A member is a person's PharmaERP account. Everyone who works in PharmaERP signs in with their own member account. Administrators use the Members pages to add accounts, change them, set a new password, switch an account on or off and check the history of every change. Three things on the account decide what the person can do and see: the RoleID (the rights), the Managers (who the person reports to) and the access settings (where and when the person may sign in). Many "I cannot sign in" problems are caused by the member record, so this page also shows how to fix them.
1 Before you start
1.1 Access you need
The rights are ticked in Roles (Role Master).
To do this | You need |
|---|---|
See the member list, the change history and the access help | AdminMember - View |
Add a new member | AdminMember - View and Create |
Change a member, set a new password, activate or deactivate | AdminMember - Update |
Delete a member | AdminMember - Delete |
Rights are read when a person signs in. After a role is changed, the person must sign out and sign in again. The View tick also opens other administration pages (for example Login Security, Error Log and Company Settings), so give it only to administrators.
If you open a member page without the needed tick, you see the AccessDenied page. See Signing in.
1.2 Records that must exist first
The role you want to give the person must exist in Roles.
The person's manager or managers must already be members. You pick them from the list of members.
If the person may sign in only from an office, the office and its network addresses must exist in Access Locations.
If the person may sign in only during working hours, the working-hours pattern must exist in Access Shifts.
A photo is optional (JPG, JPEG, PNG or GIF).
1.3 Where to find the page
Sign in to PharmaERP.
Open the left menu System Settings.
Under the caption MEMBERS, choose List Members to see everyone or New Member to add someone. The same caption also has User Assignment and Owner Assignment.
1.4 The list at a glance
List Members shows one row per member. Anyone who may open the page sees every member, not only their own team.
Area | What it is for |
|---|---|
Heading USER LIST. and the badge USER LIST | Total - n | n is how many members match the current filter and search. |
Add New User button | Opens the New Member form, the same as the menu item. |
Search by status | Active (the default), Inactive or All. |
records per page and Search | Rows per page (10, 20, 50 - the default - or 100) and a free-text search. |
The grid | Photo, name, e-mail, role, manager, the access switches and offices, active flag and date of the last change. |
The row menu (small dark button at the right of each row) | History, Deactive / Active, Edit, Delete. |
2 Step by step
2.1 Find a member
Open List Members. Only active members are shown at first.
To see people who have left or accounts that are switched off, set Search by status to Inactive or All.
Type part of the name, surname, e-mail, role or manager name in Search. Typing
yesshows only active members. Typingnoshows only inactive ones.Click a column heading to sort. Sort by Name, EmailID, Role Name or Manager. Clicking Updated On sorts by the Active column and clicking Active does nothing. To list active or inactive people, use Search by status instead.
Hover over an underlined name to see that person's reporting tree: everyone who reports to them, level by level. Only active members appear in the tree.
2.2 Add a new member
Before you start, agree the role, the manager or managers and the sign-in limits with the person's team leader.
Open New Member or click Add New User on the list.
Fill in Name, Surname and Display Name. The display name is shown on screens and documents.
Enter EmailID. This is the address the person signs in with. Type it carefully: the person must enter exactly this address to sign in.
Type a starting Password. Tell the person separately.
Choose Gender. It only decides the default picture.
Set IP Access and Time Access. The form starts with both set to Yes. If the person may sign in from anywhere at any time, set both to No. Otherwise follow "Limit where and when a member may sign in" below.
Choose the RoleID.
Choose one or more Managers. Leave it empty only for someone at the top of the company.
Optionally choose a photo under Image.
Tick Is User Active ?. It is not ticked on a new form and without it the person cannot sign in.
Click Save.
The list opens with a green message such as "User [name] created successfully !". If you left the active tick off, set Search by status to Inactive to find the member.
If the form cannot be saved, it comes back with messages (see Messages you may see). The password, the photo, the radio buttons and the active tick go back to their starting values and must be entered again.
If you click Save on an empty form, the browser first asks for Name, Display Name and EmailID.
No e-mail is sent to the new member. Tell them their e-mail address and starting password yourself.
2.3 Limit where and when a member may sign in
The IP Access and Time Access switches say whether a check is made. The rows in the Access locations block say which office and which hours the check uses.
Set IP Access to Yes if the person may sign in only from an office network. Set Time Access to Yes if only during working hours.
In Access locations, click Add location and choose the office under Location.
If Time Access is Yes, choose the working-hours pattern under Shift. For an office with no time limit, choose an all-hours shift instead of leaving it empty.
If the person works at two offices, add a second row. Tick Primary on the office whose hours apply when IP Access is No. With one row it is ticked for you.
Read the Effective access panel below the rows. It shows, before you save, which network addresses are accepted and which hours apply, day by day. Nothing is saved by it.
