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How to edit user profiles?

  • Updated

The user details may need to be modified for various reasons such as a change of contact details, change in a project resulting in a change of cost centre or task, change of role, change of approver, or to fill in additional or missing information. 

MobileXpense provides various ways in which you can edit a user profile: 

  • Edit a user profile 

  • Edit selected users 

  • Edit using the updated CVS file for mass updates 

Editing a user profile 

You can modify specific user settings in the User profile tab.   

To edit a user’s profile 

  1. On the MobileXpense home page, click the User profiles tab. The User profiles page is displayed. 

2. Use the basic or advanced search to search through the existing users. A list of users matching your search criteria is displayed. 

3. Click the row corresponding to the user whose profile you want to edit. The profile of the selected user is displayed.  

Modify the editable fields in the following sections: 

Section 

Fields and description 

User profile 

  • User Status: Active or Inactive.  

Note: An inactive user cannot access the application. An inactive user is not displayed in search results and cannot be indicated as a deputy or an attendee. The user status is set to inactive after three unsuccessful login attempts. 

  • Login: Unique value that MobileXpense uses to identify a user. You cannot modify this value from the user profile page. To learn how to modify this value, refer to Login Management.   

  • Title: Salutation prefixed to the user name. 

  • Last name and First name: Last name and first name of the user. 

  • Internal reference: Value that is used to identify the employee. This value is often used in the accounting files as employee supplier account number. 

  • Language: Default language of the employee. The user can also select the language preference. 

  • e-mail: E-mail address of the employee. 

  • Secretary e-mail: E-mail address of the secretary. This field is used if the e-mails generated by the application are to be sent to the secretary. The secretary is copied on these e-mails.  

Note: Password-protected e-mails are not sent to the secretary. 

  • Office Phone, Mobile, Fax, and Traveller’s Reference: Based on your company preference, these fields can be mandatory or optional. 

Organisation 

  • Cost centre: Default cost centre linked to the user. To view the previous, current, and future cost centres, click the History link. In the Cost Centre History dialogue box, you can also schedule a cost centre change.  

Note: When you update the employee cost centre directly in the User profile tab, the cost centre is changed immediately. If you want to indicate another date (in the past or the future), click the History link and make the change in the Cost Centre History dialogue box. The cost centre start and end date in the user profile is compared to the transaction date to determine the (default) cost centre of the transaction. On changing the cost centre to a past date, the expense is billed to the cost centre that existed when the transaction was submitted. 

  • Task: Default task linked to the employee. All employee transactions are linked to the selected task.  

Note: Task changes cannot be scheduled for future or past dates. 

  • Vehicle: License number of the vehicle currently being used by the employee. To view all the previous and current vehicles, click the History link. In the Vehicle dialogue box, you can schedule a vehicle change. For more information about vehicle, refer to Vehicle.