please note, this is specifically a login for ClearVantage. This does not create a web login for the staff member to your membership dashboard.

Note

Prior to adding a new user, you must add the employee record in ClearVantage and the role must already exist.

From the Administration Main Menu Dropdown:

1. Click on Edit Users to open the System Users page.

   

2. Click the Add User button from the Activity Panel on the right-hand side of the Users list. This opens a blank User Record.

   

   

3. Complete the fields, as needed, in the User Information section.

   

   • User ID: Enter a username for the new login. User logins have a maximum of 10 character and cannot include spaces. This is a required field.

     Note

     If you want to change a staff member’s User ID, you should deactivate the existing login record and create a new one rather than changing the User ID.

   • Employee CD: Select the Employee from the dropdown. This is a required field and links the login to the name of the employee.

   • User Role: Select the appropriate Role from the dropdown. This is a required field.

   • Groups: Click a group to select individual users to be included in the group if the user record you are creating is intended to be a group (a.k.a. has the Is Group? Box checked). Groups allow you to create a single user account for multiple individuals. Action items can be logged to a department rather than an individual and you can create a calendar for an entire division.

   • Companies: Select companies that the user may access. The system applies a filter on the individual and organization notebooks and displays information for the records based on the companies selected. This requires additional configuration.

     Note

     Companies refers to the financial entities configured as part of your implementation. At least one user should have access to all companies. Invoices and Payments can be created without having an assigned company. These records are not be visible to a user who is only able to view specific companies.

   • Set Password: Enter a password that is at least seven characters in length and contains upper and lower-case letters, at least one number and at least one special character. The user can update their password once they have logged in.

4. For each user, you can assign individual security access by checking the permission flags for the following areas:

   1. Account Settings

      

      • Active: Determines if user can log into ClearVantage. Each active user counts against client licensing limit. Former employees should be marked as Inactive rather than deleted.

      • Locked: A user is locked if an incorrect password is entered 3 times. You must uncheck the box and save the record for the user to be able to log in again.

      • Read Only Access: Ability to read all information but no ability to make changes to data. Read-Only Users can enter Action Items.

   2. Admin Permissions

      

      • System Administrator: Access to all system functionality. The Admin option in the main menu is available if this flag is checked.

      • Role Administrator: Allows you to see the Edit Layout button on notebooks and save list layouts for your role.

      • Certifications Administrator: Ability to delete a certification record.

      • Committee Administrator: Ability to add/edit/delete committee records.

      • Events Administrator:

        • Allows you to add/edit/delete event records and duplicate events.

        • Allows you to add/edit/delete event program types.

        • Allows you to add/edit/ delete event prices, functions, trainers, and all other records associated with an event.

      • Products Administrator: Ability to add/edit/delete product records.

      • Subscription Administrator: Ability to add/edit/delete subscription type records.

      • Survey Administrator: Ability to add/edit/delete survey records and ability to add/edit/delete survey questions.

      • IOLTA Access: Gives access to all IOLTA functionality. This only applies to clients that have IOLTA configured.

   3. Financial Permissions

      

      • Financial Administrator:

        • Access to the Financial Reports option in the "Reports" main menu item.

        • Access to the Accounting option in the "Financials" main menu item (if configured).

        • Access to the Delete Dues Batch option in the "Process" menu item.

        • Access to the Process Payments option in the "Payments" menu item.

        • Allows you to view filters, All, Posted and Approved, for payments batches.

        • Allows you to approve, and un-approve payment batches.

        • Allows you to set GL mapping for entities via Set Accounting Code notebook buttons.

        • The CV Online setting REFUND_RESTRICT_TO_ADMIN is enabled, can grant access to the Process CC Refund button on the invoice notebook.

      • EuclidPay Access: Enables the euclidPay Account link under the Financials Main Menu Dropdown. This only applies to clients that have euclidPay configured.

      • Process CC/EFT: Ability to charge to credit card payment types in checkout UI.

      • No Payment Access:

        • User can only create invoices via checkout UI and can’t accept any payment of any kind.

