General settings – user settings

The General Settings area of IDEXX Animana allows you to configure the basics of your practice. Only the administrator of your account can adjust the general settings. Within the general settings there are specific settings for the users of your system.

User Management

Settings > General Settings > User Management

The User Management screen provides an overview of all the users of your Animana account. To add a new user, click new user at the bottom left of the screen. Note that the user name will automatically increment. Once you click new user a new screen will appear in which you can add user details. Assign a password to this user and complete the new user information.

Code	This is a unique code for the user and is used to identify the user. We recommend that you use the users’ initials. These codes are also shown in the client file and patient file.
Colour	This is the colour of the avatar of this user.
Schedule Group	Set the appropriate schedule group for this user. The group that you select here will be shown as default tab in the diary of this user. You can select a diary group from the dropdown list (options are defined in Settings > General Settings > Diary Groups).
Role	You have to assign a specific role to a user. A role defines what kind of permission a user has in the system. You can create different roles (Settings  > General Settings > Role Management) to block or allow certain possibilities.
Location	Set the default location for the user. If a default location is set, the user will bypass the location select screen when logging in.
Module	This option is no longer in use, leave it empty.
Schedule Book	If a user has an iPhone, it is possible to synchronise a schedule book in the Animana diary to this user´s iPhone diary by assigning a schedule book to a user here. You can select a schedule book from the dropdown menu (options are defined in Settings > General Settings > Schedule Books). Find more information on how to set your iPhone in the following article: Synchronising the diary to your iPhone.

Click save to confirm the new user. You will return to the overview of users. When you click on the pencil behind a user, you can edit their password. When you click on an existing user in the list, you can edit even more fields.

Usertype	If you have different user types set-up in the system, you may assign one here (e.g. “vet”, “nurse”, “other”). This is especially important if the user is a veterinarian and is required to register medication of livestock.
User interface	Here you can set the user interface for this user.
Remarks	This field is for the administrator. It can be used to make a note regarding this user, e.g. a user’s contract hours or personal notes. It is only visible to the administrator, not to the user.
Check on IP	If you wish to lock user access by IP address, enable this setting. When enabled, the user may only log in from one of the IP addresses shown in the list at the bottom of the page. See How to add an IP address if you want to add an IP address that is not in the list.
Active	By default users are active, but you can disable users by marking them as inactive. For instance, you might want to disable old staff members. Marking them as inactive does not delete them and maintains the client and patient history that they may have entered. Once disabled, a user can no longer log-in to the system.
Colour in diary	Each user can be assigned a default colour in the diary, this allows easy differentiation between multiple users. To set a colour for a user, just click the existing colour and use the mouse to select a different colour. Suggestion: use the same colour as the avatar (in Settings > General Settings > User Management.
Scheduling button	With the scheduling button you can set the schedule of the user. After entering a schedule, you can see the availability per day in the diary.
IP addresses	The IP addresses section lists all the IP addresses from which the user has logged in from. When the user setting “check on ip” is enabled, the user can only log in from IP addresses (locations) which are shown in this list.
ICM	Here you can enter information for external accounts. Currently supported are: Medirund, Infokalf, Infovarken and Verin.
Hours	Here you can enter staff contract details, such as start date, end date and contract hours. Changes will have to be made manually.

How to add an IP address to a user

If you have enabled IP checking and wish to add a new IP address to one or more users, go to Settings > General Settings > User Management and at the bottom of the list of users click on add ip-address.

You will now be shown a list of all users and their recent IP addresses from which they have accessed Animana. For each user you can see immediately whether check on ip is enabled or disabled. You can also see if a user is active or not.

At the top of the screen, enter the IP address you would like to add (note that your current IP address will be automatically completed). You may then select to add this IP address to either all users or to an individual user – select your choice from the dropdown list and click save to add the IP address.

User Group Management

Settings > General Settings > User Group Management

For easier account management you can create user groups. User groups are a collection of users, e.g. veterinarians, assistants, reception within your Animana account.

For more information see: How do I set up user groups?

Role Management

Settings > General Settings > Role Management

A newly created user will be able to fully access every part of Animana. If these users are not meant to have full access you will need to change the permissions for their role. In order to restrict access browse to the “Role Management” page, on this page you will be able to disable permissions that prevent unwanted access to specific parts of certain users in your Animana account.  Please continue reading to learn how to create Roles with the appropriate permissions for the employees in your clinic.

