Product overview

This WAP Help and User Guide will take you through the user settings which require setting up at implementation following installation of the software.

By clicking on the System Settings cogs at the top of the screen and then the User Setup tab you are taken directly to page as shown below.  Note: only users with Administrator user type permissions will have access.

N.B: Options available in WAP User Setup will change with each new release. Please check that you are on the latest version if you find options in this Help and User Guide that are not in your system.  (Latest Version Release Notes)

Help and user guide - User Settings


1. User Types

N.B: it is necessary to configure User Types BEFORE adding users to the WAP system.

User Types are used to set permissions for each user type to limit what they can and cannot do within the WAP system.  Applying these at a user level is more efficient than having to set all permissions at an individual user level.

User Types can be added to an approval route where any one of the users in a User Type can approve a requisition, invoice etc.

User Types can be configured to each organisation’s specification and it is worth spending some time deciding the functions you wish staff to perform, how they can be grouped and therefore the name of the User Type.  This could be simply as set out below or using job titles within the organisation.

User Settings User Setup

Each User Type can then be edited and permissions enabled to perform various functions in relation to the system and to each WAP module.  A User Type can be copied and renamed to allow for quick setup where User Types may be similar.


1.1. General Tab

User Settings User Setup, General Tab

  • Create Ad-hoc approval routes: the ability to create a bespoke approval route to override the set approval route.
  • Use ‘Approve Selected’ option on approval pages: the ability to select multiple documents to approve at once, rather than approving each document individually.
  • Remove Attachments from Completed Documents:
  • Send Email: the ability to email directly from within WAP – there is no integration with Outlook or other email programmes.
  • View dashboard on Home page: to allow users to see their notifications and documents awaiting their approval on initial login.
  • Enable Failed Document Commands: if a document fails to post whether the user is able to clear an error flag and resubmit the document.
  • Enable Delegate Switching: whether the user is able to access the system as another user and approve documents on behalf of another user.
  • Allow Report Filtering by Delegate: whether to let the user run reports based on their delegates.
  • Allow Report Filtering by Department: whether to let the user run reports based on their business units.
  • Allow Report Filtering by All Users: whether to allow the user to run reports and see all users.

1.2. Requisitions Tab

User Settings Requisitions Tab

  • Approve Requisitions: the ability to approve requisitions.
  • Amend delivery addresses: the ability to edit a delivery address that has been entered into WAP.
  • Amend Requests Posted to Sage: the ability to amend a requisition in WAP once fully approved and posted through to Sage.
  • Confirm Goods Received: whether the users are able to goods receive.
  • Delete Requests: the ability to delete requisitions.
  • Submit requests (enter new): the ability to raise new requisitions.
  • View Requests: the ability to view requisitions raised by the user.
  • View all Requests: the ability to view all requisitions raised by all users.
  • Print Requests: the ability to print an approved requisition and email to a supplier.
  • Archive Requests: the ability to mark completed requisitions as archived.
  • Amend Templates: the ability to make changes to a generated template.
  • Generate Templates: the ability to create new templates.
  • Can Delete All Templates: the ability to delete templates.
  • View all Order Lines Report: this report will show all orders, their value, status and approval history.
  • View all Outstanding Orders Report: this report will show all authorised orders that are awaiting goods received.
  • View Goods Received Not Invoiced Report:  this report will show all authorised orders that have been goods received but have not been invoiced.

1.3. Sales Orders Tab

User Settings Sales Orders Tab

  • Approve Sales Orders: the ability to approve sales orders.
  • Submit/Post Sales Orders: the ability to post sales orders through to Sage.
  • Print Sales Orders: the ability to print sales orders and email out.
  • Archive Sales Orders: the ability to archive completed sales orders.
  • Delete Sales Orders: the ability to delete sales orders.
  • Amend Sales Orders Posted to Sage: the ability to amend a sales order in WAP once fully approved and posted through to Sage.
  • Perform Goods Despatched: the ability to mark goods as despatched.
  • Create New Customers: the ability to create new customers within WAP.