        • User can only view payment batches and cannot start a batch.

      • MerchantTrack Claims: Access to specific modules within euclidPay MerchantTrack (the EuclidPay account). This only applies to clients that have euclidPay configured.

        • Transaction Search

        • Reverse Open Transactions

        • Reverse Settled Transactions

        • Reporting

        • Virtual Terminal

        • Terminal Management

        • PCI Management

   4. Communications and Reporting Permissions

      

      • Letter Administrator: Access to Processes > Email Batch Manager, manage email blast from addresses, names and reply addresses lists. Access to manage email templates.

      • Restrict Blast Emails: Removes ability for user to send emails. Specifically -

        • User cannot access Send Email Blast button from individual list.

        • User cannot access Create Email button from appeal list/notebook.

        • User cannot access Email Invoices button from invoice list.

        • User cannot access Email Invoice button from invoice notebook.

        • User cannot access Email Committee button from committee list/notebook.

      • Private Note Access: In CV Pro, user may view action item private notes via View Private Note button.

      • Xtreme Report Writer Admin: Access to the Xtreme Report Writer tool in CV Pro (in Information Central).

      • Standard Report Writer Admin: Access to the Standard Report Writer tool in CV Pro (in Information Central).

Edit a ClearVantage User

From the Administration Main Menu Dropdown:

1. Click on Edit Users. This opens the System Users page.

2. Select the user whose information you wish to edit by clicking on the User ID in the User List.

3. Make desired changes to the appropriate fields in the User Information section and the User Permissions section.

4. Click the Save button.

Assign Users to New Roles

Users must be assigned to a role when the user record is created. You can use the following instructions to assign a user to a different role.

1. From the Administration Main Menu Dropdown, click on Edit Users to open the System Users page.

2. Click on the User ID that needs to be assigned from the User List section.

3. In the User Information section, click the User Role dropdown and select the new role.

   

4. Click the Save button.

Log out Other Users

System Administrators can log out other CV users from the User List or User Record.

To log out user, select the Administration Main Menu Dropdown:

1. Click on Edit Users. This opens the System Users page.

2. Click on the row of the user you wish to log out to highlight the row gray.

3. Select Log Out User from the Activity Panel on the right-hand side.

4. This will automatically log the user out and you will get a pop-up window on the top right-hand corner of your screen stating the user is logged out.

   

View List of Users Logged into CVO/CVPro

System Administrators can view which users have an active ClearVantage session.

To view a list of CV users, select the Administration Main Menu Dropdown:

1. Click on Edit Users. This opens the System Users page.

2. The ‘In CVO/Pro’ checkbox will be checked if the user is currently logged into CVO/CVPro.

   

Deactivating a ClearVantage User

Deleting a ClearVantage user removes the link between the user and the employee record. This can cause later problems for reporting and auditing. For example, confusion as to which employee updated a record can be caused if a username is reused.

It is recommended that you mark users as inactive rather than deleting them.

To mark a user as inactive, select the Administration Main Menu Dropdown:

1. Click on Edit Users. This opens the System Users page.

2. Click the User ID to make inactive.

3. Uncheck the Active flag in the Account Settings section.

   

4. Click the Save button.

5. The user cannot login to ClearVantage, and no longer count against any restriction of active user licenses.

Unlocking User Logins

A user account is locked if an incorrect password is entered 3 times. The account is locked for 30 minutes or until an administrator unlocks the account. To unlock the account:

1. Select Administration from the main menu dropdowns, then click Edit Users to open the System Users page.

2. Click on the User ID from the list for the person whose account needs to be unlocked.

3. Under the Account Settings section, if the user login is locked, this is checked.

   

4. Uncheck the Locked checkbox.

5. If you wish to reset the password, you can now follow the instructions for changing a user password.

6. Click the Save button. The user may now log into ClearVantage.

Note

If a user account is locked, the account is unlocked automatically after 30 minutes. If the user attempts to log into CV prior to the 30 minutes having elapsed, the counter is reset, and the user needs to wait another 30 minutes.