Note that the the Roles can be assigned to the users by accessing Settings > General Settings > User Management.

Adding a new role

New roles can be added by clicking add user role at the top left. In the pop-up window, enter a new role name and click save (or close to cancel). The new role will be added as an extra column with default permissions. You should now review and assign appropriate permissions. To rename a role, click the name of the role at the top of the column, enter the new name and click save.

Editing role permissions

Each row represents an area of the Animana system for which you can control access permissions. A green and open padlock represents that the role has permission to access and change this area, a red and closed padlock shows that the role does not have permission in this area. To toggle between the two permissions, simply click the icon.

Permissions

Full access	The ability to access all administration settings such as user management and creation.
Delete client / patient data	The ability to modify entries in client and patient records and permission to delete client and patient records. Once a client has invoices or patients added to them they cannot be deleted, not even if you have full access to the system.
Edit invoice / payment	Permission to edit invoices and payments. Once an invoice is completed you are (officially) not allowed to edit it. You can edit the payment details of an invoice on the day of the payment only. If editing is allowed, you can edit previous payments as well.
Delete invoice / payment	Permission to delete invoices and payments. Again, once an invoice is completed you are (officially) not allowed to delete it. If permission is granted, you can delete payments.
Add sale items / invoices	The ability to register sales and create invoices. Note: excludes ability to adjust prices, surcharge or to provide discounts.
Adjust price / surcharge / discount sale items	The ability to register sales and create invoices, including the ability to adjust prices, surcharge and provide discounts.
Mailing	Permission to create and send mailings.
Standard texts (letter, email, label)	Permission to add, edit and delete standard texts for e-mails, letters and labels.
Reminders	Permission to manage reminders.
Reports	Permission to see reports. Give permission to whoever is managing your stock. Note: this will also give them permission to view some of the financial reports.
Products	Permission to manage product info and price.
Stock	Permission to manage stock.
Financial	Ability to enter financial information and access balance and profit/loss account.
Financial – debtors	Permission to see and manage debtors.
Financial – entry invoices	Permission for entry of purchase invoices.
Financial – entry cash/bank	Permission for entry of cash / bank transactions.
Financial – monthly accounts	Manages the access to the monthly accounting.
Day overview list	Permission to view day overview list.
Day overview	Permission to create and see day overviews.
Day overview – book receipt/withdrawal	Permission to book a cash withdrawal.
Day overview – book receipt	Permission to book a receipt.
Schedule	This permission gives access to view all schedules.
Delete appointment	Right to delete appointments.
Scheduling	Permission to manage employee scheduling.

To change permission, simply click the padlock icon.
To delete a role, scroll to the bottom of the list and click the recycle bin icon beneath the appropriate column.

 Scheduling Types

Settings > General Settings > Scheduling Types

Click on New Scheduling Type to add a new one. You can make several scheduling types, which you can use for scheduling. For instance, you can add schedule types for holidays and shifts.

User Settings

Settings > User Settings

Change password

Settings > User Settings > Change Password

To change your user password enter your current password once and your new password twice.

Note: administrators can also change user passwords via Settings > General Settings > User Management.

User data

Settings > User Settings > User Data

Users can change (some of) their personal information themselves via the user data screen. They can change their own code, name, language, e-mail, mobile, birth date, colour, schedule book and schedule group, icm and their user interface.

You can find an explanation of these settings at the User Management section.

Defaults New Contact

Settings > User Settings > Defaults New Contact

This screen allows you to set personal default preferences for when you create new clients. The settings here are especially useful to save time if you regularly enter clients with similar details. Usually, you would initially set a default country and set the type of contact to client.

Defaults New Patient

Settings > User Settings > Defaults New Patient

This screen allows you to set personal default preferences for when you create new patients. The settings here are especially useful to save time if you regularly add similar patients.

Patient & Herd File Settings

Settings > User Settings > Patient & Herd File Settings

This screen allows you to customise the default view of patient and herd files in Animana to your preference by setting the filter options of these files differently.

For more information see: How do I adjust the default view of the patient file and herd file?