Best Practices for Creating and Managing Your Users

NOTE: We recommend reviewing this article before continuing on to the Resource Center Article:  Adding a New User in order to better understand and to simplify the process. 

In this article we will go over some tips and best practices for creating, editing and managing Users in your portal when creating a User Name, choosing a User Group, editing, removing and deactivating User Groups.

Creating User Names

When creating a new User you may from time to time receive an Alert Message that says, "This User Name is unavailable.  Please choose another."

This does not necessarily mean that you, or someone else in your company, had created this User Name in your portal before; it simply means that another Silvertrac customer has already created that User Name on the Silvertrac servers and it cannot be duplicated. 

User Names are one of many specific ways Silvertrac ties data to multiple reports and information. Therefore, unique User Names are specific within our entire database, not just one portal.  This allows you to maintain exact records of the reporting User well beyond any mandated statues of limitations (1 - 10 years) as all data created and collected by each user is digitally archived.

TIP: Make your User Names Unique while at the same time keeping them Simple and Easy to Remember.  

Many accomplish this by using a combination of first and last name initials with the  last four digits of a social security number grouping.

Example:You receive the alert that the username JohnSmith already exists.  Try using the format JohnS9735 or JSmith9735.

Even though this technique will greatly reduce the amount of "User Name Already Exists" alerts (while simultaneously making it easy for Users to remember their User Name) - you will may still come across seemingly unique User Names that have already been used.

Best Practice: It is therefore recommended that you maintain a master list of both User Names and Passwords that you can reference when a User forgets their User Name and Password.

Choosing the Right User Group

Best Practice: Select the appropriate User Role and then select or create a specific User Group that corresponds best with that specific User's Role.

The User Group allows the System Admin and Supervisor(s) to assign and limit the reporting and viewing access of a User to a Single Property or a Group of Properties

Whatever User Group a User is assigned is what that User will see in the Property drop down menu on the Silvertrac App or on the portal. 

NOTE: Depending on your use of the User Group feature, User Groups can include

All Properties

(R) Routes 

A Single Property

All Properties of a Property Management Company

A Single Properties of a Property Management Company

A Custom Group

Example: A Supervisor User would likely include the User Group - "All Properties" whereas a standing guard's User Group should include only the Single Property or a specific Patrol Route that they are assigned to.

Example 2: A Property Manager's User Group may consist of a Single Property or a Single Property of a Property Management Company, whereas a Regional Manager's User Group (MU) may consist of  All Properties of a Property Management Company.

Editing, Removing and Deactivating User Groups

Once a User Group has been assigned to an individual User, you still maintain the ability to Edit and make necessary changes when needed.

Some Common Scenarios: a Property Manager expands their portfolio, an Officer is reassigned to another post, an Officer is promoted or demoted, Patrol Routes are expanded and/or redistributed, etc,.

How To Edit a User and their User Group - hover over the Users Tab >> Edit User >> Choose User >> Select User >> and select the new User Group you want to assign from the drop down menu of existing User Groups.

During this edit process you can also change any of the personal information with the exception of the dark grey boxes which are the User Name, the Last Login Date, and the Management Company Name as these are all specifically tied to reported issues.

To Deactivate a User - hover over the Users Tab >> Edit User >> Choose User >> Select User >> and deselect the Active User box in the upper right hand corner of the Edit User pop up.

NOTE: You cannot "Delete" a User as all the Reported Issues are tied to the user that created it, however making a User Inactive removes all system access and the ability the login to the portal or the Silvertrac App.

To Edit a User Group - hover over the Properties Tab >> Group Management >> select the Property Group from the drop down menu >> select or deselect the desired properties >> Verify the Display Group in Handheld is checked >> Save Group Member List

To Remove a User Group - hover over the Properties Tab >> Group Management >> select the Property Group from the drop down menu >> Delete >> Save Group Member List

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