Click Save.
If both switches are Yes and no office is added, the panel shows "No locations assigned. This employee cannot sign in at all."
At each sign-in, PharmaERP checks the network address against the office's addresses and the time against that office's shift, in the office's own time zone. A person who is refused sees only "Unauthorised location" or "Time period expired". The detailed reason is recorded for administrators in Login Security.
The IP Address (legacy), Time From (legacy) and Time To (legacy) boxes are the older way of doing the same thing. They are used only while the member has no office row. Prefer office rows.
The link How do these settings work? on the form opens a short help page in a new tab, so you do not lose the form.
2.4 Change a member
Find the member and open the row menu.
Choose Edit.
Change what is needed. For example, replace the manager under Managers or pick a new RoleID.
Click Save.
The member themself is not offered in the Managers list. When the member has one office row, it is automatically the primary one.
2.5 Set a new password
Use this when a person forgot their password or when the password you gave them does not work. The sign-in page cannot reset a password for them: it shows "Password reset is not enabled yet". See Signing in.
Open List Members. If you cannot find the person, set Search by status to All.
Open the row menu and choose Edit.
Type the new password in New Password. The box shows "Leave blank to keep current password".
Click Save. The list shows "User [name] updated successfully !".
Tell the person the new password. Ask them to sign in with the e-mail shown in EmailID on the same form.
A new password also signs the person out of any open session within about two minutes. If they were working, they are sent to the sign-in page and must sign in with the new password.
Passwords are stored scrambled. Nobody can read them, not even an administrator, so you can only set a new one. The form accepts any password, even one letter, so choose a strong one yourself.
2.6 Activate an account
Use this when a person sees "Invalid email or password." and their account is switched off.
Open List Members.
Set Search by status to Inactive. The account is listed there if it is switched off.
Open the row menu of the person and choose Active. There is no confirmation question.
The list shows "User [name] Activated Successfully". The member moves to the Active list.
Ask the person to sign in again. The change applies at their next sign-in.
Another way: open Edit, tick Is User Active ? and click Save.
2.7 Correct the e-mail
Use this when the person types the right address but cannot sign in or when the address on the account is misspelled.
Find the member (set Search by status to All so inactive accounts show too).
Read the address in the EmailID column. Compare it letter by letter with what the person types.
Open the row menu and choose Edit.
Correct the address in EmailID.
Click Save. If the address belongs to another member, you see "The EmailID is already exist !!! Please choose other EmailID". See Messages you may see.
Tell the person to sign in with the corrected address. It applies at their next sign-in.
2.8 See the change history of a member
Use this to answer "who changed this person's role, manager or password, and when?".
Open the row menu and choose History.
A panel opens on the right with every save, newest first, grouped by day. Each line shows who saved, the time, the field and the old and new value. Password values are never shown. A password change shows "Changed the password".
Click "n relationship events" under a change to see which managers were added, removed or re-added.
Click Open this user to open the Edit form. Close the panel with the cross or the Esc key.
2.9 Stop a member's access
Use this when someone leaves. The account stops working, but the history stays.
Find the member and open the row menu.
Choose Deactive. There is no confirmation question. The change happens at once.
The list shows "User [name] InActivated Successfully" and the member moves to the Inactive list.
At their next sign-in the person sees "Invalid email or password." Their purchase orders, customers, suppliers and history stay as they were.
Deactivating does not end a session that is already open. The person keeps working until they sign out or are idle long enough. When access must stop at once, also set a new password for the member (see "Set a new password" above). That ends open sessions within about two minutes.
To give the access back, see "Activate an account" above.
2.10 Delete a member
Delete removes a member for good. It only works for an account created by mistake that has never signed in and has no manager. For anyone else, use Deactive.
Open the row menu and choose Delete.
Confirm the question "Are you sure to delete this AdminMember?".
Read the message that follows.
3 Messages you may see
3.1 When someone cannot sign in because of the member record
These messages are seen by the person, not by the administrator.
Message | What it means | What to do |
|---|---|---|
Invalid email or password. | The sign-in page gives this one wording for several causes. Those that come from the member record: the e-mail typed is not the one on the account, the account is inactive or the password is not the one on the account. | Administrator: follow "If a person sees Invalid email or password." under Troubleshooting. User: tell your administrator and see Signing in. |
Unauthorised location | IP Access is Yes and the network address is not one of the office's addresses or the member has no office. | Administrator: check the member's Access locations row, then the office's addresses in Access Locations. |
Time period expired | Time Access is Yes and the time is outside the shift of the member's office. | Administrator: check the Shift on the member's row, then the hours in Access Shifts. |
Password reset is not enabled yet | The person used the forgotten-password link. It does not send anything. | Administrator: set a new password for the member (see "Set a new password" above). See Signing in. |
The sign-in page appears while the person was working | The session ended. A new password or a long idle time, ends it. | Sign in again. If a new password was set, use the new one. |
The AccessDenied page | The person opened a member page without the needed tick. | Ask the administrator for the tick in Roles, then sign out and in again. |
3.2 When you save a member (New Member and Edit)
If the save is refused, nothing is saved and the form comes back. Messages appear in a red box above the form, one per line or in a yellow pop-up in the corner.
