Create and Maintain Users

Work flow management is typically based around users of the system. Users are generally staff that need to action matters within DebtCol. We refer to them as operators of the system. So it is necessary to set up all users that require DebtCol access up front.

User Groups can be created and defined and then users linked to the group. When a group exists on a user it will use the rules on the group in most instances.

Restrictions can be set so users can only access cases relating to the restriction rules. Report restrictions can also be defined, ensuring the users only have access to the reports you need them to see and run.

Job Roles can be created and linked to users. These job roles can have hourly rates assigned to them. When a user with a job role and hourly rate uses the timed billing function in the Case Manager, the resulting charges will be calculated based on those hourly rates.

Entities > Users & Logins > Users

Create user profiles for each user connecting to the DebtCol system.

Provide DebtCol Software helpdesk with details of users that are required access to your DebtCol. Logins will be provided.

Users are assigned to Cases and Clients. A user that is assigned to a case is considered an operator. A user that is assigned to a client is considered to be an account manager.

Creating a new User

A user code must be unique. Enter your new code in the "Code" field.

Tip: Typically the user code is the initials of the users name, but can be anything. Please be aware that this user code is displayed on the case notes made and so to allow for room, try to keep it short.

Most of the fields are straight forward such as name, job role, email, direct phone number. Keep in mind that the data you enter here can be used in email signatures, templates, mail merge documents and the like, so take care to enter valid and accurate information.

Select any required user group from the list.

Tip: If a user group is selected then the remaining security policies and case manager settings will be obtained from the group and so these will not need to be set on the user. Where any settings on the user are different to the group, the user rules will be applied.

Select the users’ account manager from the list where indicated, if required.


If the user is to be assigned a daily work queue, choose a valid queue from the list. Use the + button on the table when multiple queues are required.

Tip: Right-mouse click on the work queue to create and maintain work queues. When the user is logged in, they can access their queue(s) from the Case Manager via the My Lists page and the My Queues tab.

Specify any income target that may be required where indicated.

Specify any collections target that may be required where indicated.

Case Manager Settings

Click on the “Rules” button on the navigation bar.

Tick ”Adjust Commission” if the user can adjust calculated commission amounts when processing payments.

Tick “Batch Update” if the user can use the Batch Update of Debts tool.

Case Manager Settings determine which features within the case manager can be used and in some cases, how they are used.

Tick “Arrangements Allowed” where indicated to allow creation and amending of debtor repayment arrangements.

Tick “Confirm Action Code” when there is a multi-step action wizard being run on a case and this user accesses the case at the time the next step of the action should be run, it will ask the user if they wish to run that step of the action. Otherwise the Mass Processing Scheduler will automatically run the different steps of a multi-step action wizard.

Tick “Edit Free-Form Notes” when the user is allowed to amend case notes.

Tick “Direct Payment Allowed” when the user is allowed to process a direct-to-client payment from within the Case Manager.

Tick “Zoom to Invoices & Statements” to allow the user to view dispatched invoices and trust statements from within the Case Manager.

Tick “Dispatch own document queue” to restrict the user to dispatch only documents they have queued from within the Case Manager.

Tick “Override Merchant Fee” so the user can alter the calculation of merchant fees on certain payments.

Tick “Edit Generated Word Documents” to allow the user to make changes to a merged Word Document Template.

Tip: Please note that only users on the local network can make and save changes to merged Word Templates.

Tick “Bypass Timed Activity Calculation” to allow the user to override the case manager timed activity calculation and instead, enter a flat amount. GST will still be calculated as specified on the charge code.

Tip: To apply this behavior to all users, leave this unchecked on user security and user group security and instead check the behavior on the System Settings.

Tick “Edit/Delete Transactions” when the user is allowed to amend or delete a charge to the client.

Tick “Force Future Diary Date” when the user should be forced to set the diary date ahead in time before they can save their changes on a case. If this setting is unchecked on the user but checked on the users group, the user group security settings will be used.

Tick “Delete Diary Notes” when the user is allowed to delete case notes.

Tick “Trust Payment Allowed” when the user is allowed to process a trust payment from within the Case Manager.

Tick “Override Arrangement Threshold” when the user is allowed to overrule the minimum payment amounts for a debtor payment arrangement.

Tick “Disallow InfoTrack access” when the user is not allowed to purchase InfoTrack searches via this integrated service.

Tick “Access only closed files” when the user should only see closed cases.

Tick “Next Step Suggestion” when the user should be alerted to any next step suggestions outlined in the last action executed. These suggestions will only appear when the next due date is up.

Tick “Override Costs Monitor” when the user is allowed to overrule the system and continue to charge debtor costs when the percentage of costs exceeds the limit.

Tick “Close file Warning” when users should be alerted to files being closed. The alert will appear as a pop-up when they enter a closed case within the case manager.

Tick “Modify Debtors” to allow the user to drill-down and maintain the debtor record. This happens by clicking the debtor name in the Case Details page; which is a hyperlink.

Tick “Modify Clients” to allow the user to drill-down and maintain the client record. This happens by clicking the client name in the Case Details page; which is a hyperlink.

Tick “SMS allowed” when the user is allowed to send SMS text messages to the debtor.

