User Level

The list of User Levels allows you to select a User Level to apply to an Operator. This list is also used to assign form or field rights to a particular operator level. This provides multi-level password protection and can be edited by your System Administrator.

List of Predefined User Levels

When accessed in Edit mode, the list of User Levels may be modified, levels may be copied and new levels may be added to the list. The User Level form lets you assign which forms, fields and menus a given level of Operator is allowed to access.

User Level

Code

This is the code for the level of User. It is a numeric code that can be up to 4 digits.

It is advised that you examine the predefined User Levels that ship with Collect!.

Description

This is a description of the User Level such as System Manager. Names can be changed to be more intuitive to the way you do business.

It is advised that you examine the predefined User Levels that ship with Collect!.

Function

This field contains a pick list of common functions within an organization. It is primarily for reporting and dashboard purposes. For reporting, you can create a single report that behaves differently for a manager than a collector. It allows you to minimize duplicate code. For the dashboard, it will allow you to control which user levels have access to certain dashboard reports.

Access Rights

The Operator Level Rights list shows all the settings assigned to the User Level described by the Code and Description.

Click in this sub-form to activate it. You can now press F1 for help on Operator Level Rights for users.

When the Operator Level Rights list is active, its title bar will change color.

Item

This column displays the name of the form, field or menu to which the User has access rights.

Select a line to edit it or press F3 to add a new item.

Alias

If an Alias has been set for the particular item, it is displayed in this column.

Select a line to edit it or press F3 to add a new item.

Permissible User Functions

This column displays the rights assigned to the particular item in the list.

The access rights settings are:

- Full
- No Delete
- Read Only
- No Access

Select a line to edit it or press F3 to add a new item.

These permissions are described below with the effect each setting has when applied to a menu, a form or a field.

Full Access

MENUS: Full access will allow the user to select the menu item and complete the command.

FORMS: Full access gives the user the ability to add, edit, delete or create a record. By default they have access to all fields on the form.

FIELDS: Full access allows the user to edit the field. In the case of a Full Access form, all fields are by default editable and do not need to be declared. In the case of a form assigned Read Only rights, the user can be allowed to edit only certain fields by enabling any of these rights to the field.

Read Only

MENUS: If a user has Read Only rights they cannot activate the menu item. The menu item will appear to be grayed out showing the user that they do not have access to this item.

FORMS: Read Only allows the user to view the form but not add, edit or delete records of this type. By default you cannot edit any of the fields on a Read Only form. You may enable editing of individual fields with the field access rights.

One possibility is to set a form's rights to Read Only to inhibit the User from adding and deleting a record. You could then assign individual fields Full Access to allow the User to change those fields.

FIELDS: Read Only displays the information on the field but does not allow editing. By default, all fields in a Read Only form cannot be edited. However, a form that the User is allowed to edit can be further controlled by inhibiting the user's ability to edit specific fields by setting them to Read Only. This again limits the user's rights to specific fields.

An exception to the rules is the Debtor notes. Read Only actually indicates new notes can be entered, but old ones cannot be deleted.

No Access

MENUS: If a user has No Access rights they cannot activate the menu item. The menu item will be grayed out showing the user they do not have access rights for this item.

FORMS: No Access disallows the user from viewing or editing the record.

FIELDS: No Access causes a field to be hidden and not editable.

BUTTONS: No Access causes a button to be hidden.

No Delete

MENUS: If a user has No Delete rights they are able to access the menu item.

FORMS: No Delete allows the user to create new records and edit existing records of the same type. However, the user is unable to delete existing records.

FIELDS: No Delete provides the user with the ability to select the data in a field and access the special functionality like autodialer, email, and opening files, but they will not be able to edit the data.

Notes are treated the same as forms where new notes can be entered, but old ones cannot be deleted.

No Access Rights

When a user tries to perform function that they do not have access rights to, Collect! will display a message indicating the Access Rights number that you can change to grant access to the particular function.

