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Creating Service Expanded Passwords

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Use the Service Expanded button on the Passwords menu to enter passwords for the Service module. The options listed on the corresponding Operator Service Passwords tabs correspond to the options available on the module’s various menus. Each box checked equates to an option the user can access once he or she has entered his or her password. The options for which the user does not have access according to his or her security profile will be grayed out and inaccessible to the user.

Note:  To access the Passwords menu within the Accounting module, the Accounting module administrator must grant you access and assign a password to you. Only the options that you have permission to access will be clickable. All other options will be grayed out.

Step 1. From the Dealership Accounting main menu, select Utilities. The Utilities menu will open. 

Step 2. Select Passwords. The Passwords menu will open.

Step 3. On the Passwords menu, click Service Expanded.

Step 4. You will be prompted to enter a master password. If you have established one, enter it in the Master Password field. If you have not set a master password, the screen will notify you that the password is set to “NONE.” In this case, press ENTER. The Operator Service Passwords screen will open.     

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Step 5. To set an employee’s password, type the Service Department employee’s user ID number into the User ID field. The corresponding name will populate the drop-down menu to the right. If you prefer, you can use the drop-down menu to select the employee, which will then auto-populate the employee’s user ID number in the User ID field.

Step 6. Use the Password field to create a password for the employee. It can be up to five characters long and any combination of alphabetical and/or numeric characters.

Note:  Use the New Password field to change an existing password while maintaining the settings at the bottom of the screen.

Step 7. In the Name field below, enter the name the employee goes by, such as a nickname, if it differs from the name on the field below.

Step 8. Once this information is added, the checkboxes in the Main Menu tab below will all be checked except for Void a Document and Crossover Service to Parts. The items (excluding Void A Document and Crossover Service To Parts) listed on the tab correspond to all the options available on the Service Writing module’s main menu. Several of these items also correspond to the other tabs running across the Operator Service Passwords screen. With all the boxes checked on this tab, the employee will have access to every part of the Service module.

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You can exclude the employee from accessing different functions in the module by manually unchecking the corresponding boxes on each of the tabs.

Tip:  To expedite password setup, you can choose to apply defaults to set basic profiles based on employee role and then assign the appropriate level of access on an individual basis. (See Establishing Service Expanded Security Level Defaults and Applying Default Service Security Levels for detailed directions for creating and applying defaults.)

Step 9. Check the Void A Document option if you wish to allow the employee to void documents.

Step 10. Check the Crossover Service To Parts option if you wish for the employee to be able to cross from Service to Parts and back by clicking P and S, respectively. Use the drop-down menu below the box to choose the employee from the list. The employee must be listed in both departments to be applicable for this functionality.

Step 11. Click Save.

Step 12. Repeat steps 5 through 11 for each Service employee.

Step 13. When you’ve created a security profile for every Service employee, click Exit.

Step 14. Provide each user with his or her unique password.

When users click on Service from the FLEX DMS startup menu, they will be asked to enter a password. They will enter their unique password, and the Service module will open. Any options that have been blocked from the individual user based on their security profile will be grayed out and inaccessible.

Note:  The expanded passwords established for a user of the Service module will override any existing passwords set for that user.

 

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