User Screen

Updated on 27 May 2023

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When accessed from the Administration or Contact screens, the User screen allows you to create and manage user accounts that provide individuals access to the Aspire system. When accessed from the user menu in the Aspire Tool Bar, it allows individual users to manage their own account settings. Before creating a user account, an Aspire contact must exist for the person. The User screen is accessible from the following locations in Aspire:

Hover over the Setting icon at the bottom of the Aspire Navigation Bar and then choose the User Settings option. This allows you to modify your own user settings.
Select the Create User option or Modify User option from the More menu at the top of the Contact screen. If a user account does not exist for the contact, Create User option will be available. The Modify User option will be available if a user account already exists.
Click the Manage Users icon on the Administration screen.

User Screen When Accessed from Aspire Navigation Bar

User Screen When Accessed by Administrator

Available Fields and Controls

The following fields are available on the User screen.

Screen Element	Description
Profile Photo	Only available when the user displays the screen from the Aspire Navigation Bar. Allows you to select a photo at the bottom of the Aspire Navigation Bar. The photo can be uploaded from the system or taken with the computer's camera running Aspire.
Contact	Displays the first and last name of the contact with which the user account is associated. When the screen is displayed for creating a new user account from the Users Search List screen, the field is displayed as a drop-down allowing you to select the contact with which the new user account will be associated. The drop-down list displays only contacts of type Employee or Sub that are not already associated with a user account.
Signature Icon	The Signature icon is only available next to the label for the Contact field when you have displayed the screen from the Aspire Navigation Bar. Clicking the icon displays the Contact Signature dialog allowing you to create their signature as an image that can be included in layouts of proposals that can be sent to customers. If a signature has previously been created, it allows you to view or change it.
PIN	Required - PIN stands for a personal identification number. In Aspire, it can be comprised of numbers or letters. It provides an efficient way for users to log into Aspire once their device has been validated in the system and they have logged in at least one time with their email address and password from the device.
Password	Required - The password is combined with the contact's email address associated with the user account, allowing you to log into Aspire.
Verify Password	Required - The value provided must match the password field to verify that it was typed correctly.
Active	This switch must be enabled for any user account that is actively being used to access Aspire. If the person leaves the company, this checkbox can be unchecked to disable the account.
All Branch Access	Admin only. All entities in Aspire (i.e., contacts, properties, opportunities, vendors, receipts, routes, etc.) are associated with a branch. This field allows you to provide a list of the organizational branches to view information. This value also limits the information that branch administrators can edit. When selecting branches, the logged-in user can only specify branch access to the user being modified for branches to which the logged-in user has access.
Branch	Admin only. Shows the company branches for which you have access and allows the administrator to add or remove branches provided that the All BranchAccess checkbox is not selected.
Attachments	Admin only. Makes attachments for the associated contact available from the user screen.
Roles	This field allows you to choose roles within the company for which you are responsible. The roles define what Aspire system features the user may access. Roles are established in the Roles screen. This field is read-only when the User Screen is accessed by the logged-in user from the Aspire Navigation Bar.
Email Signature	This field is only available when the User Screen is accessed by the logged-in user from the Aspire Navigation Bar. Allows the creation of a formatted block of text and graphics that is placed at the end of any email generated by Aspire from you.

Device Section

The Device section is only available for system administrators. It shows the list of currently active devices for the specified user.

Sync Section

The Sync section allows you to have Aspire synchronize its email and calendar with either Microsoft Exchange or Google (Gmail). When establishing email or calendar synchronization, it is necessary to log into the Aspire user account to be synchronized and access the user account from the User menu in the Aspire Tool Bar. When you display the Sync tab of the User screen from the Administration screen, all fields on the Sync tab are read-only.

The screen elements in the Sync section of the User screen are described in the following table.

Screen Element	Description
Sync Email	A checkbox that determines whether Aspire will synchronize with the email of the user’s personal information management system (Exchange or Google). All fields on this tab from Sync Aspire Folder down are only relevant and available if this checkbox and/or the Sync Calendar checkbox are checked.
Sync Calendar	A checkbox that determines whether Aspire will synchronize with the calendar of the user’s personal information management system (Exchange or Google). All fields on this tab from Sync Aspire Folder down are only relevant and available if this checkbox and/or the Sync Email checkbox are checked.
Calendar Privacy Public	When this radio button is selected, other Aspire users can see all information about the appointments on the calendar.
Calendar Privacy Private	When this radio button is selected, users will be able to see the appointment in Aspire but will not be able to see information about the appointment (i.e., subject, location, or notes).
Calendar Privacy Shared With	If the calendar is private, this field allows you to select specific employee contacts who can see all information about the calendar appointments. If the calendar is public, contacts selected in this field are irrelevant.
Sync Aspire Folder	If you check this checkbox, Aspire will create a special " Aspire " folder in the email client. The “Aspire” folder will contain a sub-folder called “Processed.” Any emails that they copy or move to the “Aspire” folder will be copied into Aspire – then the email will be moved into the “Processed” sub-folder.
Provider	Allows you to specify either Exchange (Microsoft’s primary mail server) or Google (if the company uses Gmail). If you change the Provider field value from “Exchange” to “Google”, the fields following the Email field will disappear. Email setup for Google will take place when you click the Save icon.
Email	Specify the email address for you with which Aspire should synchronize.
Account Name (If different than email)	If you have a login name for their email account that differs from their email address (this is rare), then enter it here. This field is only displayed if the Provider field is set to Exchange.
Password	Enter the password you use when logging into their email system. This field is only displayed if the Provider field is set to Exchange.
Verify Password	Re-enter the password for verification. This field is only displayed if the Provider field is set to Exchange.

If you choose the Google provider, when you click the Save icon, Aspire will initiate a process of authenticating with the selected Google account, so you must have the Google account username (email address) and password available.

Dashboard Customizations Section

The Dashboard Customizations section allows individual users or system administrators to reconfigure the columns available on the Aspire Home screen. The home screen supports up to three columns that can display any of the following:

To Do List
Recent Activity
Metric dials
KPI (Key Performance Indicators) and Insights widgets

The order in which these values are specified determines how the columns will be displayed on the Home screen.

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