Tick “Disable Alerts” when the user should not see alerts for special notes.

Tick “Draft SMS Allowed” when the user is able to draft their own SMS message.

Tick “Zoom to Charge Codes” to allow the user to maintain a charge code from within a case note which references it.

Tick “SMS Other Entities” when the user is able to SMS both debtor and an agent assigned to a case.

Nominate the “Notes Order” of preference for the user. This sorts a cases note history.

The field labeled “Entry Screen” allows you to determine which page to display upon entry of the Case Manager. There are only two options; Case Details or My Lists.

Tick “Charge Prompt” to automatically access the timed billing screen when trying to exit the case if they haven’t charged.

Notes Drill-Down Options

Here you can specify which type of case notes users can expand upon.

Tick “Disable Detailed View of Standard Notes” where users should not be able to expand on standard free-form case notes.

Tick “Disable View of Attachments” where users should not be able to view any file attachments.

Tick “Disable View of Charges” where users should not be able to expand on notes containing charges.

Tick “Disable View of Generated Documents” where users should not be able to view copies of system generated documents.

Tick “Disable View of outbound emails” where users should not be able to expand on outbound emails.

Tick “Disable View of Scanned Documents” where users should not be able to view scanned documents.

Tick “Disable View of SMS related notes” where users should not be able to expand on SMS related notes

Select any time zone that may be needed for the user if they operate from a time zone different to where the DebtCol server is hosted.

If the user has access to the DebtCol Client Portal, enter their access password where indicated.

Click “Save”.

Restricting Access to Debts

Click “Exceptions” on the navigation bar.

The user can have restricted access to certain debts. These restrictions can be limiting access to debts belonging to certain clients, clients belonging to a pre-defined database or a selection based on a query.

Limit access based on Client Codes

Enter the client code where indicated. If there is more than one client, use the + 

button on the toolbar to add a new row and insert your client code accordingly.

When the user logs in, they will only have access to view debts belonging to these clients.

Limit access based on Database

Select a pre-defined database where indicated.

When the user logs in, they will only have access to view debts belonging to clients associated with this database.

Limit access to debt selection

Use the Query table to build your query statement. This statement is used for the database to gather the debts that the user can have access to and should read like a typical English sentence. Select your options from the drop-down lists and insert your values in the “Value” column.

The Connector column is how each row of the query connects to the previous. As such, the first row can only be “with” or “without”.

The Field is the name of the field to be queried.

The Operator is used in the query to determine if the Field is either:-

  • equal to
  • not equate to
  • greater than
  • less than
  • greater than or equal to
  • less than or equal to

the Value. See the below screenshot for a simple example


IMPORTANT: To capture the value of the current system date, enter @DATE as the criteria value.

When the user logs in, they will only have access to view debts that fit the criteria outlined in the query.

Job Roles can be assigned to users to determine an hourly rate for timed billing activity in the Case Manager. Select the role where indicated.

Where an hourly rate for the user is different to that of their assigned job role, select the default timed billing charge where indicated.

Tip: Right-mouse click the job role field to zoom to the Job Role definition page to create or maintain job roles.

Click the “User Security” button on the side bar.

Specify if the privilege level where indicated.

IMPORTANT: Action Wizards and Commands are also assigned a privilege level. This is to ensure users can only access actions and commands up to the same privilege level. Any actions or commands above the users privilege level will not be accessible to the user via the Case Manager shortcuts field.

Restricting Access to Reports

The user can have restricted access to certain reports. These restrictions can be by limiting access to certain reports, excluding certain reports or disabling access to all reports.

Tip: If the user can access the vast majority of reports, choose the “Reports Allowed” tab. Where they should only have access to a limited number of reports, choose the “Reports DisAllowed” tab.

Reports Allowed

Select the reports the user is allowed to run.

Reports Disallowed

Select the reports the user is not allowed to run.

Disable ALL Reports

Tick “No Reports Allowed”.

User Email Signature

On the exceptions page, you can add a text only signature by typing into the “Text based Personalised Email signature” box


Or you can add a HTML signature with an image. To do this you will need to upload your image by going to Tools> Advanced tools> Signature images and clicking on "Add Files" Browse your PC for the image file and Save. 

You will then need to go into the user file By going into Entities> Users and Logins> Users and entering the user code. 

On the exceptions tab copy the image URL in the "Stored signature Images (on server)" table.


Click the Open Signature Editor button


An Internet explorer box will open like the one below


You need to type the text of your signature in the “Create your email signature” box and add any formatting required


Click on the Image button


The following screen will appear


Enter the URL/path that you copied from the table in the user file. This will link to the image you provided, and click ok.

Click on the Get HTML button


Next, you will need to copy the text that appears in the box, then paste it into the “HTML Signature (HTML code only)” box on the exceptions page. Then press Save


Tip: If you are using this function all users should have a signature made and then any email templates that have signatures in them should be removed. If not removed two signatures will be sent with the emails.

User Groups

Create group profiles that users can be added to. This is a way of grouping users and updating profile changes once via group policies instead of for each user.

User Groups can be assigned to User Profiles. See here for details on creating and maintaining user groups.