Managing Users

Managing Users

eBound Book User Types and Access

The Orchid Advisor's eBound Book enables administrators to determine the Type of user and set individual user access levels for the Orchid Software Portal and by individual FFLs and eBound Books.

There are four User Types that may be assigned to any User.  The User Type defines the Users' level of control over system data and other Users. Note: By default, the User that created the Orchid Software Portal access account will be set as a Company Admin.

Type
Manage FFLs/Bound Books
Add/Edit Users
Add/Edit User Permissions
Add/Edit eBound Book User Permissions
Company Admin
Y
Y
Y
Y
User Admin

Y
Y
Y
Manager



Y
User






Company Admins may add, edit, or delete FFLs/Bound Books, add or edit all FFLBizHub Users, determine access levels for all FFLBizHub Users and manage account and billing settings.
Company Admin Menu:

  1. Support Center: All Users may access the Support Center screen.
  2. Change Password: All Users may access the Change Password screen to update his/her account password.  Note: User must enter their current password in order to change their password.  If User does not know his/her current password, User must log out and follow the Reset Password link on the login screen.
  3. Account Settings: Company Admins may access the Account Settings screen to update billing settings, cancel services, and request changes to plan type(s).
  4. Manage Users: Company Admins may access the Manage Users screen to Add or Edit any User, including establishing which page(s) within the Orchid Software Portal a User may access, which FFL/eBound Book the User may access, and what specific transactions a User may execute within a particular FFL/eBound Book.
  5. Set eBound Book: All Users may access the Set eBound Book screen to access and/or update the eBound Book he/she is currently viewing. Note: User's ability to transact is determined by his/her User Permissions as assigned by the Company Admin.
User Admins may add or edit all Orchid Software Users and determine access levels for all Orchid Software Users. Note: User Admins may NOT add or change FFL/Bound Books or Account Settings, including billing information.
User Admin Menu:

  1. Support Center: All Users may access the Support Center screen.
  2. Change Password: All Users may access the Change Password screen to update his/her account password.  Note: User must enter their current password in order to change their password.  If User does not know his/her current password, User must log out and follow the Reset Password link on the login screen.
  3. Account Settings: User Admins may access the Account Settings screen to view billing settings and company information.
  4. Manage Users: User Admins may access the Manage Users screen to Add or Edit any User, including establishing which page(s) within the Orchid Software Portal a User may access, which FFL/eBound Book the User may access, and what specific transactions a User may execute within a particular FFL/eBound Book.
  5. Set eBound Book: All Users may access the Set eBound Book screen to access and/or update the eBound Book he/she is currently viewing. Note: User's ability to transact is determined by his/her User Permissions as assigned by the Company Admin.
Managers may edit access levels for Orchid Software Users already established. Note: Managers may NOT add or change FFL/Bound Books or Account Settings, including billing information and may only edit Users which have already been established for the FFL/Bound Books which Manager has access.
Manager Menu:

  1. Support Center: All Users may access the Support Center screen.
  2. Change Password: All Users may access the Change Password screen to update his/her account password.  Note: User must enter their current password in order to change their password.  If User does not know his/her current password, User must log out and follow the Reset Password link on the login screen.
  3. Manage Users: Managers may access the Manage Users screen to Edit a User that has already been established for an FFL/Bound Book to which Manager has been granted access. For the Users, Manager may establish which pages within the Orchid Software Portal a User may access and what specific transactions a User may execute within a particular FFL/Bound Book..
  4. Set eBound Book: All Users may access the Set eBound Book screen to access and/or update the eBound Book he/she is currently viewing. Note: User's ability to transact is determined by his/her User Permissions as assigned by the Company Admin.
Users may only edit his/her own password and set personal Default FFL/eBound Book.
User Menu:

  1. Support Center: All Users may access the Support Center screen.
  2. Change Password: All Users may access the Change Password screen to update his/her account password.  Note: User must enter their current password in order to change their password.  If User does not know his/her current password, User must log out and follow the Reset Password link on the login screen.
  3. Set eBound Book: All Users may access the Set eBound Book screen to access and/or update the eBound Book he/she is currently viewing. Note: User's ability to transact is determined by his/her User Permissions as assigned by the Company Admin.
User Permissions: A Company Admin, User Admin, or Manager may designate a User’s access to pages within the Orchid Software Portal and to which particular pages/transactions a User may access within the FFL/eBound Book. User Permissions maybe granted by page and/or transaction within the Orchid Software Portal and eBound Book application.

