System

Company Details

The logo and details entered here will form the header for all documents printed from your Vet-One system (eg invoices, consent forms). Please be sure to keep these details up to date!

Company Logo

The company logo will appear on the header for printed documents, but also in the top left-hand corner of your Vet-One screens. Click the "Attach Company Logo" button, then "Attach Picture" and "Choose File" to browse your computer for the image you would like to upload. A size of px x px is recommended, and the file can be no larger than 3072kb. When you have chosen your image, click the "Save Changes" button.

For help editing the details and logo of individual branches, please read the System#Site Management file.

External Resources

Group Management

About Permission Groups

Groups are created to make the administration of users easier. People within the same Group have the same permission and authority level. There is no limit to the number of groups you can create but it is sensible for the groups you choose to reflect the structure or functional requirements of the organisation. For example, groups set up along the lines of Vet, Nurse, Receptionist and Administrator would allow all Nurses (anyone who belonged to the Nurse Group) to the same permission to see and do things. They would probably be denied the permission to change prices or set pricing strategy, these being reserved for anyone within the Administrator Group.

A user can belong to one or more groups. If they belong to more than one group, the user will inherit permissions from all the groups they belong to.

Vet-One is divided into functional modules. These can be switched on or off or made visible or invisible to a particular group of users to control the permissions for that group.. Functional management modules include:

• Animals
• Appointments
• Clients.
• Communications.
• Dispensary
• Financial
• Large Animals.
• Products and Services
• Referrals
• Stock Management
• System

To be able to set permissions and create groups you must already have the permissions to do so.

Creating Permission Groups

From the Group Management page click the "Create Group" button. Supply a name (such as "Nurses") and description, then click the "Create Group" button again.

Back at the Group Management page, click the name of the Group and the "Edit Group Permissions" button to begin adding permissions. You will see that all permissions are denied as default. To allow access to a module, select the radio button beside its name in the "Allow Access to Module" column. Users in this group will now be able to see that module's icon on the main Vet-One Page.

However, all permissions within this module will still be denied by default. Click the module's name to bring up a detailed list of permissions specific to it. Click the "Edit Permissions" button at the bottom of the list to begin allowing them.

You can specify to allow permissions for all sites, or users' home sites only. Select the radio buttons beside a permission beneath either of the columns to allow it, then click the "Save Changes" button at the bottom of the screen.

Please note that a user will not experience the change in their permissions until they have logged out and back in to Vet-One.

Editing Permissions

From Vet-One's Main Menu, navigate to the System module (bottom right hand corner):

Once within the System menu, click on "Permission Group Management": 

Select the permission group you wish to edit, in this example the group "Nurses" will be edited:

Arriving at the Group Setup screen, click on the permission category you wish to change. In the example below the user has selected Financial permissions: 

At the foot of the next page, click on the button labelled "Edit Permissions":

It is now possible to specify which actions can be performed by members of the Nurses permission group within the Financial module.  Permissions can be granted at no sites, only the user's home site or at all sites; In the example below, members of the Nurses group will now be able to delete invoices at all sites:
Before

After

Once you are happy with your changes, scroll to the foot of the page and click "Save Changes":

The screen will update to display that this permission has been granted at all sites:

PLEASE NOTE: In order for these effects to take place you must now log off and on again!

Logging Management

Access Log

The Access Log allows you to view the most recent login attempts to your system. Information provided includes the date and time of login, the account used, the site accessed, the IP address the login was performed from and the access type (e.g. whether the login was successful or not - reasons for unsuccessful login include incorrect password use).

Branch Management

Access branch management by clicking on the System icon and then the Branch Management icon.  Then, either select a branch to edit its details or create a new branch.

Branch Details

The branch details screen holds branch information such as address, phone / fax number, email etc.  This information will also be used to populate fields on company invoices and other practice documentation so it is important that it is correct.

To edit any branch details, click the "Edit" button and when you have made the desired changes.

Click the "Save Changes" button.  A list of the editable fields can be seen below:

You can also edit your branch logo, which will appear within the system and again, on practice documentation generated using Vet-One.  To do so, click on the "Edit Logo" button (seen in the above image, alongside the "Edit" button.

You will be presented with an option to edit or delete the logo:
  

Selecting delete will remove any existing logo from the system and selecting edit will take you to a screen allowing you to browse your local hard drive and add an image of no more than 9765KB. When you have selected the image you wish to use, click "Save Changes":
 

Branch Options

Specific options can be set for each of the company's Vet-One branches (such as invoice messages for payment terms etc.). Click the "Edit Options" button:

When you have made the desired changes, click the "Save Changes" button.  A list of the editable fields can be seen below:

Themes

Vet-One comes with a selection of attractive colour themes for your use. Whether you're looking for a way to distinguish between the branches of your practice or are just looking for a way to brighten up your display, Themes are quick and easy to use.

