Home Academy PUG Training series Administrator onboarding

Administrator onboarding

14 sessions in this series

Dive into our Administrator Onboarding series, where we guide you through essential user management, database customization, and advanced Focus features, ensuring you're equipped for effective system administration.

Create a new user

Now on-demand

This video for Phocas administrators takes you through some simple steps to create a new user in Phocas, including assigning a profile and giving access to a database.

In this session, learn how to:
  • Understand the step-by-step process of user creation in Phocas
  • Learn to set up user profiles for tailored access to platform features
  • Discover how to assign database access, including defining default periods
  • Explore additional features like folder organization and user restrictions for enhanced user experience
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Create a new user

Clone a user

Now on-demand
In this video for administrators, Andy shows how to save time by using Clone to create a user account with most of the same settings as an existing user.
In this session, learn how to:
  • Utilize the clone feature for quick and easy user replication
  • Personalize details such as username, password, and email during the cloning process
  • Efficiently transfer user profiles and control database access for the cloned user
  • Simplify user setup individually, without relying on external features or references
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Clone a user

Manage site wide profiles

Now on-demand
In this video for administrators, Tina looks at the default profiles available for assigning (administrator, advanced, basic and viewer) and shows you how to create a new profile to restrict sales rep access to certain functionality.
In this session, learn how to:
  • Effortlessly navigate and manage profiles within the administration function for streamlined user assignments
  • Leverage default profiles or create customized ones to suit organizational needs
  • Explore distinct profiles – Administrator, Advanced, Basic, and Viewer – each offering tailored permissions and access levels
  • Create a new profile with precision by selectively choosing dashboard, favorites, database, collaboration, and query permissions
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Manage site wide profiles

Manage user specific profiles

Now on-demand
In this video for administrators, Tina shows how to create a user-specific profile to apply ad-hoc permissions to an individual user, overriding their default profile.
In this session, learn how to:
  • Tailor profiles for individual users with the user-specific option for personalized settings
  • Easily access user profiles through the administration user function for ad hoc adjustments
  • Seamlessly modify existing profiles by retaining previous settings and making specific changes to meet user requirements
  • Verify profile adjustments by checking the user grid view and confirm the updated settings through user login validation
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Manage user specific profiles

Reset and expire passwords

Now on-demand
In this video for administrators, Andy shows how to reset user passwords and how to force a user to change their password on their next log in.
In this session, learn how to:
  • Effortlessly reset passwords for multiple/single users, providing flexibility
  • Customize settings with auto-generated or manual passwords for increased security
  • Force users to change passwords at the next login for enhanced security measures
  • Explore advanced password policies for customized data protection
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Reset and expire passwords

Manage user restrictions

Now on-demand
In this video for administrators, Tina shows how to apply user restrictions to specify what data individuals or groups can see in Phocas.
In this session, learn how to:
  • Tailor data visibility with user restrictions, enabling precise control
  • Accessible through the administration function, user restrictions empower administrators to define what data users or groups can view within Phocas
  • Apply restrictions to dimensions, measures, and filters for individual roles
  • Enhance security and focus by customizing data access based on user responsibilities and requirements
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Manage user restrictions

Add a defined period to the period

Now on-demand
As an administrator you can decide what defined periods (date ranges) are listed in the Period dropdown in Phocas for each database. In this video for Phocas administrators Tina shows how to create a brand new period with a simple 'offset' date range to ensure the period updates dynamically, or to simply choose from a list of pre-built periods.
In this session, learn how to:
  • Explore exclusive administrator functions to enhance default defined periods in Phocas
  • Easily assign common predefined periods or create custom dynamic date ranges
  • Utilize offsets for dynamic date changes, ensuring up-to-date and relevant data representation
  • Empower users with enhanced accessibility to valuable insights through personalized and dynamic defined periods
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Add a defined period to the period

