Qvidian Proposal Automation Enable New Users This guide provides instructions to give new team members access to Qvidian Proposal Automation. We review the process for two scenarios: 1. You have unused Qvidian licenses that you want to assign to a new team member. 2. You want to reassign a Qvidian license from a team member to a new team member. Finally, we review what to do if: 3. Your end-user forgets their Qvidian password and / or user name Qvidian Laptop and PC Configuration. Please remember that new users need to configure their PCs to use Qvidian. Please reference with the SalesEdge Quick Client Set Up for Internet Explorer or the SalesEdge Quick Client Set Up for Chrome guide for PC configuration. Complete Qvidian configuration guides for all browser options can be downloaded from the online Qvidian Help Center accessible from your Qvidian. 1. Assign Unused Qvidian License To assign a Qvidian license, you can take advantage of your pre-existing Qvidian roles by assigning the new user to a role. 1. Provide the new user(s) with the information that they need to configure the PCs from which they will access Qvidian. 2. Logon to Qvidian. You should login with using your admin user account, if you do not have Administration permissions to manage users. 3. Go to the Administration area, select Users & Roles, and then select Roles. 4. In the Roles window, you can confirm the number of licenses that have been assigned and available for use. 888.577.7382 Page 1
5. To create a new user, select the first role that best fits the responsibilities of the new team member. 6. With the role selected, click New User. 7. In the New User window, complete the required fields. Please note the following: The User Name must be in an email address format. The accuracy of the Email Address field entry is most critical. The new user will be sent an email message enabling them to set up their password and security question to access Qvidian. Based upon the role that you select, the user will automatically be assigned the appropriate Product license Proposal Automation (PA) or ProSearch (PS). All users are also automatically assigned the Everyone role. Based upon the role assigned, the user will be granted Application Permissions, Document Type Permissions, and Template Permissions. 888.577.7382 Page 2
8. Click Save to create the new user. 9. The new user will receive an automated email message that includes a link to access Qvidian. The new user must click on the link in the email message. Qvidian will then prompt them to enter a password, security question and answer, as well as reconfirm their email address. Once the user clicks Submit, they will logon to Qvidian. For most Qvidian system configurations, the new user must click this email message link and activate their account within 72 hours from when the account was created. 888.577.7382 Page 3
2. Reassign Qvidian License To reassign a Qvidian from one team member to another, we will remove the first user from the assigned roles and then deactivate the first user record to make it inactive and then follow the preceding steps to assign the license to the new team member. 1. Logon to Qvidian. You should login with using your admin user account if you do not have permissions to manage users. 2. Go to the Administration area, select Users & Roles, and then select Users. 3. In the Users window, select the user account to be made inactive. 4. Double-click the user record, or select the user record and click Properties to edit the User Properties. 5. In the Roles Membership section, deselect and remove the user from the assigned Roles. This step ensures that the user is cleared from the assigned Roles. Note: You will not be able to remove the user from Everyone this is a Qvidian-assigned role. 6. Click Save to save the User record. 7. From the User list, select the user(s) to be deactivated. 8. Click Deactivate. 888.577.7382 Page 4
9. The deactivated user(s) will no longer display as Active Users. They will remain in Qvidian as Inactive Users along with their history of Qvidian activity. 10. Once you remove a user from their role(s), your available license count will increase and you will be able to create new user accounts by assigning the new user to a selected role. Please refer to instructions provided in the first section, Assign Unused Qvidian License. 3. End User Forgets Password In the event that a user has forgotten their password or forgets their user ID and password, there are two options to get a password reset. User forgets their password If the user knows their user name, they can initiate a password reset independently without assistance from an administrator. 1. The user navigates to the login screen with the Qvidian URL. 2. Click Reset my password. 3. The user will be prompted to enter their user name and email address. 4. An email will be generated and sent to the user with a link. The user clicks the link and is prompted to reset their password. User forgets username and password The person with administrative permission to manage users can re-initialize users. 1. From the Administration icon, click Users & Roles, then Users. 2. Select the user and then click Re-initialize User. An email will be generated and sent to the user with the user name and a link. The user clicks on the link and is prompted to set up a new password. Reset password is used to force users to set up a new password. Using this option requires that the user knows their existing password. This should not be used when the user has forgotten their password. 888.577.7382 Page 5