User Setup

Overview:

The User Setup feature enables you to administrate the Users that will have access to your COGS-Well system. A User cannot access COGS-Well until they have been set up as a User and emailed credentials. Only Administrators (or the COGS-Well support team) can add or modify Users.

Each User will have an email address, login, and password. Users are assigned a User Level which controls what features they will see and have access to in the navigation menus. Users can also be given access to a selected Site(s) or all Sites. User Levels and Site Access are explained below.

Users can be added or edited using the Setup User feature which is accessed via Company>Setup>Users from the Main Navigation Menu or via Manage Users>Users from the Process Menu.

Things to know!

• COGS-Well sets up at least one Administrator User for each new customer.
• Administrators have access to all features in COGS-Well.
• The User Setup feature is only available to Administrators.
• When a new user is added, a "Welcome email" can be sent to the User's email address.
• The Welcome email provides a COGS-Well URL, a Login Name, and a Password.
• Any User can change their password.
• Users will see navigation menus and features based on their User Level.
• Users will only have access to the Site(s) they have been set up to have access to.
• If your Company has been assigned the Default Process Menu (Global), a User will automatically be assigned this Process Menu. The Default Process Menu simplifies navigation for most Users.
• Customers set up after August 1, 2024, will have the Default Process Menu assigned to their Company and it will automatically be assigned to new Users.
• Customers set up before this date will only have the Default Process Menu assigned to their Company if they set it up themselves via the General Tab in Company Settings.
• Please contact support@cogs-well.com if you would like any assistance with setting up Users.

Add/Edit Users

Navigate to Company>Setup>Users via the Main Navigation Menu, or to Manage Users>User via the Process Menu to add or edit Users. You will see a "Find Grid" similar to the one below listing all of the Users that have been set up in your system:

Click the blue "+ Add" key to add a new user or select Edit or Delete to view or modify a User.  If you select to add a new User, you will see a screen similar to the one below:

As can be seen above, the top of the User Setup display will have a "User" tab for information about each User and a "Sites" tab for assigning Sites to a User (if they have not granted access to all sites). 

User Tab Fields:

Business Unit: This field only displays if Business Units are enabled in your Company Settings.

First and Last name: Enter the user's first and last name.

Email: Enter the user's email address.

Login: Enter the user's login ID. It is common to use their email address.

Password: Enter the user's password.  A user can change their password. 

Active: You can inactivate a User by eliminating the checkmark in the box in this field. An inactive User will not be able to log into COGS-Well.

User Level: User Levels control the navigation menus and features for Setup, Maintenance, Transaction Entry, Worksheets, Listings, Reports, and Tools that a User will see and can access on the Main and Process Menus.

There are five User Levels in COGS-Well. Each level has progressively fewer features available. Below is an overview of the features available for each User Level. This link to User Levels - FAQs includes a chart at the end of the article that details every feature and User Level assignment.

1. Administrator: Access to all features except the tools reserved for COGS-Well support. COGS-Well sets up at least one Administrator for each new customer.
2. Assistant Administrator: Access to most administrator features except Company Settings, Users, Controller Actions, and some Setup Tools.
3. Above Site User: Access to most reports including Multi-Site reports, all transaction entry features, and inventory/recipe item setup features. This level is designed for regional/district managers or company executives who need access to information, but do not adminstrate COGS-Well.
4. Site Manager: Access to transaction entry, listings, reports, and item setup features. It is assumed that a site manager will manage the inventory, combined, and recipe items for a single Site such as a hotel or independent restaurant. A site user typically is only given access to one Site.
5. Site User: Access to transaction entry features and the reports associated with transaction entry. It is assumed that a site user will not manage the inventory, combined, or recipe item database. A site user typically is only given access to one Site.

User has Access to All Sites:  Check this box if you want the user to have access to all Sites. After you check this box then the Sites tab will no longer display. Leave this box blank if you want to assign a Site or Sites the User will have access to. A description of how to use the Sites tab to assign Sites to a User is below.

User May Validate Newly Imported Data: This field will only display if Administrator is selected as the User Level. Most customers do not validate their new inventory or sales items, or their new vendors or GL accounts, because COGS-Well has a team of auditors that validate newly imported data for you via our receiving audit service.

However, if the User you are adding knows how to perform validation, and you would like the User to be able to also validate new items or other data, then leave this box checked. Otherwise, uncheck this box.

User May Send Orders to Vendors: This field only displays if you have ordering enabled in your company settings. This option exists because some customers have users who can create orders, but a different user in their company approves and sends those orders to vendors. If the user you are adding can send orders to vendors then you can leave this box checked.

User Menu: User Menus only need to be created if you want to refine a User's Navigation Menu more than what can already be done by assigning a User Level and Process Menu to a User. Normally, this field is left blank. Please contact support@cogs-well.com if you have User Menu questions.

Process Menu: 

• If your Company has been assigned the Default Process Menu (Global), a User will automatically be assigned the Default Process Menu without the need to select it for this field.
• The Process Menu simplifies navigation for most Users by organizing worksheets, transaction entries, and reports for a process such as counting or ordering inventory into a common feature set. Please click this link to the Process Menu - FAQs for examples and detailed explanations.
• If the User is assigned the Default Process Menu (Global), you can delete it for a User.
• If you did not assign the Default Process Menu to your Company, you can use the drop-down to select it and it will only be assigned to this User.

Sites Tab Fields:

When the "User has access to all Sites" field is not checked, a Sites tab will display next to the User tab as shown in the example below. This tab is used to provide a User with access to one or more Sites if you have multiple Sites. At least one Site must be assigned to a User before you can save the User:

The Available column will show all available Sites that can be selected for a User. The Selected column will show any Sites that have already been selected for this User. To move a Site from one selection to another, check the box by the Site or Sites you want to move and then hit the arrow button in the direction that you want to move them. You can also double-click on a Site to move it.

Send Welcome Email: A Welcome email from COGS-Well support can be sent to a new User from the User or the Sites tab. If you want to send a new User an email with a link to access your company, their Login Name, and Password, then click on the Send Welcome Email button. Below is an example of the email that will be sent:

Change Password: A new user can change their password after they log into COGS-Well. The user can use the process menu on the left side of the dashboard. Next, they should page down to the bottom of the process menu and select the option to change password:

Save, Delete, and Exit:

At the bottom of the screen are the Save, Delete, and Exit buttons.

Save - Saves the entry or entries without exiting.

Delete - Deletes the User. You will be asked, "Are you sure"?

Exit -  Exits without saving any new entries or edits.