Add a defined period using dynamic month option

Now on-demand
In this video for administrators, Tina shows how to use the Dynamic Month offsets option to add to the Period menu, with a date range that updates each new calendar or financial year.
In this session, learn how to:
  • Simplify default period management by utilizing the dynamic month option in Phocas
  • Effortlessly create a dynamic financial year-to-date period that updates automatically without manual intervention
  • Enhance user convenience by eliminating the need to remember yearly updates for financial reporting
  • Access a seamless and efficient approach to define periods, ensuring accurate and timely financial insights
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Add a defined period using dynamic month option

Add a defined period using special offset days

Now on-demand
In this video for administrators Tina shows how to add a defined period using a special offset that matches a day with a corresponding day in a previous month.
In this session, learn how to:
  • Explore special offsets in Phocas, specifically designed for defining date ranges using days
  • Create default periods such as "Yesterday" for precise and focused insights into daily data
  • Choose from four options – first day, last day, match today, or match yesterday – to customize date ranges according to specific business needs
  • Utilizing special offsets with intuitive settings, ensuring accurate reporting for yesterday and previous months
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Add a defined period using special offset days

Manage folders

Now on-demand
In this video for administrators, Tina shows how to organise user favorites and dashboards within a database into folders. Learn how to create, rename or delete a folder and select who can access each folder.
In this session, learn how to:
  • Organize your favorites and dashboards for easy retrieval in Phocas
  • Create new folders like "Internal Sales" to categorize and structure your content
  • Easily rename folders, such as changing "Management" to "Senior Management"
  • Safely manage your folders by selectively deleting, streamlining your organizational structure
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Manage folders

Manage favourites

Now on-demand
This video for administrators shows how to manage favorites for a database. Learn how to add favorites to additional folders and share them with users, and to rename and delete folders.
In this session, learn how to:
  • Easily navigate and manage favorites through the administration function in Phocas
  • Utilize sorting and filtering options for quick access to specific favorites
  • Seamlessly subscribe users to favorites for efficient information distribution
  • Streamline organization by sharing, renaming, or deleting favorites individually or in bulk
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Manage favourites

Manage dashboards

Now on-demand
In this video for administrators Tina shows how to manage dashboards within a database. Learn how to share dashboards via folders, rename and delete dashboards and, if your site has this feature enabled, manage externally shared dashboards.
In this session, learn how to:
  • Effortlessly navigate and organize dashboards through the administration function in Phocas
  • Utilize filtering, searching, and sorting options for quick access and efficient dashboard management
  • Streamline collaboration by sharing, renaming, or removing dashboards individually or in bulk
  • Securely manage external links, granting control over shared dashboards to enhance data privacy and access control
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Manage dashboards

Manage user subscriptions

Now on-demand
Subscriptions allow users to receive favorites via email, on a schedule. This video for administrators shows how to manage user permissions for subscribing to favorites.
In this session, learn how to:
  • Seamlessly subscribe users to favorites via the administration function, providing a convenient way to schedule and deliver essential data
  • Choose from various formats such as Excel, PDF, or HTML to cater to individual user preferences
  • Set up flexible schedules based on user needs, whether it's daily, weekly, monthly, or at specific times during the day
  • Access subscription details through the user profile or directly from the favorite, ensuring straightforward management and visibility
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Manage user subscriptions

Create a working days calendar

Now on-demand
In this video for administrators Andy shows how to create a working days calendar. This allows you to exclude non-working days (e.g., weekends and public holidays) to give your users a more accurate average daily value.
In this session, learn how to:
  • Utilize Focus's daily average feature for thorough data analysis, especially in year-to-date assessments
  • Create a tailored working days calendar to exclude non-working days, enhancing accuracy in daily averages
  • Customize your calendar to fit business needs by excluding weekends, holidays, or specific non-working days
  • Manage and adjust your working days calendar effortlessly, accommodating partial working days or specific holiday considerations
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Create a working days calendar