Version : Business Enterprise Advanced
Environment : Web Android IOS
Status : User Manager Accountant Administrator
1. Changing a user's profile
When a user needs to change profile, this modification can be impossible because of expense reports still "In progress" (blue status). To prevent this problem, it is possible to plan this modification.
In the context of a coworker's profile change, you need to follow these steps.
To begin with, go to your Settings / Advanced settings / Users and then open the file of the user who needs to change profile.
Inside the file, in the "General information" subsection, in the "Profile" line, press "change".
Then, N2F will propose two possibilities.
1. You can try and change the profile immediately, which will be possible only if the coworker does not have any expense report "in progress". If this is what you want to do, tick this box and then save.
2. If, however, the coworker still has "in progress" expense reports, you can find here the process you need to follow in order to schedule this profile change.
1. Tick "Schedule change"
2. Choose the date of application of this change
3. Choose which will be the user's future profile
Reminer : if expense reports are still "in progress", it is impossible to change the user's profile. Here is how to block the creation of new expense reports:
4. Choose the date from which the user will no longer be able to create new expense reports.
5. Once all fields have been filled in, press "Save".
If you go back to the user file, you can see that a profile change is impending:
And once the profile is changed, the user will receive the following email:
2. Changing a user's company
When a user needs to change legal entity, this modification can be impossible because of expense reports which have not been accounted yet. To prevent this problem, it is possible to plan this modification.
To begin with, go to your Settings / Advanced Settings / Users and then open the user file of whom you wish to change the company.
Inside the file, in the "Hierarchy and administrative" subsection, in the "Company" line, press "change":
N2F introduces two possibilities.
1. If all the expense reports have been booked and you wish to immediately change profile, tick this box, enter the new legal entity and structure, and then save.
2. If, however, the user still has expense reports that have not been accounted yet, you can define a date from which they will no longer be able to enter new expense reports and schedule the change of entity by paying attention to the following procedure:
1. Choose "Schedule change"
2. Choose the date of application of this change
3. Choose which will be the user's future company
4. Choose which will be the user's future structure
5. Choose the date from which the user will no longer be able to create new expense reports.
6. Once all the fields have been filled, press "Save".
If you go back to the user file, you can notice that a company change is pending:
Once the current company is assigned, the user will receive this email :