1.4. Invoice / Credits Tab

User Settings Invoices / Credits

  • View all Invoices/Credits: the ability to view all invoices and credits raised by all users.
  • Enter New Invoices: the ability to add new invoices directly in WAP – predominantly for Sage 50 or Sage 200 with no financial modules.
  • Enter New Credit Notes: the ability to add new credit notes directly in WAP.
  • Amend Invoices/Credits: the ability to amend invoices or credits entered into WAP.
  • Delete Invoices/Credits: the ability to delete invoices or credit notes.
  • Allow Adding Notes to Invoices: the ability to add notes to an invoice during the approval process.
  • Approve Invoices/Credits: the ability to approve invoices or credit notes.
  • Record PO Invoices: the ability to record PO invoices directly into WAP.
  • View Invoice/Credit Reports:  the ability to view invoice reports; the Invoice Approval Report will show all invoices, their value, status and approval history.

1.5. Expenses Tab

User Settings Expenses

  • Enter Expenses: the ability to enter expenses onto WAP.
  • Change Nominal Account on Expense Entry: the ability to edit the nominal account from the pre-determined nominal to another nominal the user has access to.
  • Approve Expenses: the ability to approve expenses.
  • Edit Expenses during approval: the ability to make changes to an expense during the approval process.
  • Split Expense and Mileage Lines: the ability to split an expense or mileage line if the expense covers various Projects, Jobs or Cost Centres/Departments.
  • Perform Year End: the ability to perform year end which will reset all users’ mileage totals back to 0.
  • View All Expenses: the ability to view all expenses raised by all users.
  • Change Tax Rate on Expense Claims: the ability to override the specified tax rate on an expense type.
  • View Reports: the ability to view expense reports.
  • View Expense Enquiry: the ability to view expense enquiries.
  • Can Select All Company Vehicles: the ability for the user to choose any company vehicle.
  • Can Create/Amend Vehicles: the ability to add or edit company or private vehicles.
  • Can Create/Amend Credit Cards: the ability to add or edit company cards and assign to users.
  • Can Import Credit Card Statements: the ability to import credit card statements and start expense claims based on the statement.

1.6. Timesheets Tab

User Settings User Type Details

  • Submit Timesheets: the ability for the user to submit timesheets.
  • Approve Timesheets: the ability for the user to approve timesheets.
  • Amend Submitted Timesheets: the ability to amend timesheets during the approval process.
  • Enter Timesheet Adjustments: Allow adjustments on approved timesheets with adjustments recorded on the Adjustment tab.
  • Amend User Holiday Rules: Add or edit user holiday conflict rules.
  • View All Timesheets: the ability to view all timesheets submitted by all users.
  • Delete Timesheets: the ability to delete timesheets.
  • Configure Work Patterns: the ability to add or edit work patterns.
  • Lock Timesheet Weeks: the ability to lock timesheets to prevent users making any adjustments.
  • View clocked in Users in Time and Attendance: the ability to view which users’ login status.
  • Update Works Orders in Time and Attendance: allows time booked using the Time and Attendance terminals to be posted to a Works Order.
  • Perform TOIL Period End: this will apply any TOIL accumulated to the user account and enter any adjustments if required.
  • View Unsubmitted Timesheets Report: this report will show any users who have not submitted their timesheets for a specified period.
  • View TOIL and Overtime Report: this report will show users and their total hours worked, TOIL and overtime breakdown.
  • View Timesheet Line Report: this report will show all lines entered on timesheets.
  • Force TA Login: users unable to select job until they are logged in.
  • Don’t display users in TA Current activity screen: hides current logged in users within T&A.