Access Rights Prompt

The Name and Number displayed in this message helps you locate the particular form in the Access Rights list.

Access Rights Item in List

Access Rights Form Name

Delete

This button is visible only on the list of all User Levels. Select this to delete the highlighted item from the database.

Edit

This button is visible only on the list of all User Levels. Select this to open and modify the highlighted item.

New

This button is visible only on the list of all User Levels. Select this to open a new blank User Level form.

Cancel

This button is visible only on the list of all User Levels. Select this to close the User Level list, ignoring any changes you may have made. You will be returned to the previous screen.

Help

Press this button for help on the User Level list and links to related topics.

OK

Select this button to save any changes you have made and return you to the previous form.

<<

Selecting this button will take you to the previous User Level in the database.

>>

Selecting this button will take you to the next User Level in the database.

Default User Levels

We have often been asked what the access rights settings are for all user levels. This document gives an overview of what the different user levels are allowed to do.

To find out in detail what user levels are allowed to do, select System from the top menu bar and drop-down menu will display a list of choices. Select User Levels to display a list of all user levels in the system. Select the user level you want to view and page down to see the items on the list of access rights for this level.

Level 99 - Tech Access

Allowed access to all forms, fields and menu items. This level is "beyond the access rights" system, so you can use it to set the access rights for other levels. Field and form aliases will not show up in this level. Please reserve it for technical purposes.Do not use this as a normal operating user level..

Level 10 - System Manager

Allowed access to all forms, fields and menu items and all printing and batch processing functions. This level is "within the access rights" system, so you can use field and form aliases, as well.

Level 15 - Admin And Client Services

This user level has been created to fit the job description of anyone who is tasked in any of the following areas:

- New business entry - manual or import
- New client entry or edit of existing clients
- Batch Processing - all types
- System Recalcs
- Posting, editing, deleting client transactions
- Posting, editing, deleting debtor transactions
- Outputting daily letters / internal reports
- Clerical tasks as requested from the collection
floor / they will be able to access a WIP list - Executing Monthend, printing checks,
invoice/statements & monthend reports - Outputting credit bureau METRO2 files

This level is more robust than 20, 80, 85 or 90 for users with job titles such as Office Manager, Accounting Manager or Staff & Data Entry, allowing more of what is needed and removing that which is not.

This user level does NOT have the ability to:

- access to global system settings or any module setup windows
- delete notes in clients or debtors
- edit or delete coded reports in the Print Menu
- edit or delete coded imports in the File Menu
- access to edit the scheduled events or start the Scheduler
- access Comtech documentation meant for management/system
administrators from the Help menu - delete debtors
- delete clients

Level 20 - Office Manager

Allowed access to most forms, fields and menu items, except Company Details and System Diagnostics. User Level are Read Only. May access all printing and batch processing functions.

Level 30 - Sales Manager

Sales manager has access to client demographics, but cannot change their financial details in the client settings form. They can also browse virtually all records in the database to help their supporting the clients. Sales managers can also print most administrative reports, while they do not have access to most batch processing and account management functions available from the Tools menu.

Access in the masterdb database for Sales managers and Sales operators is limited to providing support and client satisfaction functions. Full access to prospecting information for these individuals is provided via the Prospecting database.

To review scheduled activity for a client click reload in the WIP list. The form displayed lets you pick a few things. Clear the operator ID field and select a client ID and you will see all contacts scheduled currently for any given client.

Menus: - Browse, Everything.
- Print, A selection of reports to support client services, but may not edit reports.
- Tools, Only the 'Dial a Number' function is available
- Options, SMG may view but not edit basic system tables
- System, SMG may view the Operator list and Network activity

Forms: - Client, SMG can edit client demographic information.
- Client Settings, SMG can view this form.
- Debtor, SMG can only edit the Sales ID on the debtor form.
- Notes,SMG can add new notes but not alter or delete existing ones
- Financial Information, SMG view but not edit financial information and transactions.
- Contacts, SMG can add, edit and delete contacts
- Contact Plans, SMG can view contact plans.
- Attachments, SMG can view debtor attachments
- Status codes - view only
- Transaction Types - view only
- Commission Rate Plans - view only

Level 40 - Collection Manager

The Collection Manager can manage accounts including account assignment, running contact plans and many batch functions. The collection manager is typically responsible for day to day operation of collection activity.

