User

The User module, located in the Setup group, allows an administrator to create new users and manage which user groups and location groups a user belongs to.

Create a new user

Each user is also a salesperson and can be assigned to an order on the Details tab of the Sales Order module. Follow the steps below to create a new user.

1. In the User module, click the New button in the module toolbar.
2. Enter a First Name, Last Name, Username, and Initials. The initials correspond to the salesperson initials in QuickBooks. An email address and phone number can also be stored in Fishbowl.
   
3. Click the Set Password button. The user can later change their password.
4. Click the Location Groups tab and assign a default location group. When this user creates an order, their default location group will be used to set the location group of the order. This step also sets up the locations that the user will be able to access for picking and putaway.
5. Add any other location groups that this user should have access to by double-clicking the Location Group in the Available list.
6. A memo can be added to the user by clicking the Memo tab.
7. Click the Save button in the module toolbar to commit the changes.

Users can also be created using the import.

Notifications

Fishbowl can send SMS text notifications to the user's Phone number listed on the General tab. To create a new notification, click the New button.

• The purchase order approval settings are found on the General tab of the Purchase Order module options.
• Each user needs to create their own notifications. The admin user cannot create notifications for other users.
  
  

Edit, delete, or inactivate a user

• To edit a user, double-click the user in the search pane, make any changes, and then click the Save button located in the module toolbar.
• To delete a user, double-click the user in the search pane and then click the Delete button located in the module toolbar.
• A user cannot be deleted if it is in use by other modules. In this case, a user can be inactivated by unchecking the Active checkbox and then clicking the Save button in the module toolbar. To view an inactive user, click the Advanced Search button and select Show Inactive Only.
• To reset all column layouts to the default, click the Reset Layout button.

Change a user password

Each user can change their password by opening the User module and clicking the Change Password button.

An administrator can also set the password of any user by double-clicking the user and then clicking the Set Password button.

For additional security, Fishbowl also supports Multi-factor authentication (MFA)

Multi-Factor Authentication (MFA)

In addition to a password, you can require users to authenticate with an additional code that will be sent to their personal device.

1. To enable MFA, you must be logged into Fishbowl as an admin.
2. Open the User module, click the Tools menu at the top, and then select Module Options.
3. Enable the option that says Require multi-factor authentication.
   
4. Specify how many times a user is allowed to log in before completing the MFA setup. Then click OK.
5. The next time that a user logs in, they will see the following prompts to configure MFA.
   
   
6. If enabled, the user can close the prompt without completing the MFA configuration. Once they have reached the limit specified in the Module Options, they will not be able to close the window until they have configured MFA.
7. If the user doesn't already have an Authenticator app on their personal device, they can download Google Authenticator for iOS or Android.
8. After scanning the QR code with their Authenticator app, the user will then type the Validation Code into Fishbowl and then click OK.

Troubleshooting Multi-Factor Authentication (MFA)

If you are receiving an Unable to validate code error message when attempting to log in using MFA, ensure that the System clock on the Fishbowl Client computer matches the System clock on the device with the Authenticator app. Below are some steps to ensure that your Fishbowl Client computer will set the time automatically:

Windows

1. Search for the Date & Time settings in the Windows search bar or simply right-click the clock in the System tray and select Adjust date and time.
2. Enable the option that says Set time automatically, and if applicable, click the Sync now button.
   
3. Attempt to log in with MFA again.

macOS

1. Go to System Settings > General > Date & Time (or search in Spotlight for Date & Time).
2. Enable the option that says Set time and date automatically.
   
3. Attempt to log in with MFA again.

Missing information

A prompt will be displayed during login for users with missing information. To skip the prompt in the future, select Do not ask again.

Assign access rights

Fishbowl utilizes access rights to limit the modules and functions that a user has access to. Users will only see the icons for the modules they have rights to access. Access rights are set at the User Group level, meaning a user's rights are determined by which user groups the user is a member of. Follow the steps below to assign access rights.

1. Open the User Group module located in the Setup module group.
2. Open an existing user group or create a new user group.
3. Users can be assigned to the group on the General tab of the User module. The User module can also be used to edit a user's groups.
   
4. Click the Rights tab. Each section can be expanded by clicking +.
5. Click the checkbox in the Value column to change access to any right.
   
6. Click the Save button.

Access to Fishbowl reports can be assigned on the Report Rights tab in the User Group module. See Included reports for a list and description of Fishbowl reports.

List of access rights

See Access Rights for a list and description of all user access rights in Fishbowl.

Admin only rights

Nearly all rights can be granted through access rights. However, the following functions can only be performed by the admin user.

• Change a part's unit of measure
• Run the Part Cost import
• Mark a UOM as Read Only
• Close QuickBooks from the Accounting Integration module when the connection fails

MODULE OPTIONS

Some aspects of the User module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.

Module Options General tab

• Password minimum length

With this option enabled, passwords will be required to meet the specified minimum length.

• Password requires a special character

With this option enabled, passwords will need to contain at least 1 special character such as ! or $.

• Password requires an uppercase character

With this option enabled, passwords will need to contain at least 1 uppercase character such as I or S.

• Password requires a lowercase character

With this option enabled, passwords will need to contain at least 1 lowercase character such as i or s.

• Password requires a numeric character

With this option enabled, passwords will need to contain at least 1 number such as 1 or 5.

• Require multi-factor authentication

If enabled, all users will be required to log in utilizing an Authenticator app such as Google Authenticator for iOS or Android. Once enabled, the user will be prompted to set up 2-factor authentication the next time they log in. For more information, see Multi-Factor Authentication (MFA).