System Settings in ActiveBooks

This section will help you to set particular time zone, date, number and currency format in ActiveBooks.

1.How to open 'System Settings'? Home > Settings > System Settings or Type 'System Settings' in search bar.

2. What are the sections available in 'System Settings'? 2.1 General

• Country: You can set the default country here, this will be fetched when creating new addresses. If your company has multiple branches in different countries, choose the head office location.

• Time Zone: Sets time automatically based on the time zone.

• Language: Sets the global language for the ActiveBooks account. Then language will be changed in all the menus, transactions, masters, etc.

2.1 Date and Number Format

• Date Format: Format in which dates will be displayed. For e.g., dd.mm.yyyy or mm/dd/yyyy. This depends on how dates are formatted in your region.

• Time Format: Format in which time will be displayed. You can choose to show (HH:mm:ss) or hide seconds by setting the option as (HH:mm) .

• Number Format: Format in which numbers will be formatted. For e.g., 1,000 or 1000.00.

• Float Precision: The number of zeros displayed after the decimal point for quantities etc. The range is 2-9. Default is 3.

• Currency Precision: Number of zeros displayed after the decimal point for currency values. If left blank, it will be based on the Number Format.

2.3 Backups In ActiveBooks you can create backup for both database and files. ActiveBooks create database backup automatically. File backups have to be downloaded. Number of backups - This field indicates after which older backups will be deleted. By default, 3 backups are saved over 24 hours. New backups will be created every few hours and the newest backup will overwrite the oldest one.

2.4 Permissions It helps to limit user access to document types. Limitations can be created based on fields such as Company, Territory, Branch etc. Apply Strict User Permissions - If you tick this checkbox and if you have defined user permission for doc type for a user, all the documents where value of the link is blank, it will not be shown to the user. Allow Guests to Upload Files - If you tick this checkbox, It will allow guests to upload files to the system. You can use this if you wish to collect files from user without having to login. Ex: Job Application Web Form

2.5 Security

• Session Expiry: Number of idle hours after which you'll be logged out of a session. This helps in better security. For example, if there is no activity for 6 hours, your account will be logged out.

• Session Expiry Mobile: Session expiry when logged in from a mobile phone.

• Allow only one session per user: If you want to use a single set of credentials for multiple users, tick this checkbox. The number of simultaneous sessions can be changed under User master. Mobile phone sessions are not counted here.

• Allow Login using Mobile Number: By checking the 'Allow Login using Mobile Number' checkbox, you can log in to ActiveBooks using a valid mobile number set in your User account.

• Allow Login using User Name: Allow user login via their username set in the user master.

• Show Full Error and Allow Reporting of Issues to the Developer: This will display the whole error on the screen and allow reporting issues. If you have technical knowledge in this area, you can get a better idea of the error by reading the whole message.

2.6 Password

• Force User to Reset Password: Number of days after which a password reset is mandatory. 0 means no limit.

• Enable Password Policy: Enables a password strength checker so that users have to use strong passwords for their login.

• Minimum Password Score: Score for the password strength checker

  • 2 is medium

  • 3 is strong

  • 4 is very strong

  The complexity is based on the number of characters, capitalization, special characters, etc.

2.7 Brute Force Security

• Allow Consecutive Login Attempts: Consecutive logins after which you'll be locked out of the account for a specific period. This helps if an intruder tries to log in to your account.

• Allow Login After Fail: Seconds after which a login attempt will be allowed after consecutive unsuccessful attempts.

2.8 Two Factor Authentication You can configure settings for Two Factor Authentication by ticking 'Enable Two Factor Auth'. You will see following options.

• Bypass Two Factor Auth for users who log in from restricted IP Address: If checked, users who log in from restricted IP addresses will not be asked for Two Factor Authentication. You can restrict IPs from User master under the Restrict IP field.

• Bypass restricted IP Address check If Two Factor Auth Enabled: If checked, all users can log in with Two Factor Authentication regardless if their IP is restricted or not.

  • Two Factor Authentication method: Select the authentication method to be used - OTP App, SMS, or email.

    • Expiry time of QR Code Image Page: Expiry time for QRCode image if "OTP App" is selected in the method.

Do you Know?

• Two Factor Authentication is an extra layer of security, added to the account to prevent someone from logging in even if they know password.

2.9 Email

• Email Footer Address: Organization name, address, and other details can be added here. This will be set as default in all outgoing mails.

• Disable Standard Email Footer: If ticked, the standard email footer will be disabled for outgoing emails.

• Hide footer in auto-email reports: If ticked, footers will be hidden in Auto Email Reports.

2.10 Chat

• Enable Chat: This option will enable the in-app chat which can be used to communicate with other employees.