Menus: - Browse, everything except transactions, invoices, payments and daysheets.
- Print, all daily reports, Client Status and Operator Commission reports.
- Tools, to assist with account management and batch processing.
- Options, CMG may view but not edit basic system tables

Forms: - Client, CMG can view client information but not edit.
- Client Settings, CMG can view this form.
- Debtor, CMG can edit basic demographic fields on the debtor record.
- Financial Information, CMG can only view financial information and transactions.
- Contacts, CMG can edit, add and delete contacts
- Attachments, CMG can add, edit and delete debtor attachments
- Notes, CMG can add new notes but not alter or delete existing ones
- Contact Plans, CMG can view contact plans.
- Status codes, view only

Level 50 - Senior Collector

Allowed the same as a Junior Collector, plus can use the Browse Debtors, Contacts and Attachment commands.

Menus: - Browse, Find By
- Browse, Debtors, Contacts and Attachments
- Print, Reports and Letters
- Tools, Dial A Number and Predictive Dialer

Forms: - WIP List
- Debtor form
- Contact Events

Letters: Debtor letters are available to Senior Collectors. To edit access rights to Reports, please select Print from the top menu bar and a drop-down menu of choices will display. Select Edit Reports. The list of reports is displayed. Select the report you want to change access rights to and the Report Definitions form will be displayed. Click the Options button on the bottom left of the form. Select the user levels you want to have access to the report in the User Level fields.

Contact Plans: A limited set of contact plans are available to the Senior Collector. Sign on as SC/SC and go to a debtor. Click the Action button on the Debtor form and you will see what plans are available. To change the rights to a Contact Plan, select System from the top menu bar and a drop-down menu of choices will display. Select Contact Management Settings and a sub-menu will display. Select Contact Plans, View and the list of Contact Plans is displayed. Select the plan you wish to control and the Contact Plan form is displayed. Click the Security button on the Contact Plan form to set the access rights for the given plan.

Level 60 - Junior Collector

Allowed access to basically perform collection activities using the WIP list. They can also use the Auto dialer and the Predictive dialer if they are set up by the system administrator.

JC may edit the Debtor Contact name, the phone numbers and the summary line on the account. JC may also enter new notes but can't delete existing ones. JC can also schedule contact events.

Menus: - Browse, Find By
- Print, Reports and Letters
- Tools, Dial A Number and Predictive Dialer

Forms: - WIP List
- Debtor form
- Contact Events

Letters: Debtor letters are available to Junior Collectors. To edit access rights to Reports, please select Print from the top menu bar and a drop-down menu of choices will display. Select Edit Reports. The list of reports is displayed. Select the report you want to change access rights to and the Report Definitions form will be displayed. Click the Options button on the bottom left of the form. Select the user levels you want to have access to the report in the User Level fields.

Contact Plans: A limited set of contact plans are available to the Junior Collector. Sign on as JC/JC and go to a debtor. Click the Action button on the Debtor form and you will see what plans are available. To change the rights to a Contact Plan, select System from the top menu bar and a drop-down menu of choices will display. Select Contact Management Settings and a sub-menu will display. Select Contact Plans, View and the list of Contact Plans is displayed. Select the plan you wish to control and the Contact Plan form is displayed. Click the Security button on the Contact Plan form to set the access rights for the given plan.

Level 70 - Sales

The sales operator has read only access to that data required to answer questions from clients about their accounts.

They can add notes but not change existing notes. They can schedule a contact.

