User management

Open the User file

To open the user management file, begin by opening LinnéFiler. In the top menu under "Window", select "Show window" and then "Users". 

Log in as an administrator

To manage users you first need to log in as an administrator. When you open the user management file you will see two buttons – one to re-login and one to close the program. Select re-login and type in your administrator user name and password.

If you have not received a log in for user management please contact Fertsoft support (support@ fertsoft.com). 

The first time you log in as an administrator you will be asked to change your password.

After you have logged in you will see a list of active users. If you wish to see all users, use the button “Show all users” in the top menu bar. Likewise, use the button “Show all active users” to only show the active users.

Deactivate/activate users

Only active users can log in to LinnéFiler. In order to deactivate a user, select the user you wish to deactivate and go to the detail page either by clicking “Detail” in the menu or the little arrow next to the name.

On the detail page, you can view more details about the user. To deactivate the user from here, click on the button in the menu. You will be asked to state a reason for deactivating the user (for example, no longer employed at the clinic or parental leave of absence). No user can be permanently deleted as the user’s signature is used in LinnéFiler. To proceed with the deactivation of the user, click OK.

You will notice that the name will now appear crossed out and it is no longer possible to make changer to the user’s record.

To activate the user, repeat the same process.

Register new user

To register a new user click the button “Add new user” in the menu from either the detailed view or the list view. Fill in information about the user. Fields marked with an asterisk (*) are mandatory; you will not be able to add the new user until you have entered information into all the mandatory fields. Click OK to save the user.

Please note that once the user signature has been set, it cannot be changed. You also need to set the user group and in order to use the ToDo system component a group signature needs to be present.

License number / PIN is used for integrations with electronic prescription services.

Once added, the user can log in to LinnéFiler using their new user name and password. However, at first login the user will be asked to change their password.  

Managing user password

Whenever an administrator sets a password, the user is automatically asked to change its password at next login attempt.

This can happen a few ways.

• First time user logs in to LinnéFiler.
• User has forgotten its password so administrator has to change theirs.
• Administrator resets the user’s password.
• Password has expired.

User history

On the user detail page, you are able to view the user history. This consists of the following events:

• Creation date of user
• Password change
• Password change by user
• User deactivation
• User activation
• Any additional note made by an administrator

Changing password at login

As a user, you will occasionally need to change your password for a variety of reasons (mentioned above). You will first log in using your user name and old password, after which you will be presented with a new window asking you to change your password. Note that there may be some password requirements set up at your clinic. The new password cannot be the same as the old password.

After the new password has been saved, the application will close. This is for security purposes, and once you re-launch the program you will be able to log in with your new password.

User management settings

Password expiration date

A password’s expiration date is determined by the time limit set in your Configuration Order. Read more about the Configuration Order here.  The time limit has to be set in days. As an administrator, you will be able to see the expiration date. If the password expiry date has passed, the user will have to change their password at next login attempt.

If for any reason, you wish the user to change their password prior to the expiry date, use the “Reset” button. This will prompt the user to change their password at next login attempt.

Password check

In your Configuration Order you are able to set the following password checks.

• Minimum number of characters
• Number of upper case letters (A-Z)
• Number of lower case letters (a-z)
• Number of numerical characters (0-9)
• Number of special characters (~!@#$%^&*_-+=`|\(){}[]:;'<>,.?/)

A user will not be able to set their new password if it does not meet the password check requirements.

External authentication

For clinics who use external authentication the interface may vary from the rest of the images in this guide. There is no requirement for password or username. However, signature is still required as this is logged in LinnéFiler. You will also need to select group signature if you wish to use the ToDo system component.

Click here to download this guide as a PDF.