Users

Overview

Users are employees in your company that will log in to and work in your eSUB account. Each active user counts towards your total user license allotment determined by your contract with eSUB. Project managers, field foremen and corporate personnel typically are set up as users in eSUB in order to allow them to utilize the eSUB software.

Each eSUB user is designated with a User Level that determines which features they can access in eSUB. A user’s access to features in eSUB can be further restricted by an Executive Administrator through the Edit User Data Access page.

Regular employees/users are different from eSUB Time employees/users and require additional steps and the purchase of eSUB Time user licenses. Contact your account manager for more information.

Related Articles: User Level Access Breakdown, User Data Access, Create User for eSUB Time

Users are one of the “big three” database items in every eSUB account:

• Users – Anyone in your company that will log in to and use eSUB
• Contacts – Anyone, internal or external to your company, that may be addressed in the TO or FROM field on a document
• Employees – Anyone in your company that will have their time tracked in daily reports or timecards
• Depending on the situation, a person may be set up as all three (a user, contact, and an employee) in eSUB

Add user

When a user is created, a contact is also automatically created for the person.

A user level of Administrator or higher is required.

1. Go to Start > Settings > Administration
2. Select Add User
3. Fill in the required (red) fields
   • Email Address
   • First Name/Last Name
   • Password/Password Confirmation
   • User Level
   • Mobile No
4. (Optional) Select Add User to New Projects to automatically grant the user access to all newly created projects moving forward
5. (Optional) Add the user to existing projects by selecting the appropriate checkboxes under the Add User to Project column
6. Select Save Data
   

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Edit user

A user level of Administrator or higher is required.

1. Go to Start > Settings > Administration
2. Select the Edit (pencil) icon on the user
3. Edit the fields as needed
4. Select Save Data when finished

Login email

The Email Address field represents the user’s login email. This should be a unique email address associated with the user’s work email account. This email address also allows emails to be associated to your eSUB account when forwarding to docs@esubonline.com through the email integration feature.

Related Articles: Email Integration

Email display name

The Send email as Person setting allows the user’s first and last name to appear as the sender’s name when sending emails from eSUB. Check the box to enable the setting.

Example:

Password

The user’s password must meet the minimum password requirements. Enter the user’s password in the Password field. Re-enter the same password in the Password Confirmation field.

Users may change their own password upon logging in to eSUB.

Related Articles: How do I change my password?, I forgot my password

User level 

A user’s User Level defines the scope of functions available to the user. Select the most appropriate user level for the user.

Related Articles: User Level Access Breakdown

Email signature block

The user’s signature block will appear on emails sent from eSUB. Enter the desired email signature for the user. Hosted images may also be included in the signature block.

Related Articles: eSUB Email Signature Block Setup

Login notification

Enter an email address in the Notify field to receive a notification email any time the user logs in to eSUB Web.

Example:

Timecard approval PIN

An approval PIN is needed for users that will be approving timecards for payroll export. The approval PIN may be anywhere from 1 to 5 characters in length, may be alphanumeric and is case-sensitive.

Enter the desired PIN in the Approval PIN field. Re-enter the same PIN in the Approval PIN Confirmation field.

Related Articles: How do I set up my approval PIN?

Add user to project(s)

• The Add User to New Projects setting will automatically add the user to all newly created projects moving forward. Select the check-box to enable the setting.
• The Add User to Projects section allows the user to be added to multiple projects at once. Under the Add User to Projects section, locate and select the check-box(es) for the project(s) the user should be given access to.

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Activate or inactivate user

Inactivating a user terminates the functionality of the user’s account. An inactive user will not be able to log in using their login email and password unless made active once again.

NOTE: If a previously inactive user is made active, they will need to be added to projects once again.

A user level of Administrator or higher is required.

1. Go to Start > Settings > Administration
2. (Optional) Use the User Status and User Name or Email fields to filter the user log
   • Select Search to apply the filter to the current view
3. Select the Active or Inactive link for the user under the Status column
   • Select Active to de-activate the user
   • Select Inactive to re-activate the user

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Restrict user data access

A user’s access to features may be restricted beyond the permissions granted by the user level.

A user level of Executive Administrator is required.

1. Go to Start > Settings > Administration
2. Select the Edit User Data Access (padlock) icon on the user
3. Make changes as needed
4. Select Save Data

Related Articles: User Data Access

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Add user to projects

Via administration

Adding users to projects in this manner is useful if a single user needs to be added to multiple projects at once.

A user level of Administrator or higher is required.

1. Go to Start > Settings > Administration
2. Select the Edit (pencil) icon on the user
3. Select the check-box(es) for the desired projects under the Add User to Projects column
   • De-select any check-boxes for projects the user should be removed from
4. Select Save Data

Via project configuration

Adding users to projects in this manner is useful if multiple users needs to be added to a single project at once.

A user level of Project Manager or higher is required.

From the Select Project page:

1. Select the project
2. Go to Project > Configure
3. Select Add Users to Project
4. Locate the user(s) and select the check-box(es) in the Add User to Project Column
5. Select Save Data

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Users logged on

The Users Logged On page shows all users currently logged in to eSUB Web.

A user level of Administrator or higher is required.

1. Go to Start > Settings > Administration
2. Select Users Logged On

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