Menus: - Browse, Clients, debtors, contacts and attachments.
- Print, Letters.
- Tools, Only the 'Dial a Number' function is available
- Options, SAL may view status codes

Forms: - Clients, Read only
- Debtors, Read only
- Notes, Add new notes but not edit/delete existing notes
- Cosigners, Read only
- Attachments, Read only
- Status codes, Read only

Level 80 - Accounting Manager

Allowed access to most forms, fields and menu items, except Company Details and System Diagnostics. User Level are Read Only. May access all printing and batch processing functions.

Level 85 - Accounting

Accounting can manage daily and periodic financial aspect of the system. They cannot change basic system settings, nor can they delete clients or debtors.

Menus: - Browse, Everything
- Print, All Reports and Letters but cannot edit reports
- Tools, A selection of tools and utilities focused on account functions
- Options, ACT may view but not edit basic system tables

Forms: - Client, ACT can view client information but not edit.
- Client Settings, ACT can view this form but not edit it.
- Debtor, ACT can edit limited fields on the debtor record.
- Transaction, ACT can add, edit and delete transactions
- Contacts, ACT can edit, add and delete contacts
- Attachments, ACT can view but not edit debtor attachments
- Notes, ACT can add new notes but not alter or delete existing ones
- ACT may not alter debtor commission, principal or interest values (ACM may)

Reports and Letters: - ACT can print basic debtor and client letters and reports.
- A selection of reports in the Print menu are available to ACT

Contact Plans: - A selection of basic contact plans is available to ACT

Level 90 - Data Entry

This operator is allowed to create new debtors but not delete them. This operator can manage new account data entry including batch importing access through the File menu Import/Export command. The operator does not have the ability to change import specifications. The operator can print select reports for daily accounting purposes and can perform many functions in the Tools menu.

Menus: - File, Import/Export
- Browse, Find By
- Browse, Clients, Debtors, Transactions, Contacts and Attachments
- Print, Reports and Letters and select Daily Reports
- Tools, Dial A Number and Predictive Dialer

Forms: - Debtor Form
- Contact Events
- Attachments
- Transactions, Edit but not delete

Letters: Debtor letters are available to DEN. To edit access rights to Reports, please select Print from the top menu bar and a drop-down menu of choices will display. Select Edit Reports. The list of reports is displayed. Select the report you want to change access rights to and the Report Definitions form will be displayed. Click the Options button on the bottom left of the form. Select the user levels you want to have access to the report in the User Level fields.

Contact Plans: A limited set of contact plans are available to DEN. Sign on as DEN/DEN and go to a debtor. Click the Action button on the Debtor form and you will see what plans are available. To change the rights to a Contact Plan, select System from the top menu bar and a drop-down menu of choices will display. Select Contact Management Settings and a sub-menu will display. Select Contact Plans, View and the list of Contact Plans is displayed. Select the plan you wish to control and the Contact Plan form is displayed. Click the Security button on the Contact Plan form to set the access rights for the given plan.

95 - Legal

The legal operator can edit debtor demographics, schedule contacts, add notes, and can add and edit attachments. They may also print letters.

Menus: - Browse, Clients, debtors, contacts and attachments.
- Print, Letters.
- Tools, Only the 'Dial a Number' function is available
- Options, Company details, status codes and contact plans

Forms: - Clients, Read only
- Debtors, Basic demographics may be edited
- Cosigners, May be edited
- Attachments, Add, edit and delete attachments
- Notes, Add new notes but not edit/delete existing notes
- Status codes, Read only
- Company Details, Read only
- Contact plans, Read only

Level 98 - Client

All fields are grayed out for the Guest level. Most forms are inaccessible, however Guest may view status codes.

If the Operator Type is set to 'Client' and a valid Client # is entered, this level is considered a Client, and they may view the applicable Client form and the associated debtors and add Notes. Also, Browse, Find By is enabled for their accounts.

Client ownership is a hierarchical system that allows you to use the Owned by client in the Client form. If the Client # you enter for the Operator owns other clients, they will also be visible to the particular operator through the Browse Debtors or Find By menus.