User Menu Setup

Overview:

COGS-Well provides User Levels and a tool to Exclude Features from Sites to help you control what features (entry, setup, listings, worksheets, and reports) a User will see and access on the COGS-Well Main Main and Process Menus.

User Menus enable you to define further what features a user will see and have access to when they log into COGS-Well. User Menus also allow you to create a name of your own for groups of features, and the order that the groups and features display.

A User Menu can be assigned to a User via the User Setup feature. Multiple Users can be assigned to the same User Menu (such as a User Menu created for your restaurant managers).

There are tips and tricks that may make creating a User Menu easier or faster. For this reason, we recommend contacting support@cogs-well.com before creating a User Menu.

Things to know!

The User Menu feature will only be available to Administrators.
Make sure there isn't a User Level that can be utilized before you create a User Menu.
It makes the most sense to build a User Menu when you have multiple Users that you want to grant the same menu access to.
Once you have set up User Menus, they are available to be assigned to Users via User Setup.
The features and names used on a User Menu can be applied to the Main Navigation Menu and the Process Navigation Menu.
Please contact support@cogs-well.com for coaching before setting up a User Menu.

Add or Edit User Menus:

Navigate to Company>Setup>User Menus to add or edit a User Menu. Upon selection, a "Find Grid" will display menus that have already been created. The (Global) menus have been created by COGS-Well and should not be edited or deleted:

Add: To add a new User Menu, click the blue "+ Add" button.

Edit/Delete: To edit a User Menu, click the "Edit" option in the row of the User Menu name you wish to edit.

Clone: Select Clone to copy an existing User Menu. Cloning enables you to modify an established User Menu versus starting from scratch and often saves time/effort. In most situations, cloning an existing User Menu will be easier.

Add/Edit User Menus:

In the example below, we have selected to edit a User Menu we already created for our Managers. This User Menu has been assigned to each of our restaurant managers:

General Column:

Menu Name: Enter or edit the name you want for the User Menu.

Show Sales on Dashboard: Every user will see the Dashboard which contains Alerts and Sales Metrics for their Site when they log in to COGS-Well or select the Dashboard tab. If you do not wish a User assigned this User Menu to see sales metrics on their dashboard then eliminate the checkmark.

Active: The purpose of this field is to allow you to make an active User Menu inactive by deleting the checkmark. An inactive Menu can be made active again.

Menu Selections Column:

The work area under the Menu Selections header in the example above is used to create a User Menu. The selection names are blank and only the toolbar displays when a new menu is first added. In the example above, we are looking a a Manager User Menu that has already been created.

In the above example, you can see that we want our managers to only see a navigation menu when they use COGS-Well that has features for invoices, Inventory Counts, Transfers, Usage Reports, and Cost of Sales Reports. We also knew which features and reports within these menu options we wanted our managers to see when we created this menu using the "Menu Selections Toolbar".

Menu Selections Toolbar:

For reference to the toolbar above, "Menu Groups" in COGS-Well are groups of common features. A Menu Group shows as an option on the navigation menu and it will have a sub-menu of features. "Features" in COGS-Well are for entry, setup, maintenance, listings, worksheets, reports, or tools and the features are what you see on the Main Menu sub-menus.

It is also important to know that a sub-menu for the features in a Menu Group will only display if you click on the right triangle to the left of a Menu Group. Below we have clicked the button for Inventory Counts:

Right Triangle Button: Clicking this first button on the left will add a new Menu Group. You can give a Menu Group a name of your choice. The new group will show up at the bottom and it can be moved up or down using the up and down arrows in the toolbar when the group is highlighted. In the example below, we have clicked the button, but not added a name or any features to the new group:

Plus Button: the + button is used to add a Feature to a Menu Group. You first need to highlight the Menu Group to add a feature to and then click the button. Doing so will initiate a search and selection tool for all COGS-Well features. Find the feature you wish to add to a Menu Group and select it. An example of the search and select tool is below:

Example of Adding a Feature: In the below example, we have named the New Menu Group "Orders", we highlighted the Orders Menu Group, and then we added the Order Worksheet to the Order Menu Group. We clicked on the right triangle to the left of the Menu Group to see the worksheet feature:

Up and Down Arrows: These arrows will move a highlighted feature or a highlighted menu group either up or down on the User Menu. In the example below, we highlighted the Orders Menu Group and then clicked the up arrow 4 times to move it below the Invoices menu group.

Left and Right Arrows: These arrows are used to "Promote" or "Demote" a Menu Group or a Feature. For example, if we highlight Weekly Receiving by Vendor Report and click the promote button, then it becomes a direct selection option on the User Menu:

Funel/Filter Button: COGS-Well has 5 User Levels that range from Administrator to Site User. The Administrator level makes all features available and the available features decrease with each subsequent User Level down to Site User.

If you have already built a User Menu for a User Level such as Assistant Administrator, and you want to now create a User Menu for a lower User Level such as a Manager, then you could clone the Assistant Administrator User Menu and then use this button to select the Manager User Level. When you click remove, all features not available to a Manager User Level will automatically be deleted.

Save, Delete, and Exit:

Remember to Save a User Menu after you have added or modified it. Modifications to a User Menu that has already been assigned to a User will not go into effect until that User logs out and logs back into COGS-Well.

Example User Menu - Results:

In the example below, we saved the User Menu we were working on (without the Ordering Menu Group). We then assigned it to a User and logged into COGS-Well as the User. Below is what the User Menu looks like the User in the Main Navigation Menu:

If we click on the Invoices Menu Group drop-down, then we can see the sub-menu we created:

User Menu Summary:

User Menus take time to create, but they can greatly manage and simplify the navigation options for your end-users. In this example, a Manager will only see the features you want them to see. They will not be confused by, nor will they need to learn about, any other features or reports other than what they need.