1.7. Holidays Tab

User Settings Holidays Tab

  • Submit Holiday Requests: the ability to submit holiday requests.
  • Approve Holiday Requests: the ability to approve holiday requests.
  • Delete Holiday Requests: the ability to delete holiday requests.
  • View Holiday Requests: the ability to view all holiday requests submitted by all users.

1.8. Users Tab

User Settings - Users Tab

  • Amend Delegates: the ability to amend users’ delegates.
  • Amend Business Units: the ability to add or edit business units and allocate or remove users from business units.
  • Amend User Types: the ability to add or edit User Types.
  • Amend Users: the ability to add or edit Users.
  • Amend Users Nominal Codes: the ability to add or amend which nominal codes users have access to.
  • Amend User Projects: the ability to add or amend which Projects or Jobs users have access to.
  • Amend User Warehouses: the ability to add or amend which Warehouses users have access to.
  • Amend User Template Access: the ability to add or amend which order templates users have access to.

1.9. System Tab

User Settings System Tab

  • Amend approval routes: the ability to amend approval routes.
  • Amend WAP Projects: the ability to add or amend WAP Projects (WAP Projects costing module must be enabled).
  • Manage System Settings: the ability to edit System Settings.
  • View Event Logs: the ability to view information stored in the event logs.
  • Amend Print Reports:  the ability to amend documentation emailed to suppliers with approved Purchase Requisitions.

1.10. Enquiries Tab

User Settings Enquiries Tab

  • View Budget Enquiry: the ability for the user to see the budget enquiry; if budget checking is enabled.
  • View Project Costing Enquiry: allows users to select Project Costing Enquiry from the Enquiries side menu; this can be run to see Projects, Project Item Types and Project Items allocated to a user.
  • View Custom Reports: user type permission to allow bespoke reports to be viewed.

1.11. Sage Admin Tab

User Settings Sage Admin Tab

  • Request new Customers: the ability to enter new customer information into WAP.
  • Request new Suppliers: the ability to enter new supplier information into WAP.
  • Request new Stock Items: the ability to enter new stock items into WAP.
  • Approve new Customers: the ability to approve new customer requests.
  • Approve new Suppliers: the ability to approve new supplier requests.
  • Approve new Stock Items: the ability to approve new stock item requests.

2. Users

As many users to the system can be added up until the licensed amount, plus any leavers on the system as these do not take up a user license.  The Admin user will not take up a user license unless it appears in an approval route.

N.B:  Always remember to click the Save button at the bottom of the user setup page when you have made any changes.  If you click away from this section without saving your changes these will be lost.

If you have a user that has left employment, it is recommended that you do not delete them using the delete user option, but mark them as a leaver.  They will not take up a user license and will remain available in the WAP system history.  The Delete User button should only ever be used to delete incorrectly setup users during the original setup.

To add a new user click the Add a New User button at the bottom of the page.

Users

CSV import templates are available and are recommended if 25+ users need to be added to the system at once.

User Settings Import and Exports

CSV imports are generated within WAP by choosing the required import (above) and then clicking Generate Template.  Once filled out these will need to be Validated and if there are no errors, can then be Imported.

