Administration · Reference

End-to-end workflows

How work moves through Administration from start to finish, who does each step and what the system does in response.

On this page (12)

New employee gets access

Who: Admin A

#	What the person does	What the system does
1	Create the employee in HR (or use an existing test employee)	Employee exists without a login
2	System users > New system user > pick the employee; type Internal; Member; role 'Accountant'; Licence Professional; temporary password	User created; must change password
3	Sign out; sign in as the new user with the temporary password	Asked to set a new password
4	Set a new password; open Finance	Finance menus match the Accountant role; other apps' menus hidden
5	As Admin A open the user: Security tab	Sign-in recorded; 'Chose their own password' now ticked on the health score

Who: Admin A

#	What the person does	What the system does
1	User signed in on another browser	Session active
2	Admin: Suspend user with reason	The other browser is signed out at the next action; sign-in refused
3	Admin: Activate user	Can sign in again
4	Admin: Archive user with reason	Archived; cannot sign in; still visible in history and audit

Who: User U, Admin A

#	What the person does	What the system does
1	Sign in as U with a wrong password 5 times	Locked: 'This account is locked after too many attempts. Try again after HH:MM UTC.'
2	Admin: open U > Security tab	Wrong passwords 5/5; Locked until shown
3	Admin: Reset password	Automatic lock cleared; U must change password
4	U signs in with the temporary password	Asked for a new password; then works

Who: Admin A, Admin B

#	What the person does	What the system does
1	Access review: set 'grants_and_approves' (or another rule) to Refuse the grant	Rule shows 'Refuse it'
2	Give user U the first conflicting role	Granted
3	Give user U the second conflicting role	Refused with the conflict message
4	Admin B reviews U: Access is right as it is	Last reviewed = today by Admin B
5	Admin A tries to review themself	Refused: 'Somebody else has to review your access.'

Who: Admin A

#	What the person does	What the system does
1	New system user of type Integration (no employee)	Created; cannot sign in at the login page
2	API keys > New key for it, limited to partner.view, 90 days	Token shown once
3	Call the partners API with the token	Works
4	Rotate the key	New token; old works for 7 days
5	Revoke the new key	Requests with it refused

Who: Admin A, User U

#	What the person does	What the system does
1	Exceptions: allow U 'approve' on Journal entries until tomorrow	Listed with Until
2	Approval limit: Journal limit 1000 for U	Listed
3	U approves a 500 journal, then a 1500 journal	500 approved; 1500 refused
4	After the exception date passes	Shows Expired; U can no longer approve

Who: Admin A, Admin B, Auditor C

#	What the person does	What the system does
1	Alert rules: A creates a rule for 'partner.bank' telling C (C holds audit.view)	Rule saved
2	A changes a customer's bank account	C sees a new alert; A does not
3	After 60 seconds A clicks Seal new events	A new seal
4	C clicks Verify the trail	Verified, all intact
5	A places a legal hold on 'partner.'	Hold listed
6	A proposes a disposal; A tries to approve it	Refused: 'Somebody other than the person who proposed it approves a disposal.'
7	B approves	Done; events under the hold were kept ('Kept by holds' count)

Who: Admin A, User U

#	What the person does	What the system does
1	A adds a company account (test SMTP) and a personal account for U	Both listed
2	U opens Email sending	'Your mail goes out as' shows U's personal account
3	U sends a quotation by email	Email arrives from U's address
4	A switches U's account off (In use)	U's mail now goes out from the company account

Who: Admin A

#	What the person does	What the system does
1	Sequences: invoice prefix INV-%(year)s-; next number 1	Preview shows the year
2	Create and post an invoice	Number INV-<year>-000001
3	Try to set Next number back below the last used	Allowed (warning) - confirm the next invoice does not duplicate a number; log if it does

Who: Superuser / Admin A

#	What the person does	What the system does
1	Create company TST01	Created; standard payment terms; apps installed
2	Fill company record: TRN, licence, address, defaults	Setup progress 100 % (or note what is missing)
3	Create branches HQ and DXB	Dimension values and numbering
4	Add payment methods (standard)	7 methods
5	Create a price list for B2B and make it Active	Quotes for business customers use it
6	Create a test user (Users) and switch to the new company as them	They see only this company

Who: Admin A (proposer), Admin B (approver)

#	What the person does	What the system does
1	A: Applications > Purchasing > Features: turn off Reverse auctions / Tenders; Fields: Supplier reference = Required	Draft shows changes
2	A: Preview changes	What changes listed; nothing blocked
3	A: enter a reason; Propose for approval	Revision proposed; banner 'waits for approval'
4	A tries to approve	Not offered: 'Somebody other than its proposer approves it.'
5	B approves	In force: menus hidden, field required; Activity shows proposed and approved
6	A restores the previous revision; B approves	Back to defaults

Who: Sales user

#	What the person does	What the system does
1	Price list for customer C: product P 90 (standard 100), 10+ at 80	List Active and assigned
2	Quote C for 5 P	Price 90
3	Quote C for 12 P	Price 80
4	Quote another customer for 5 P	Price 100
5	Make the list Inactive; quote C again	Price 100

Updated 3 October 2026