Message | What it means | What to do |
|---|---|---|
The Name field is required. / The Display Name field is required. / The EmailID field is required. | A required box is empty. | Fill it in. |
The EmailID field is not a valid e-mail address. | The e-mail is not an address. | Correct it in EmailID. |
The RoleID field is required. | No role was chosen. | Choose a role in RoleID. If the list has no suitable role, create it in Roles. |
Role Resources.ErrorMessageResource.IsRequire | The role was not chosen (the text is shown like this). | Choose a role. |
Name Resources.ErrorMessageResource.IsRequire / Display Name Resources.ErrorMessageResource.IsRequire | The name or display name is empty. | Fill it in. |
Name 50 Resources.ErrorMessageResource.LettersAllowToEnter / Display Name 50 Resources.ErrorMessageResource.LettersAllowToEnter | The name or display name is longer than 50 characters. | Shorten it. |
EmailID Resources.ErrorMessageResource.IsRequire | The e-mail is empty. | Type the sign-in e-mail. |
EmailID Resources.ErrorMessageResource.EmailForamt | The e-mail has a "+" or ends with more than 4 letters after the last dot. | Use another address. The ending must have 2 to 4 letters, such as ".com" or ".co.uk". |
EmailID 200 Resources.ErrorMessageResource.LettersAllowToEnter | The e-mail is longer than 50 characters. The message says 200, but 50 is the limit. | Use a shorter address. |
Password Resources.ErrorMessageResource.IsRequire | A new member was saved without a password. | Type a password. |
Password Resources.ErrorMessageResource.PasswordRange / Password 50 Resources.ErrorMessageResource.LettersAllowToEnter | The password is not accepted or is longer than 50 characters. | Type a shorter password. |
The EmailID is already exist !!! Please choose other EmailID | Another member has exactly this e-mail. | Check whether the person already has an account: set Search by status to All and search for the e-mail. If they do, open it and use "Activate an account" or "Set a new password" above. |
IP Access is Yes but this employee has no access location and no legacy IP address. Assign a location or set IP Access to No. | IP Access is Yes with nothing to check against. | Add an office row or set IP Access to No. |
Time Access is Yes but this employee has no access location and no legacy hours. Assign a location with a shift or set Time Access to No. | Time Access is Yes with no hours. | Add an office row with a shift or set Time Access to No. |
Select a shift for [office] or set Time Access to No. | An office row has no shift while Time Access is Yes. | Choose a shift. For an office with no time limit, attach an all-hours shift from Access Shifts. |
[office] has no IP addresses. This employee would be unable to sign in from there. | IP Access is Yes and the office has no network address. | Add the addresses to the office in Access Locations or set IP Access to No. |
Mark exactly one location as primary. / Only one location can be primary. | No primary office or several. | Tick Primary on one row. |
[office] is selected more than once. | The same office is on two rows. | Remove one row. |
[office] is no longer an active location. Remove it or reactivate the location. | The office was switched off after it was given to the member. | Remove the row or switch the office back on in Access Locations. |
A user cannot be their own manager. / A selected manager does not exist. | The manager is wrong. | Pick another manager. |
"[name]" already reports to this user - selecting them as manager would create a cycle. | The chosen manager reports (directly or not) to this member. | Pick someone above the member. |
Image's filename 98 Resources.ErrorMessageResource.LettersAllowToEnter | The photo's file name is longer than 98 characters. Nothing is saved. | Rename the file with a shorter name and choose it again. |
An empty yellow pop-up in the corner | The photo is not JPG, JPEG, PNG or GIF. The form comes back and nothing is saved. | Choose a photo of an accepted type or leave Image empty. |
The form comes back with no message | Some failures show nothing. For example, the photo was not accepted. | Check the photo, enter the password and photo again and click Save once more. If it repeats, send the time to your support contact, who can look in the Error Log. |
A raw error page | A Surname longer than 100 characters or an IP Address (legacy) longer than 200, could not be stored. | Go back, shorten the value and save again. The failure is recorded in the Error Log. |
User [name] created successfully ! / User [name] updated successfully ! | The member was saved. | Nothing. |
3.3 When you use the list and the row menu
Message | What it means | What to do |
|---|---|---|
User [name] Activated Successfully / User [name] InActivated Successfully | Active or Deactive was chosen in the row menu. | Nothing. |
Are you sure to delete this AdminMember? | The browser asks before Delete. | Click OK to delete, Cancel to keep the member. |
User deleted successfully ! | The member was deleted. The same message also appears if the member was already gone. | Nothing. |
This user has manager relationships (past or present). Deactivate the user instead of deleting, so hierarchy history is preserved. | Delete was chosen for a member who has or had a manager or who is a manager. | Use Deactive. |
Unable to delete | Delete was chosen for a member who has signed in or has other records. | Use Deactive. |
Something goes wrong please try again, if problem continues please report this bug to administrator | Edit was opened for a member that no longer exists. | Refresh the list and try again. |
Could not load the history. Please try again. | The history panel could not load. | Close it and click History again. If it repeats, check the Error Log. |
A raw error page when you click Active / Deactive | The member no longer exists, for example after a delete in another window. | Go back to the list and refresh it. |
The AccessDenied page | You do not have the tick for this action. | Ask for the tick in Roles, then sign out and in again. See Signing in. |
The sign-in page appears instead of the list | Your session ended. | Sign in again. See Signing in. |
