Creating and Maintaining Staff Records

Staff records are used in Jiwa to manage user-related information and staff details required across the system.

This article explains how to create and maintain staff records in Jiwa, including the key information used for system access, transaction processing, and staff-related configuration.

Administrator-level permissions are required to create or maintain staff records.

From the menu select System Settings < Staff Configuration < Staff Maintenance

From the menu ribbon select New to create a new staff record or Search if you want to update an existing record.

Complete the details in the header section of the Staff Maintenance form.

Tick the option Must change password next logon if you want the user to set their own password.

Field	Description
Title / First Name / Surname	This is the user name that will appear on transactions in Jiwa created by the user.
Account is enabled	This flag controls if the staff record is active and users can log into Jiwa. When unchecked the user will not be able to log into Jiwa.
Must change password next login	This flag enforces the user to change their password on the next login. This is useful if you have set the user a temporary password and you require the user to create their own.
Image	Images can be added to staff records by right clicking on your mouse and selecting Change

Main Tab

The Main tab allows you to manage users login details, passwords, email settings and menu options.

In the Jiwa Login section enter in the users login name in the Username field

You do not need to set a password if you have selected to have the user set their own password on next logon

Save your updates, you will not be able to save the record until you have set the login Username

Email Settings

In the Email Settings section select the Email Provider and enter the Address and Display Names

Field	Description
Username	This is the Jiwa login name used in the login screen
Authentication Mode	This is the authentication mode used when logging into Jiwa. Users can be setup to use both Jiwa authentication and either Windows or Entra ID authentication modes. Available options are; Jiwa Authentication - this method requires a Jiwa login name and password to be entered by the user when logging into Jiwa. This is also the default authentication method. Windows Authentication - this method uses the windows login credentials to log into Jiwa. The user is not required to enter their login name or password, both fields are disabled. Microsoft Entra ID- this method uses your Microsoft account credentials to log into Jiwa. The user is not required to enter their login name or password, both fields are disabled.
Password	The Password button allows you to set or reset a users Jiwa password. All passwords are encrypted therefore you can only change a password, you cannot view passwords. Password can only be changed where the Authentication Mode is set to Jiwa Authentication
EntraID Username	Enter in the users EntraID username, for example nina@opallogic.com
Windows Username	Enter in the users Windows login name including the domain, for example Nina-HP\Nina This field is only enabled when the authentication mode is set to Windows Authentication When using Windows authentications users are not able to log into Jiwa unless their Windows login is authenticated
Email Provider	Select the email provider applicable to the user.
Address	This is the users email address that will be used when sending emails from Jiwa
Display Name	This is the users display name
Username	Only required if sending emails via SMTP
Password	Only required if sending emails via SMTP
Position 1 / Position 2	Staff position fields
Menu	Select the menu that is applicable to the user from the options available. Menu's can be customised to match business processes/functions by removing options not applicable to the role.
Department	Select the department that is applicable to the user from the available options. Departments are user defined and can be setup to meet your specific requirements.
Extension / Mobile	Staff contact details
Can use support packs	This option is only applicable the Service Manager module where support packs are sold.

User Groups Tab

User Groups in Jiwa 7 are used to grant and restrict access to modules, forms and tabs. New user groups can be created to meet business function requirements, please contact your Jiwa Consultant to discuss your requirements in detail.

Staff records can be linked to one or more user groups.

Click on the lookup icon next to the Group Name field to bring up the Search User Group form

Repeat this process to add additional groups if required.

User Settings Tab

This tab allows you to control specific actions at the user level.

When creating a new staff member the default settings on this tab can be accepted.

Field	Description
Print To Screen	This setting determines if invoicing reports are printed directly to the printer or to the screen first.
Allow Modifications to Printed Unprocessed Invoices	When enabled this setting allows the user to modify unprocessed sales orders that have been printed. The default is Yes
Ignore Backorder Allocations	When enabled this setting gives the user an option to take stock that is already allocated to existing orders, if there is insufficient stock available to fulfil the new order. The user is prompted with the following popup. The default setting is No
Invoice Number Sequence	This setting allows you to have different invoice number sequences per user. The default setting is Central which means that the system number setting for Central will be used.
Minimum GP Enforcement	This setting controls whether the selling price in sales orders can be changed to be less than the minimum sell price on the Prices tab in Inventory Maintenance. The options are; Not Enforced - this is the default setting which means that sell prices are not checked, Warning Only - a warning message only is displayed when the changed price is below the minimum sell price Enforced - user is not permitted to change the sell price below the minimum sell price for the item
Select Keyed Search Text after Search	In the search forms when enabled this setting will replace the existing text when typing. When disabled then additional text is appended to the existing text in the search field.
Typmatic delay (in ms) before search	This is the time Jiwa waits before starting the search on entered text. The default setting is 1,750 ms however changing this setting to 10 will return search results quicker in the search forms.
Print Creditor Remittance Advices to Screen	This setting determines if Creditor remittance advice's are printed directly to the printer or to the screen first.
Print Group	This is the print group linked to the staff record

Startup Tab

The Startup tab is used to set forms that will automatically load each time the user logs into Jiwa.

To add a form on startup click on the lookup icon next to the Class Name field to bring up the search Forms window

In the Search Text field enter in the name of the form you want to auto load on startup

For example: “Sales Orders”

Select the required form and repeat the process for any other form required.