To change themes, your account must have permission to view the System section of Vet-One.

From the main Vet-One page, select System, and Site Management:

You will be presented with a list of your practice's branches - click the name of the branch you would like to change the Theme for. At the bottom of the page, click the "Edit Options" button. Use the drop down list to select one of the listed Themes.

Click each of the pages below for a preview of that Theme.

Default		Apple
Leonardo		Coffee
New Style		Cherry
Ocean		Purple Mist

Once you have settled on a Theme, press the "Save Changes" button. You can change the Theme again at any date, so try a few until you find the right one for your practice.

Request a Theme

If you have an idea for a Theme - for instance one to match your practice colours - please drop us an email on support@vet-one.co.uk with a detailed description, and we'll get back to you!

User Management

Active Users

Currently logged in users are listed here, along with their login time and IP address. To kick a user from the system, select the radio button beside their name and click the "Kick User" button.

Create New User

From the User Management page, choose to "Find from list of users", and click the "Create New User" button at the bottom of the page.

When you are done, click the "Create User" button.

IMPORTANT: 
ONCE YOU HAVE MADE YOUR NEW USER, YOU MAY WISH TO ADD FURTHER PERMISSIONS. 
PLEASE SELECT THEIR NAME FROM THE USERS LIST AND ADD THEM TO SOME PERMISSION GROUPS OR THEY WILL NOT BE ABLE TO SIGN IN.

Adding Permissions

It is very important that you add the new user to at least one permission group before you proceed, as they will not be able to log on to Vet-One until they have been.

Scroll down to "User Management Overview - Member of groups" and click the "Add Group" button.

From the next list, use the radio button beside the name of the group you would like to add them to, and click the "Add Group" button.

The user can be removed from a group at any time by selecting the radio button beside its name on the list of joined groups, and clicking the "Remove Group" button.

For more information on Groups, check the Permission Groups help file.

User Options

Most of the individual user options are covered by the System#Site Options. However, these options allow you to override the Site defaults and tailor some aspects of Vet-One to each user.

Access Rules

Access Rules allow you to control a user's access to the system by specifying certain criteria.  For instance, you may choose to specify that a user has access to the system between the hours of 7am and 7pm, Monday to Friday, and only from the practice computers.

The example below outlines how to add different types of access rule to a user's account:

1. Start by navigating to the relevant user’s “Overview” page (System > User Management > Find from list of users):
   
   
   
2. Near to the bottom of the user overview, you will see a section entitled “User Management Access Rules” and beneath that a button labelled “Create Rule”.  Click on it:
   
   
   
3. Now follow the steps below to add a network IP address and create the rule for the user:
   
   1. Select “Network IP address” using the radio button
   2. Input the IP address
   3. Click “Create Rule”
   
   
   
4. The access rule will now appear on the user overview screen:
   
   
   
5. If you wish to add to it, click “Add to rule”:
   
   
   
6. You can then add any other criteria you desire, such as access only being permitted between certain times of day:
   
   
   
7. Again, when you’re ready, click “Create Rule” and you will return to the user overview where existing rules can be viewed.  If you wish to remove a rule, select it using the radio button to the left of its name and then click “Delete Rule”:
   

Trusted Users

Setting another user as a Trusted User will allow them to log into your account quickly and without a password.

From the main Vet-One page, go to System, then User Management. Find the user you would like to specify some Trusted Users for from any of the search options, and scroll down to the Trusted Users section of their page.

Click the "Add Trusted User" button, then select the radio button next to the name of the user you would like to give access to your account, and click the "Add Trusted User" button again. The user will be added to the list, and can be removed at any time by using the radio button beside it.

Once the newly added user has logged into their account again, they will be able to switch over to your account using the new drop-down menu present above the quick links navigation bar on the left side of the screen:

Please note that unless you are on a user's list of Trusted Users, you will not be able to access their account in this way, and they will also not be able to access theirs without logging in normally.

Remote Sites

In order for a user to access additional Sites (as may have been set up for different Branches of the Practice) they must be specified here.

Personal Details

Here you may change the details and options for your login account (this function is also possible for any account via User Management, given that your account has the appropriate permissions).

Passwords

Passwords are case sensitive.