Users Area of Configuration
Use the Users area in the Configuration workspace to enter information about the employees who will be involved in pursuing opportunities. For those employees who require access to Deltek CRM, you also enter their user names and default passwords and assign a security role.
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Alternative: If your employee information is available in an application from which you can download data to a .CSV (comma-separated values) file, you can add your employees more efficiently by importing them from a .CSV file rather than entering them one by one in the Users area. You can run the import process using either the
Import from CSV link in the Users area or the
Import Employees from CSV link in the Integrations & Imports area.
| Field | Description |
|---|---|
| Employee search field | If the list is long and you want to locate a particular employee, type one or more characters from the employee's name in the search field above FULL NAME. That filters the list so that it only displays a list of employees whose names contain those characters. (You can also search for a first name - last name or preferred name - last name combination.) To restore the full list, click X at the end of the field. |
| Import from CSV
|
To import employees into
Deltek CRM from a .CSV file, click this link. You then select the .CSV file, and use the Import Employees From CSV dialog box to map fields in the .CSV file to fields in
Deltek CRM. For more information on the import process, see
Importing Contacts and Employees from .CSV Files.
Note: Tablets and other devices that use the iOS operating system cannot upload files through the browser. As a result, you must run the import process using a different device, such as a laptop or an Android tablet. If you are using an iOS device, the
|
| FULL NAME | Enter the employee's first name and last name in the normal sequence and separated by a space. The name as it displays in this field is the name that appears in employee lookup lists and elsewhere in
Deltek CRM.
Do not enter a middle initial or name, or a suffix (Jr., for example) in this field. Instead, enter those, along with a preferred name and additional employee information, in the Employee Information dialog box. To open that dialog box, hover over the grid row and click
If you enter a preferred name in the Employee Information dialog box, this field is updated to contain the preferred name and last name. For example, if you enter Randolph Ash in this field and then enter Randy in PREFERRED NAME in the Employee Information dialog box, this field displays Randy Ash. Click the name for a saved employee to display a tooltip containing employee information: job title, location, phone numbers, email address. (If the row is in edit mode, you cannot display the tooltip. In that case, click anywhere outside the row to take it out of edit mode and then click the name.) |
| STATUS | This column displays the status of each of the employees: active (green), inactive (gray), or terminated (red). By default, a newly added employee is active. To change the status of an employee, click the status icon and select the status.
Inactive and terminated employees cannot log on to Deltek CRM. In addition, an employee with the Terminated status does not appear in employee lookup lists, but that person's historical associations with opportunities, those associations created prior to his or her termination, remain. |
| BUSINESS UNIT | If you are using
business units, click in this field to display the Edit
Business Unit dialog box and select the
business unit to which you want to assign the employee.
To select the business unit, do one of the following:
|
| WORK PHONE | Enter the employee's work phone number. |
| Enter the employee's email address.
Entries must have at least three components in this format: <user or account name>@<domain name>.<top level domain>. |
|
|
Hover over the row, and click
to display the Employee Information dialog box and enter or review additional information about the employee. The dialog box displays default values for the name fields based on your entry in
FULL NAME, but you can change those defaults. In most cases, changing individual name fields also updates the full name.
|
| Employee Information: FIRST NAME | Enter the employee's first name. |
| Employee Information: MIDDLE NAME | Enter the employee's middle name or initial. |
| Employee Information: PREFERRED NAME | Enter the name that the employee prefers to be addressed by.
If you enter a preferred name, it is used instead of the first name in the FULL NAME field and in the name as it appears elsewhere in Deltek CRM. |
| Employee Information: LAST NAME | Enter the employee's last name.
If the employee's name has a suffix (Jr., for example), enter it as part of the last name. |
| Employee Information: TITLE | Click
 in this field to select the employee's job title. If none of the standard titles apply, you can enter a title that is not on the list. If you enter a title that is not on the list, however, be aware that your entry is not automatically added to the standard list of job titles. If you think it should be on the list, go to the Customization area and add it to the list of values for the
Employee Title system field.
|
| Employee Information: MOBILE PHONE | Enter the employee's mobile phone number. |
| Employee Information: Save/Cancel | Click Save to save the entries that you made in the Employee Information dialog box. Click Cancel to discard your unsaved entries. |
|
If the employee will also need access to
Deltek CRM, click
to use the User Set Up dialog box to enter the employee's user name and password for
Deltek CRM and assign him or her a security role.
If an employee has no user information, this icon is not visible until you hover over the grid row. If user information has been entered for an employee, this icon always displays on that employee's row. (A dimmed version of the icon displays if Disable Login is selected for the employee in the User Set Up dialog box.) |
| User Set Up: USER NAME | Enter the employee's user name for
Deltek CRM.
An employee can only have one user name, and a user name can only be assigned to one employee. The only special characters allowed are hyphen (-), underscore (_), and period. |
| User Set Up: PASSWORD | Enter the employee's default password for Deltek CRM. |
| User Set Up: Force password change | To require the employee to change his or her password the next time he or she logs in, click this link.
The link is replaced with User will be prompted to change password. When the user makes the password change, the Force password change link is again displayed. |
| User Set Up: SECURITY ROLE | Click in this field and select the security role that provides the employee with the appropriate level of access to Deltek CRM. |
| User Set Up: Disable Login | Select this check box to prevent the employee from logging in to Deltek CRM using this user name and password. This check box is automatically selected for inactive and terminated employees. |
| User Set Up: Remove User | To remove the user information entirely, click
Remove User.
This action does not remove the employee, only the employee's user information so they can no longer access Deltek CRM. |
| User Set Up: Save/Cancel | Click Save to save the entries that you made in the User Set Up dialog box. Click Cancel to discard your unsaved entries. |
| X | To delete an employee, hover over that employee's row in the grid, and click
X at the end of the row.
If the employee is associated with any opportunities, you may want to change his or her status to Inactive or Terminated, rather than deleting, to preserve those associations. If you delete the employee, those historical associations are also removed. When you delete an employee, the employee's user name and related security information are deleted also. |
| + Add Employee | To add a new employee, click + Add Employee below the grid to display a blank grid row for entering employee information. |
in this field to display the Edit
Business Unit dialog box. In the grid on that dialog box, select the code you want from the list for the first
business unit level. The grid then displays the list of codes for the next lower level. Continue selecting codes until you have selected all codes that make up the
business unit. (You can also use the field above the grid on the Edit
Business Unit dialog box to search for the
business unit by typing one or more characters from the
business unit name.)