Account Settings

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Once the account has been created, the account settings allow users to review the details on how the account is setup.  Administrators will have the ability to review and edit appropriate fields.

Review account details

  1. Expand your profile icon on the menu bar.
  2. Select the “Account Settings” option.

Edit account settings

  1. Select the “Edit” button in the Account Details section.
  2. Populate the fields.  Data fields with an asterisk (*) are required.

The Account Settings displays the logo, account settings and data retention policies.

  • Account Settings

    • Name*: Enter the name of the account.
    • Billing Email Address*: Enter the primary billing email address for the account. This is used for billing inquiries, invoices, and receipts.
    • Support Email Address*: Enter the email address that is notified for all new and unassigned support tickets. Unless you have an internal staff member, IT department, or partner contractor who is supporting your tickets and has access to your account, please use Support@Assetas.com.
    • Time Zone*: Select the default time zone. This account-level time zone is applied for scheduled jobs and users who do not set their own time zone in their preferences.
    • Comments: Enter any comments you would like to store for this account.

  • Logo

    • Upload a New Light-Theme Logo: The primary logo or representative image for the account. The recommended size is 1024 x 768 pixels. 
    • Upload a New Dark Theme Logo: The dark-mode logo or representative image for the account. The recommended size is 1024 x 768 pixels. 

  • Password Preferences

    • Lowercase Character Required: The password must contain a lowercase character. This preference may not be changed.
    • Uppercase Character Required: The password must contain an uppercase character. This preference may not be changed.
    • Digit Required: The password must contain a digit. This preference may not be changed.
    • Special Character Required: The password must contain a special character. This preference may not be changed.
    • Disallow Common Passwords: Commonly used passwords are not allowed. This preference may not be changed.
    • Minimum Length*: The minimum number of characters that must be in a password.
    • Expiration Days*: The number of days that a password will be valid. The user will be prompted to change their password after the expiration.
    • Reuse*: The number of previous passwords that are not allowed for reuse.

  • Report Preferences

    • PDF Export Page Size: The page size of a report when exported as a PDF.
    • PDF Export Page Orientation: The page orientation of a report when exported as a PDF.

  • Auto Logout

    • Maximum Idle Time (minutes)*: The maximum number of minutes a user may be idle before they are automatically logged out. Select “Never Automatically Logout” or the number of minutes.

  • Default Values

    • Default Asset Status: The default status to apply to newly created assets.

  • Email Messages

    • Use Defaults: Click to use the recommended maximum message defaults, which will vary based on the type of subscription plan.
    • Daily Maximum: Choose the maximum number of email messages that can be sent each day.
    • Monthly Maximum: Choose the maximum number of email messages that can be sent each month.

  • SMS Messages

    • Use Defaults: Click to use the recommended maximum message defaults, which will vary based on the type of subscription plan.
    • Daily Maximum: Choose the maximum number of SMS messages that can be sent each day.
    • Monthly Maximum: Choose the maximum number of SMS messages that can be sent each month.

  • Data Retention

    • Use Defaults: Select this option to set all data retention values to match Assetas recommendations, as listed below.
    • Action Log Retention*: Enter the number of days to keep in the action log. This log records each page visited by each user. The minimum number of days allowed is 7 days.
      • Assetas recommends setting the Action Log Retention to 90 days. This will allow administrators to validate what employees are viewing in the system within a timeframe that is useful, without accumulating storage space unnecessarily.
    • Asset Change Log Retention*: Enter the number of days to keep in the asset change log. This log records the high-level changes to each asset. The minimum number of days allowed is 30 days.
      • Assetas recommends setting the Asset Change Log Retention to ‘Keep Forever’, which means the Asset data will be kept indefinitely. It is often critical to understand every change completed for an asset record.
    • Data Change Log Retention*: Enter the number of days to keep in the data change log. This log records every insert, update, or delete to the data. The minimum number of days allowed is 7 days.
      • Assetas recommends setting the Data Change Log Retention to ‘Keep Forever’, which means the Asset data will be kept indefinitely. This will log every change to every table, excepting the log tables and can be used to resolve critical questions.
    • Data Import Log Retention*: Enter the number of days to keep in the data import log. This log records the status information for each data import and the raw import data. The minimum number of days allowed is 7 days.
      • Assetas recommends setting the Data Import Log Retention to 30 days. This will allow users to validate each import immediately after to ensure records were correctly created or updated, without accumulating storage space unnecessarily.
    • Outbox Retention*: Enter the number of days to keep items in the outbox before they are permanently deleted. The minimum number of days allowed is 7 days.
      • Assetas recommends setting the Outbox Retention to 90 days. This will allow administrators to review sent messages when needed, without accumulating storage space unnecessarily.
    • Recycle Bin Retention Log*: Enter the number of days to keep items in the recycle bin before they are permanently deleted. The minimum number of days allowed is 7 days.
      • Assetas recommends setting the Recycle Bin Retention to 90 days. This will allow administrators to restore unintentional deletions if needed, without accumulating storage space unnecessarily.
    • Report Log Retention*: Enter the number of days to keep in the report log. This log records every report run by each user. The minimum number of days allowed is 7 days.
      • Assetas recommends setting the Report Log Retention to 730 days (i.e., 2 years). This information is often used to optimize the report list by understanding which reports are (not) being used and by whom.
    • Scheduled Job Log Retention*: Enter the number of days to keep in the scheduled job log. This log records the status of the execution of each scheduled job. The minimum number of days allowed is 7 days.
      • Assetas recommends setting the Scheduled Job Log Retention to 90 days. This will allow administrators to track the success of scheduled jobs and address any issues in a timely manner, without accumulating storage space unnecessarily.

Account Metrics

  • The Subscription Plan Information displays the current subscription plan for Assetas access, including the number of user licenses included and the subscription date.
  • The Payment Information defines how invoicing is processed.
  • The User displays the number of users active in the account and the number of users that can be added to the account, based on the subscription plan.
  • The Storage Usage displays how much storage has been used and how much storage is available, based on the subscription plan.
  • The Daily Email Quota and Monthly Email Quota display how many emails have been sent as compared with the limit.
  • The Daily SMS Quota and Monthly SMS Quota display how many SMS message have been sent as compared with the total amount allowed.
  • The Document Analysis and Telemetry Analysis controls display how many analysis processes have been completed compared with the total amount allowed.
  • The Custom Forms displays how many custom form type(s) are in the system as compared to what your current plan allows.
  • The Custom Reports displays how many custom report(s) are in the system as compared to what your current plan allows.
  • The Custom Workflows displays how many custom workflow(s) are in the system as compared to what your current plan allows.
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