4 Troubleshooting
4.1 If a person sees "Invalid email or password."
4.1.1 If you are a user
Check that you type the e-mail exactly as your administrator gave it and your password with the right capital letters.
If you were told your account is new, ask whether it was switched on. A new account is off until the administrator ticks Is User Active ?.
If the problem stays, tell your administrator the e-mail you type. See also Signing in and I cannot sign in or open a page.
4.1.2 If you are an administrator
Open List Members and set Search by status to All.
Search for the person by name or by part of the e-mail.
If no row is found, the e-mail they type is not on any account. The account may not exist yet (use New Member) or the address on it is different. Search for the person's surname or name instead.
If you find the row, compare the EmailID letter by letter with what the person types. If it differs, follow "Correct the e-mail".
Look at the Active column. If it says NO, follow "Activate an account".
If the account is active and the e-mail is right, set a new password (see "Set a new password") and give it to the person.
If the person is sure the password is right, check the list for two accounts with almost the same e-mail (for example, different capital letters). Capital letters are not checked when you add a member, so two accounts can exist. Keep one, deactivate the other and tell the person which e-mail to use.
If it still fails, check Login Security. It records the real reason for each refused sign-in and covers lock-outs.
4.2 If a person was signed out while working
A new password ends the person's open sessions within about two minutes. This is expected after you set a new password. Tell the person to sign in again with the new password.
If you did not change their password, the session ended because of idle time or a manual sign-out. See Signing in.
4.3 If a person can sign in but sees the wrong menus or pages
A new role takes effect at the next sign-in. Ask the person to sign out and sign in again. If the pages are still wrong, check the role's ticks in Roles.
4.4 If a person sees too many or too few customers and suppliers
What a person sees depends on their managers. Open Edit and check Managers. A change of manager works straight away. To give a person existing customers or suppliers, use User Assignment or Owner Assignment.
4.5 If a person is refused with "Unauthorised location" or "Time period expired"
Open the member with Edit.
Check that IP Access and Time Access are what you intend and that the office row and shift are right.
Read the Effective access panel to see which addresses and hours apply.
If the panel looks right but the person is still refused, check the office in Access Locations and the shift in Access Shifts.
See I cannot sign in or open a page for the full list.
4.6 If the list is empty or a member is missing
Check Search by status. It starts on Active. Set it to All.
Clear the Search box. Typing
yesornoonly filters on the active flag.If you see the sign-in page or AccessDenied, see Signing in.
If you still see nothing or the grid shows an error, see the Error Log.
4.7 If the photo is not taken
Use a JPG, JPEG, PNG or GIF file with a name under 98 characters. On the Edit form a large box full of characters may pop up when you choose a photo. Close it. The photo is still taken.
5 Good to know
A new member starts inactive and fully restricted. Set the switches and tick Is User Active ? on purpose every time.
Deactivating a member does not move their customers and suppliers to anyone else. Use Owner Assignment for that. The person also still counts in their manager's team.
A role change needs a new sign-in. A manager change works straight away. E-mail, password, active flag and access settings apply at the next sign-in.
Every save writes a history line for each changed field, with who and when. Removed managers and offices are switched off, not erased, so the history stays complete.
If two administrators edit the same member at the same time, the last save wins. Reopen the member before you edit.
Saving Edit clears two hidden values (birth date and a sales-sheet reference) that the form does not show. If your company uses them, tell your support contact.
Capital letters in an e-mail are not checked for duplicates. Search with Search by status set to All before adding someone.
Times in the list and the history use the company time zone from Company Settings.
See also: Roles, Access Locations, Access Shifts, User Assignment, Owner Assignment, Login Security, Signing in, Error Log and I cannot sign in or open a page.