Creating User Accounts

Note: Only Company Admin or User Admin level users may create accounts within the system.
  1.  Log in to the Orchid Software Portal using credentials for the Company Admin or User Admin account
  2. Click the name displayed in the upper right corner, then select Manage Users from the drop down menu
  3. Click the Add User button in the upper right corner of the Users screen
  4. The New User popup screen will appear.  Enter the Email Address, First Name, and Last Name for the user you wish to create
  5. If applicable, select whether the new User will be a Company AdminUser Admin, or Manager.
  6. Scroll to the bottom of the popup screen and click Save
After clicking Save, the Users page will refresh, and display information for the User that was just added.

The new Users' site access and FFL/eBound Book permissions must now be set.  To set the new Users' access and permissions, click on his/her email address under the Email heading.

1. The Edit User popup screen will now display.  For all eBound Book Users, a Default FFL must be selected.  Under the Default FFL heading, choose the FFL / Bound Book which this user will most frequently be accessing when transaction in the eBound Book.

2. Under the heading Available Apps, select the applications/pages within the Orchid Software Portal which the User will have access. Note: Only Apps/Pages to which your subscription allows we be available for selection; App/Pages that cannot be assigned will be indicated with a lock symbol. You MUST select "E-Bound Book Dashboard" in the Available Apps area for any User to access any/all eBound Book areas.

3. For each eBound Book, you may indicate if a User may access this book, as well as which pages/transactions within the system the User may access. Click Save to proceed and edit user or click Cancel to abandon any changes. Note: You MUST indicate “May Access” under the heading eBound Book to allow any particular page/transaction to be enabled for a User AND MUST select “E-Bound Book Dashboard” in the Available Apps area for any User to access the eBound Book. If either of these are left unchecked, a User WILL NOT be able to access eBound Book(s).

After completion of the above steps, and email will immediately be sent to your new user with a link allowing him/her to complete the creation of their Orchid eBound account.

Editing User Accounts

1. Log in using credentials for the Company Admin or User Admin account
2. Click the name displayed in the upper right corner, then select Manage Users from the drop down menu
3. Click the email address of the user to be edited in the User List
4. The Edit User popup screen will now display.  Make any necessary changes, then click Save to save changes, or Cancel to abandon the changes
5. After clicking Save, the Users page will refresh, and display the updated User Accounts.
Note: Any changes made in the Password field will overwrite the previously established password.

Creating an e4473 Kiosk User

To create an e4473 kiosk account, follow the above steps for creating an account, and leave the Admin Type check boxes blank..  Once the account is created, click the email address under the Email heading to set the account permissions.

1. Choose the Default FFL for the account.
2. Under the heading Available Apps, select E-Bound Book Dashboard.
3. Click the May Access check box under the name of the eBound Book you selected for the Default FFL.
4. Check the box next to Transact: Start e4473 Section A.
5. Click Save to save the User permissions, or click Cancel to abandon the changes.

An email will be sent to the address used to create the account, follow the instructions in the email to finish setting up the account.  Save this login information, as you will be using it for your e4473 Kiosk.

Creating an Automated Backup User

To create an Automated Backup User account, follow the above steps for creating an account, and leave the Admin Type check boxes blank..  Once the account is created, click the email address under the Email heading to set the account permissions.

1. Choose the Default FFL for the account.
2. Under the heading Available Apps, select E-Bound Book Dashboard.
3. Click the May Access check box under the name of the eBound Book you selected for the Default FFL.
4. Check the box next to A&D Book: Daily Export Downloads.
5. Click Save to save the User permissions, or click Cancel to abandon the changes.

An email will be sent to the address used to create the account, follow the instructions in the email to finish setting up the account.  Save this login information, as you will be using it for your Automated Backup account.

For instructions on how to set up Automated Backup downloads, please see our article on 2016-1 Compliance.

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