User Settings CSV import


2.1. Personal Details Tab

User Settings Personal Details Tab

  • Username: login name for the WAP system.  If Single Sign In is enabled, this username must match the user’s Windows login username.  This is a mandatory field.
  • User Type: select from the drop down list the required user type as configured in User Setup, (see User Type Settings).  This is a mandatory field.
  • Leaver: only check this box if this person is a leaver.  An alternate user must be selected as there may be incomplete items in the system that the alternate user will need to action.
  • Out of office: option if the user is away from the office on sick leave or on holiday.  An alternate user must be selected to deal with items on behalf of the user who is absent.
  • Alternate user account: select from the drop down list as configured in User Setup – Out of Office Alternate User.  In addition to the function above, the specified alternate user may also be used to approve items for this user if the self-approve function is enabled and the current user is in the approval route (depending on settings in System Settings – Approval – Self Approval).
  • Allow Login: if this option is un-ticked the user will not be able to log in to the system and their name will not appear in Global Replace User or Delegate drop down boxes.
  • Reset password on next login: if this option is selected the user will be forced to choose a new password the next time they log into WAP.
  • Title: this is a free text box but is not mandatory.
  • Forename: this is a mandatory, free text box.
  • Surname: this is a mandatory, free text box.
  • Email: this is a mandatory, free text box.  A valid email address must be entered for the email integration, notifications and password reset links to function correctly.
  • Job Title: this is a free text box but is not mandatory.
  • Telephone Number: this is a free text box but is not mandatory.  This can be useful if you need to contact logged in users.
  • Country: this will default to the country set in System Settings but can be changed if needed.  The Country is used to allocate Bank Holidays and mandatory non-working days.  Subsistence claims also use the user’s country.

2.2. Account Options Tab

Set the Item Values and Approval Values per document per User.

  • Item Value: this sets the maximum document value that the user can enter into the WAP system.
  • Approval Value: this sets the maximum approval value for the user.

User Settings account options tab

When editing or adding new values it is important to click Update before Save and Close at the bottom of the screen.

Self-Approval Value:  In a number of organisations users are allowed to raise and approve documents up to a specified self-approval value.  Each user needs to be given a maximum Self Approval Value per document type as shown in the screen shot below.  For further information see the Approval Routes Help and User Guide.

Help and User Guide – Approval Routes

User Settings account options

Various functions are also available to enable/disable with regards to budget checking and whether the user is able to override any budgets (see screenshot below).

User Settings Account Options


2.3. Notifications Tab

If notifications need to be changed for a particular User, this can be carried out here by selecting the line, editing and clicking Save and Close.   Any amendments will show under Overridden Email Threads (i.e. in the below example Gordon will not receive Daily Email Threads on Thursday or Friday.

N.B. as with all email threads, the WAP service will need to be restarted after any email threads have been changed.

User Settings Notifications Tab


2.4. Business Units Tab

On this tab it is possible to allocate the User to Business Units.  The available Business Units are set up in User Setup – Business Units.  These are used to group users who deal with purchase requisitions, so other members of the group can carry out enquiries and also goods/service receive for other members of their business unit(s).  Business units are also used in the calendar view when booking holidays in the WAP holiday module.  A user can be a member of multiple business units and have one set to be their default unit.

User Settings Business Units


2.5. Time and Attendance (T&A) Tab

The General and Time in Lieu sub tabs relate to the Timesheets Module and allow the setting up of the User’s individual contracted, overtime and Time in Lieu hours.

User Settings T&A

General Tab

  • PIN: the user’s PIN if using touch screen terminals.
  • Sage payroll employee reference: the user’s payroll reference number; this will appear on timesheet reporting.
  • Weekly contracted hours: if the setting is enabled in System Settings – Timesheets, users will not be able to submit timesheets until their weekly contracted hours have been reached.
  • Default Overtime starts at x hours: number of hours at which the overtime rate will be applied.
  • Default Overtime 2nd cutoff starts at x hours: number of hours at which the second overtime rate will be applied, if applicable.
  • Default Overtime 3rd cutoff starts at x hours: number of hours at which the third overtime rate will be applied, if applicable.
  • User can only log onto one project or job at a time: this is used with the T&A terminals to prevent users working on more than one job or project at any one time.
  • Timesheets Work Pattern: Select from the drop down menu; these work patterns are configured in System Setup – Work Patterns & Pay Rates.

Time In Lieu Tab

User Settings TOIL

  • Maximum accruable Time in Lieu hours (at month end): the maximum hours a user can accrue and carry over to the following month, used in conjunction with the TOIL period end routine within Timesheets module.
  • Minimum accruable Time in Lieu hours (at month end): the minimum hours a user can accrue and carry over to the following month, used in conjunction with the TOIL period end routine within Timesheets module.  Standard would be zero hours but for some organisations users may be able to have negative TOIL hours.
  • Current accrued Time in Lieu hours: this figure will auto calculate to show the user’s current TOIL hours.  Any adjustments to this figure will show in the Time in Lieu History table below.

