This article is intended for administrators and managers of the aCloud Capture application to assist in the management of user records. An account with the ‘admin’ role is required for access to the relevant areas.
Log into aCloud Capture using an admin account.
Click on ‘User Management’ from the left-hand menu, followed by ‘Users’.
Click on the user account to be altered. This contains a number of tabs. Options can be edited on any screen using the ‘Edit’ button and saved with the ‘Save’ button.
Tab 1: Profile
Contains information about the user account including email address, role and phone number. Role differences:
Admin – Access to the Readsoft Online Control Centre.
User – Access to aCloud Capture document processing.
The role for the account can be either admin or user – an account cannot be both.
Tab 2: Roles & Privileges
Used to set various roles and privileges for the account (the options available may vary depending on additional modules and options chosen when purchasing aCloud Capture).
Basic permissions are granted automatically on the creation of a new user account (EXPLORE, RECEIVED, UPLOAD and VERIFY) – see screenshot ‘A’ in attached PDF.
Additional permissions can be granted for users as follows:
Permission Breakdown:
Option | Permission |
Access EXPLORE | Access to document processing trail |
Access RECEIVED | Access to the received documents area |
**Access STORAGE - My Documents | Access to historical documents processed by the logged in user |
**Access STORAGE | Access to all historical documents processed by all users |
Access UPLOAD | Access to upload option to allow direct upload from folders on the users PC |
Access VERIFY | Access to verify documents |
Access VERIFY – Reply | Restricts access to documents that have a status of ‘Request for Information Only’. |
Change bypass verification setting | Grants permission to change the ‘bypass verification setting’ for suppliers |
Change field visibility per supplier | Grants permission to toggle the visibility of the fields seen when using the ‘Verify’ module. |
Correct batches with input errors | Grants permission to correct invoices in the ‘Received’ module |
Delete documents | Grants permission to delete documents – this is applied to every module where it would be possible to delete documents (Received, Verify, Correction, Storage) |
Manual document separation (Split) | Grants access to the documents separation are and shows the split button on the Verify module. |
**Requires the purchase of additional ‘storage’ option for aCloud Capture.
Tab 3: Buyers
Grants or restricts access to individual buyers when processing documents in Capture. (see screenshot ‘B’ in attached PDF).
For a new user ‘Access all buyers (current and future)’ will be automatically set. This should only be changed if specific buyer access is needed as removing the ‘all’ setting will require changes to be made to each account on a per-buyer basis.
Access to buyers will only affect the permissions the user has in relation to processing documents.
Tab 4: Two-Factor Authentication
Only available if two-factor authentication has been enabled on the organisation. If two-factor authentication has been this can used to disable the setting on a per-user basis.
Tab 5: Audit Trail
Shows relevant actions were taken regarding the account, such as creation and password changes as well as logins and any login failures. Selecting the ‘Show successful authentication events’ item will show all logins for the account.
Reset password: This will send an email to the relevant user prompting them to change their password – it is not possible for passwords to be set by anyone other than the user.
Delete: Deletes the account – note that every organisation must have at least one ‘admin’ user.