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Everyone who works in Omnilinker signs in with their own user. What a user can see and do depends on the permissions of the roles you give them, plus any permissions you give that user directly. Roles are the normal way: build a role for each kind of job, such as packing or pricing, and put people in it. You manage both under Administration > Identity management: Users and Roles.

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Before you start

You need permissions from the Identity management group. The first user of your organization, admin, has all of them. Permissions also depend on the modules enabled for your organization. A module that is off is missing from the menu whatever your roles say. See Modules and feature availability.

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Add a user

1

Open the users list

Open Administration > Identity management > Users and click New user.
2

Fill in the user information

On the User Information tab, fill in the fields described in User fields. User name, Password and Email address are required.
3

Choose the roles

Open the Roles tab and tick the user’s roles. Roles marked as default are already ticked.
4

Save

Click Save. The user appears in the list.
5

Tell the person how to sign in

Omnilinker does not send an invitation. Give the person their user name and password yourself, and the name of your organization; see How people sign in. Ask them to change the password in My account after they first sign in.

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User fields

A password must be at least 6 characters long and contain a digit, a lowercase letter, an uppercase letter and a character that is not a letter or digit. Omnilinker tells you which rule a password breaks when you save.

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How people sign in

People sign in at https://omnilinker.pl. On the sign-in page, next to Tenant, click switch and type your organization’s name, then enter the user name (or e-mail address) and password. After signing in, the top bar shows the organization and the user name, for example your-organization\anna. A person who forgets their password can use Forgot password? on the sign-in page, or you can set a new one for them; see Edit a user.

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Edit a user

1

Open the user

On Users, click Actions on the user’s row and choose Edit.
2

Make your changes

Change the details on User Information. To set a new password, type it in Password; leave the field empty to keep the old one. On the Roles tab, tick or clear roles. You see the Roles tab only with Manage roles.
3

Save

Click Save.
Use the Search box above the list to find a user. A changed role or permission reaches the person the next time Omnilinker loads in their browser. Ask them to reload the page.

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Deactivate or delete a user

  • Deactivate. Edit the user, clear Active and click Save. The person can no longer sign in. Sign-in says “You are not allowed to log in! Your account is inactive or needs to confirm your email/phone number.” Everything the user did stays attributed to them. Tick Active again to let them back in.
  • Delete. Click Actions > Delete and confirm “User ‘‹name›’ will be deleted. Do you confirm that?”. You cannot delete yourself: “You can not delete your own account!”
Prefer deactivating when someone leaves: it keeps their name on their past work and can be undone.

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Locked accounts

With Account lockout ticked, a user who enters a wrong password 5 times in a row is locked out for 5 minutes. Sign-in says “The user account has been locked out due to invalid login attempts. Please wait a while and try again.” The lock lifts by itself. Clear Account lockout only for accounts that must never be locked, and keep their passwords strong.

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Roles

A role is a named set of permissions. A user can have several roles and gets every permission any of them grants. Open Administration > Identity management > Roles to see your roles. These roles come with Omnilinker:
Do not give ERP Sync Agent or Station Agent to a person, and do not change their permissions. Omnilinker manages them, and it puts the Station Agent permissions back each time a station is paired.

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Create a role

1

Add the role

On Roles, click New role.
2

Name it

Enter a Role name, unique in your organization. Optionally tick:
  • Default: the role is ticked automatically for every new user you create.
  • Public: shows a Public badge next to the role in the list. It does not change what the role allows.
3

Save

Click Save. The new role has no permissions yet.
4

Give it permissions

Click Actions > Permissions on the role’s row; see Choose a role’s permissions.
To rename a role or change Default and Public, click Actions > Edit. To delete a role, click Actions > Delete and confirm “Role ‘‹name›’ will be deleted. Do you confirm that?”. Users who had the role lose its permissions. The admin role has no Delete.

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Choose a role’s permissions

1

Open the permissions

On Roles, click Actions > Permissions on the role’s row. The Permissions - ‹role› dialog opens.
2

Pick a group

Under Permission Group, click a group, for example Shipping. The number after a group’s name is how many of its permissions the role already has; groups the role has something from are in bold. To find a permission by name, type in the search box at the top.
3

Tick the permissions

Tick what the role may do. Permissions are nested: a child, such as Create shipments via courier, works only together with its parent, Shipments. Ticking a child ticks its parent, and clearing a parent clears its children.Select all ticks the whole group. Grant all permissions ticks every permission in every group.
4

Save

Click Save. If nothing is ticked, Omnilinker asks “Are you sure you want to save without any permissions?”.
The Permissions reference lists every permission and what it allows.
Be careful with the role you are in yourself. If you take Role management or Change permissions away from your own roles, you cannot undo it yourself. Keep at least one user with the full admin role.

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Give one user extra permissions

To give a single person a permission without a new role, open Users, click Actions > Permissions on their row, tick the permission and click Save. Permissions the user already has through a role are ticked and greyed out: remove those from the role instead. Prefer roles. Permissions set on individual users are easy to forget when someone changes jobs.

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New permissions after an update

Do not count on a new permission reaching your roles by itself. Some updates grant a new permission once to the roles that already had the matching access; after that, if you remove it, it stays removed. When a release note in the changelog mentions a new permission, open the role editor and tick it on the roles that need it.

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Service accounts

Some users are not people. Omnilinker creates them for software that signs in on its own:
  • erp-agent- followed by the connection’s ID: one for each ERP connection, in the ERP Sync Agent role. See Create a connection.
  • station-agent- followed by the station’s ID: one for each paired station, in the Station Agent role. See Install the Station app.
They have no password and nobody can sign in with them; they work only through their keys. Do not edit, deactivate or delete them while the connection or station is in use.

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Troubleshooting

Another user in your organization already has that user name or e-mail address. Search the list for it: the person may already have an account, possibly deactivated.
The password breaks one of the rules in User fields. Add the missing kind of character, or make the password longer.
Compare their roles with a colleague who can. Each page needs a permission; see the Permissions reference. If nobody in your organization sees it, the module is probably not enabled; see Modules and feature availability. After you change a role, the person must reload the page.
The admin role is built in. You can change its permissions, but not its name, and you cannot delete it.
Wait for the lock to lift (see Locked accounts), or set a new password for them if they have forgotten it.

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Next steps

Permissions reference

Every permission, by group, and what it allows.

Modules and feature availability

Which modules your organization has, and how to get one switched on.

Finding your way around

What each menu area is for, and why one might be missing.

API keys

Let your own systems call Omnilinker on a user’s behalf.