 


2.6. Expenses & Mileage Tab

User Settings Expenses & Mileage

  • Default Vehicle: choose from the drop down menu the user’s default vehicle for mileage claims.  This vehicle will be automatically pre-selected when a User enters a mileage claim.  Users will always be able to select the default Private rate.
  • Can Select other Private Vehicles: if separate private vehicles have been configured on the system (other than the default Private Vehicle), check this if the user is able to select these vehicles.
  • Unrecorded Claimed Business/Personal Mileage: if the user has claimed business or personal miles in the current mileage year that have not been entered through WAP, these totals will need to be entered here to give the correct total for that user’s yearly business and personal mileage claim.
  • Total Claimed Business/Personal Mileage: these values will update automatically when a user enters a mileage claim.
  • Total Claimed Mileage: this value will update automatically and is the total of both business and personal mileage claims.
  • Subsistence Grade: if Subsistence is enabled, choose from the drop down box the user’s subsistence grade (as configured in System Setup – Subsistence Grades).  For more information on this, please see the Expenses Help and User Guide.
Help and User Guide – Expenses Module

2.7. Holidays Tab

User Settings Holidays

  • Holidays and TOIL Work Pattern: Select from the drop down menu; these work patterns are configured in System Setup – Work Patterns & Pay Rates.
  • Entitlement: The user’s holiday period and entitlement will show for the current period along with a breakdown of hours submitted, taken, booked and showing a total remaining.  This entitlement can be edited if needed (i.e. entitlement added or removed along with notes added).  Default settings and Bank Holidays are configured in System Setup – System Settings – Holidays.

2.8. Nominals Tab

User Settings Nominals Tab

This tab displays the Nominal Accounts available to the user.  To add a new nominal account, select the Company, choose the nominal account from the drop down list, and click Add.    Click Remove if the user is no longer able to access this nominal account.  If the user is to have access to all nominal codes across all companies, select the “User can access all Nominal Accounts” check box.


2.9. Projects Tab

If Sage Project Accounting, Sicon Job Costing or WAP Projects are enabled, users can be allocated access to a Project/Job, Project Item Type/Job Item Type or Project Item/Cost Header.  The current allocated projects are shown in the box at the bottom of the screens; to see a full list click on the arrow to the left of the Company.  As new Projects or Jobs are added in Sage they will need to be allocated to the correct users.  However, if appropriate, checking “Access All XX” will automatically include these new Projects or Jobs, Items Types, Items and Cost Headers.  There is Wizard functionality also available within System Settings (User Setup).

User Settings Projects Tab

Project Item Types

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2.10. Company Access Tab (previously Sage Databases)

Defaults Tab

Select from the Available Companies list the companies the user has access to.  Click Edit on a specific company and change the default Nominal Account, default Delivery Address and default Invoice Address and whether the company is the default, if required.  Each user can be configured to have permission to be able to change the Nominal Account, Delivery Address and Invoice Address as required.  For example, a user may have only one nominal account that they should use or a particular nominal that they use most of the time.  This can be set as their default nominal code but if permitted, the user may be able to select another if needed.

User Settings Image 31

Mileage Tab

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For each Company set which Nominal Account is to be used for Mileage claims.

Expenses Tab

User Settings Expenses Tab

For each Company enter the correct Supplier Account to use for Expense claims that has been set up in the Purchase Ledger.  If Sage Project Accounting or Sicon Job Costing is enabled in the System Setup, the user will need to be set up in Sage 200 as a Resource or Employee and their name selected from the drop down box within the Resource field.

