User Accounts

Access to CLIFF is controlled through user accounts. Before a person can sign in to CLIFF they must have a valid user name and password. The account information for a user defines what CLIFF functions they may access, their level of authority, and what Office(s) they belong to.

CLIFF has a few special accounts that you should be aware of:

  • ADMINISTRATOR - This is a permanent account which is used for initial set-up of CLIFF. The ADMINISTRATOR account is the highest level of security in your Organization and provides full access to all functions and data in your Organization. This account should be used as a controlling account and not be used for day to day activities in CLIFF. You may assign administrator privileges to individual accounts as required.
  • DEFAULT - This account defines the default configuration for new user accounts. You may customize the DEFAULT account with your organization's typical user configuration except for the user name, initials, and password.

Create Account

Updated in Version 5.2

To Create a User Account


  1. Choose User Accounts from the Administration menu. The following window is displayed.


  2. If the account you want to create is similar to an existing account, click the duplicate button for that account.
    OR
    Click New Accont to create a duplicate of the DEFAULT account.
    The new account is created and displayed in a form similar to the following.

  3. Enter the data fields as follows:
    • Enter a unique User Name for the account.
    • Enter the Password for the account. The user may change their password as required through the user preferences. You must enter a password at least as long as the minimum required. If your form does not show the Password field, passwords are managed outside of CLIFF for your Organization.

  • If this account requires Administrator access to view the CLIFF usage, or all confidential Logs, then select this option.
  • Enabled You may enable or disable an account until you are ready to implement its use by simply clicking the checkbox.
  • Password error count The number of times the user may enter an invalid password before the account is disabled. If your form does not show the field, passwords are managed outside of CLIFF for your Organization.
  • Enter the user's information such as name, email account and phone. If initials are to be used for date stamping then the user's initials must be entered.
  • Email Account If the user is to be allowed to send email from CLIFF, a valid email account must be entered.
  • Timeout CLIFF has a default timeout for every connected user. If the user needs a different timeout -- shorter or longer -- than the default, enter it here in minutes.
  • Before setting the Default Office, select the offices the user will have access to. Select offices from the Available Offices list and use the arrow buttons to move offices to Offices User may Access. Note that only offices that have not been assigned are shown in the Available Offices list.
  • The Default Office is the office that the user starts in when Signing in to CLIFF. The user may change the setting through the user preferences.
  • Function Access - You may selectively give the user access to special functions in CLIFF by clicking the appropriate check boxes.
    • Distribution Lists - allowed to create Distribution Lists.
    • User Maint - allowed to access the User Maintenance.
    • App Preferences - allowed to access the Application Preferences
    • Table Maint - allowed to access the lookup tables for pop-up selection lists
    • Import Data - allowed to import Logs into CLIFF. Note that this is different than importing attachments to a Log.
    • Send Email - allowed to send email. Note that a valid email account must be entered for this option to be accepted.
    • Statistic Report - allowed to run statistical analysis reports.
    • Duplicate Log - allowed to duplicate Logs.
  • Data Access - You may specify what data the user may access.
    • Closed Log - allowed to update a Closed Log that is outside the grace period.
    • Delete Referrals - allowed to delete Referrals
    • Delete Logs - allowed to delete Logs
    • Exchange Logs - allowed to accept Logs from other CLIFF Organizations or web forms.
    • Audit Trail - allowed to access the audit trail. Note that this is different than the Log audit trail.
    • Replace Value - allowed to access Replace Value
    • Restricted - only allowed to access their default office
    • Read Only - no update access to any CLIFF data
  • Preferences - The default preferences to be assigned to the account.
    • Template - the default template
    • Default Sorts - the sorts to always be applied
    • Auto new Log - automatically open a new blank Log when saving a new Log.
    • Confirm Deletions - present a confirmation dialog whenever deleting a Log or Referral
    • Do Duplicate Search - set the default to automatically do a Duplicate Log search when entering new Logs. Note that the user may toggle this on and off as required from the Log input form.
    • Active Period - specify the number of days in the user's Active period.
    • recs per page - the number of records to display per page when listing Logs or Referrals.
    • length fields - the number of characters to be displayed in the list screens for the specified fields.

  • Click Save. 

    • Managing Accounts

    The user accounts in your Organization are managed through the User Accounts list which gives you access to creating, modifying, and deleting accounts.

    To Open the User Accounts window

    1. Choose User Accounts from the Administration menu. The following window is displayed.


      Depending on the number of users defined, CLIFF will show all the users at once or break down the list based on the first letter of the user's last name. Clicking on the letters of the alphabet at the top of the window, users with a last name starting with the clicked letter will be displayed. You may also sort the list by Account or Last Name by clicking the appropriate choice at the top of the window.

    To Create a New User Account

    To Modify a User Account

    1. Open the User Accounts window if not already open.
    2. Click on the user account to be changed.
    3. Modify the data fields as required. See Create Account for information on setting user account options.

    To Duplicate User Account

    1. Open the User Accounts window if not already open.
    2. Click the button for the user account to duplicate. A new account with exactly the same settings will be created. Note that you cannot duplicate the ADMINISTRATOR and DEFAULT accounts.

    To Export User Accounts

    1. Open the User Accounts window if not already open.
    2. Click the Export link in the top right hand corner.
    3. Depending on the web browser you are using, you will be prompted to confirm the download. Click the appropriate button to confirm the download. A file names users.txt should be in your download directory.

      To Import User Accounts

      1. Open the User Accounts window if not already open.
      2. Click the Import link in the top right hand corner. The following form will be displayed.

      3. Click the Browse button to select the file to import.
      4. Enter the password to be assigned to the imported accounts.
      5. Click Import

        To Delete a User Account

        1. Open the User Accounts window if not already open.
        2. Click the button for the user account to delete. Note that you cannot delete the ADMINISTRATOR and DEFAULT accounts.