Changing User Passwords

Users can change their own passwords as outlined in the Basics guide. When users forget their passwords, a System Administrator can also reset them. Note that there is no way to recover a ClearVantage user’s existing password.

1. Select Administration from the main menu dropdown.

2. Click Edit Users to open the System Users page.

3. Click on the User ID to update.

4. Click Change User Password button.

   

5. Enter a new password that is at least seven characters in length and contains upper- and lower-case letters, at least one number and at least one special character.

6. Confirm new password.

7. Click Continue to save the password. An alert opens to remind you to save on the user record as well for the new password to take effect.

   

8. Click OK.

9. Ensure the Locked permission check box is unchecked.

10. Click Save at the bottom right-hand corner of the User Notebook to save changes.

Create User Group

User Groups allow you to send action items to multiple individuals at once. To create a User Group:

1. Click Administrator option on the Main Menu dropdown.

2. Click Edit Users. This opens the System Users page.

3. Click Add User under the Activity Panel on the right-hand side of the System User List.

4. This opens a blank user notebook. Complete the following information in the User Information section.

   • User ID: Sets the group name. User IDs cannot include spaces. This is a required field.

   • Employee CD: Select an Employee from the dropdown. This is a required field.

   • User Role: Select the appropriate Role from the dropdown. This is a required field.

   • Companies: Select the companies that this user should be able to see data for.

   • Is Group: Check this box to make the user a group.

5. Click the Active box to make the group active.

6. Set a password for the group record.

7. Click Save on the bottom right-hand corner of the user notebook.

8. Click on a user on the user list that should be added to the group.

9. Click on the dropdown next to the Groups field and the User Groups list opens.

   

10. Select the groups that should include this user.

11. Click Save on the user record.

12. Select the next user to add to the group and repeat steps 7 through 10 until all necessary users have been added to the group.

13. When you are done, you can close out of the System Users page.

Customizing User Roles

ClearVantage offers the flexibility to customize the layout of various parts of the software by assigning roles to groups of users. Roles serve three main purposes:

• Security: ClearVantage Roles allow administrators to secure or hide information that only certain staff members should see. For example, financial information is often limited to a specific group of individuals.

• Ease of use: Notebooks can be customized for specific roles to maximize accessibility of fields within the Notebooks.

• Relevance: To eliminate clutter within a user’s Notebook, roles allow users to hide irrelevant information. The information that is most important for a particular individual can be shown.

Basic roles have been created during the ClearVantage implementation, but system administrators and role administrators are encouraged to adapt and manage roles as needs arise.

Adds Roles

Adding a role creates a profile category. Roles allow you to configure a user profile and assign multiple individuals to that same profile category. This allows entire departments or workgroups to be given the same access and workspace easily. Once you add a new role, you still need to customize the role to indicate the role’s fields, buttons, layout, and permissions.

From the Administration Main Menu Dropdown:

1. Click on Edit Reference Tables to open that window.

2. In the Select Reference Table List, scroll down and click on the User Roles Reference Table.

   

   Note

   After editing reference tables, you will need to reload CV before you see your changes reflected.

3. Click on the Add Record button on the bottom right-hand corner of the screen.

   

4. Enter a Role Name and Description. Role Names cannot include spaces.

5. Click Save.

6. You should log out of ClearVantage, then log back in, before trying to make any additional changes to the new role.

Copy Roles

If you would like to create a new role that is like an existing role, you can duplicate the existing role and then make changes to the new role. This is only possible in CV Pro.

1. Click on Pro Tools at the top right-hand corner and click on Customize ClearVantage to open that window.

   

2. Click on the Role Management tab.

   

3. Enter the name of the new role in the New Role Name field in the Create New Role section of the tab. This may not contain any spaces.

4. Add a description of the role in the Role Description field.

5. From the Copy from Role dropdown, select the existing role to duplicate.

6. If you want to only copy the notebook layouts from the existing role to the new role, check the Copy Notebooks Only box.

7. Click Create Role to copy the existing role to the new role.

8. A confirmation window appears confirming the role has been created. Click OK.