Time and Attendance Tab

User Settings T&A Tab

For each Company enter the correct Resource to post timesheets as when using either Sage Project Accounting or Sicon Job Costing; the user will need to be set up in Sage 200 as a Resource or Employee and their name selected from the drop down box.

If T&A terminals are being used and the user has access to more than one company, the default company selected here will be used when logging in/out.

N.B:  it is important to click on Update to retain the information before Save and Closing the screen.


3. Business Units

Business units can be created to match your organisation’s departments or sections and used to group users who deal with Purchase Requisitions, so other members of the business unit can make enquiries and also goods receive on behalf of other users.  Business units are also used in the calendar view when booking holidays in the WAP Holiday module and can be used to filter various reports.

Business units

To create a new business unit, click “Add a new Business Unit”, enter the name and move users into the Selected Users box.  Click Save to create this new business unit.

User Settings Business Units

To add or remove users from an existing business unit, click Edit next to the unit and move users to or from the Selected Users box as required.  Click Save to ensure the changes are retained.

User Settings business Units Details


4. Delegates

The purpose of the WAP Delegates function is to set which users of WAP the selected ‘master’ user can access via the delegate drop down box at the top of the WAP screen.  A logged in user can access the other user’s view of the system and will only be able to use the system as per the permissions for the delegated user.  If documents are approved on behalf of the delegated user, the history will show it has been approved by the master user on behalf of the delegated user.

User Settings Delegates

Choose the User to configure delegates for from the drop down list and move users from the Available list to the Selected list as required.  The master user will need to log out and into WAP to ensure any changes are picked up.  The user will see all selected users in the drop down list at the top right of their WAP screen.

User Settings Delegate selection


5. Company Access

Each user can be configured to access certain Sage Companies (as listed in System Setup – Sage Connections) and the corresponding delivery and invoice addresses, mileage nominal and expense supplier account and resources can be set.  It is possible to mix both Sage 50 and Sage 200 companies within one WAP system if required.  This function is also accessible through User Setup – Users – Company Access Tab.

User Settings Company Access


6. Expense Item Types

Each user who claims expenses through the Expense module will need to be given access to a list of Expense Types (configured in System Setup – Expense Item Types).  Within this tab users are allocated expense types, the relevant Nominal, Cost Centre, Department, and Tax Codes and whether the type is selectable.  This can be done per user, copied from one user to another or the wizard used.  A CSV import can also be generated, completed and imported.

Using the Wizard

Choose the expense types that need to be allocated – Next.

User Settings Expenses Types Wizard

Choose the expense types that need to be allocated – Next.

User Settings users

Choose the Sage Company, Tax Rate, Nominal Account and check whether the expense type is selectable and Add – Next.

User Settings Image 44 User Settings Image 45

Confirm these changes are correct.

Editing Per User

Choose the User and the Sage Company to Edit and a list will appear to show the Expense Types allocated to that user with the Nominal Account, Tax Rate and whether it is selectable.  To make any changes, click Edit on the individual Expense Type, amend and then click Update.

N.B it is not possible using this editing option to add expense types to a user, this will need to be done either through the wizard or by copying from one user to another.

Edit per user

Copying Expense Types from Users

If one user is set up with correct Expense Type access, Nominal and Tax rates that can be transferred to another user, select their names from the drop down lists and click Copy.

User Settings Image 47


7. Nominal Accounts

Users of the WAP system will often need to have a restricted selection of nominal account codes which are specific to their Department or function they carry out; e.g. all nominals for a Cost Centre or Department.  You may need to restrict access to Bank, Control or Payroll accounts for all users; this tab will allow this to be done.

 


7.1. Edit Per User

This option allows nominal allocation either by User or by Nominal; both options permit a Maximum Line Value and Maximum Authorisation Vale for a specific nominal.  If left as 0.00, the system will use the User’s default line and approval values set in their User profile – Account Options tab.

User Settings


7.2. Using the Wizard

A wizard has been provided to speed up the process of assigning nominal codes to users; the first step is choosing the required Sage Company.  Then select the required nominal accounts; these can either be searched for at the top by typing in an Account Number, Cost Centre or Department.  Once the nominal codes have been checked, further searches can be undertaken – any codes previously selected will be retained.  If all nominal codes need to be selected, click the box at the top of the list.  When all required nominal codes have been selected, click Next.

User Settings Image 49

Select all users that need to be granted access to these nominal codes and click Next.

User Settings Image 50

If specific line or approval values need to be entered for these nominals, enter here and click Next.  If these values are left as 0.00 the user’s default line and approval values will be used.

User Settings Image 51

The final step is to select whether access to these nominal codes needs to be granted or removed from the users.

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7.3. Copying Nominal Access from Users

This will copy nominal access from one user to another; only new nominal accounts will be added.  To remove access to nominals, either edit per user individually or use the wizard.

User Settings Image 54


8. Costing Headers, Items and Item Types

These wizards can be used to allocate Projects/Jobs, Project Item Types and Project Items/Cost Headers, depending on the Costing Module selected.  Note; these wizards run independently of each other.


9. Holidays

If the System Settings have been configured to control conflicting holiday requests (System Settings – Holidays), configure here which users conflict with other users.  Choose a user from the drop down list and then move users to the Selected User list as required.  In order to create a reversal rule (i.e. conflict both ways), tick the Also create/remove reversed rules box.

User Settings Image 55


10. Warehouses

In this tab users can be allocated access to Warehouses within each specific Sage Company and whether the warehouse is available to be used with Requisitions or Goods Receiving.

User Settings Image 56

To allocate warehouses to many users at once, click to use the multi user wizard and select the users and then allocate access to warehouses as required.


11. Requisition Templates

If templates are being used with Requisitions (System Settings – Requisitions – Order Templates), this tab can be used to allocate templates to users individually.  There is also a multi user wizard to grant access to templates on a batch scale.  Choose the user from the drop down list, the Sage Company and the Template – Add.

User Settings Image 57


12. Work Pattern Rates

Link rates set up in WAP to Sage PA or Sicon Job Costing Cost Rates (and Pay or Charge rates if applicable (User Setup – Work Pattern Rates).

NB:  See Timesheets Help and User Guide for further information.

Help and User Guide – Timesheets Module

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13. Work Patterns

Follow the wizard steps to allocate Timesheet or Holiday work patterns to users; choose the work pattern, User Types and Users and then Save.

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14. Email

If notifications need to be changed for a particular User, this can be carried out here by either editing per user or using the wizard.  Any amendments will show under Overridden Email Threads.  These changes can also be made in the User Profile – Notification.


15. Out of Office

The Out Of Office functionality can be selected by the user in the ‘My Settings’ icon at the top of their screen; users can switch on their Out of Office and choose an alternative user to receive notifications and approve documents on their behalf (only up to their own personal approval limits).  By setting a specific list of alternate users here, it is possible to restrict who a user can choose as their alternative user.  If no alternative users are set here, the user will have access to choose from any user set up in WAP.  In the following example, when Henry switches on his Out of Office, he will be able to choose either Admin or Sarah as his alternative user.

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16. Logged in Users

Clicking this tab will show who is currently logged on to the system.  This is useful to ensure that all users are logged out before carrying out upgrades or system maintenance – users sessions can be ended by clicking the End Session button next to each user.  An email can be sent to all logged in users prior to this asking them to end their sessions to ensure the system maintenance can be carried out.

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17. User Credit Cards

Credit Cards that have been added onto the system (System Settings – Credit Cards) can be allocated to users in this tab.  One user can be assigned multiple credit cards but credit cards can only be assigned to one user.  Choose the user from the drop down list and available cards will be listed below.  Select the card and Add to the user.  Cards assigned to the user will appear on the right; it is possible to make one card the user’s default card and also remove any cards that do not need to be assigned to the user.

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