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System Administrator: quick reference cheat sheet
Quick links and admin task checklist.
11 Tem 2026
Quick navigation
| Task | Link |
|---|---|
| Users & Accounts | Open in Usystems |
| Roles & Permissions | Open in Usystems |
| System Settings | Open in Usystems |
| Audit Trail | Open in Usystems |
| Backup & Data | Open in Usystems |
| Security Settings | Open in Usystems |
User creation checklist
- Full name entered
- Work email address confirmed
- Role assigned (Accountant, HR Officer, etc.)
- Start date set
- Invitation sent
- User confirmed login and changed password
- User can access their role's menus
- User's manager notified of access
Common roles and permissions
| Role | Can Create | Can Approve | Can View | Can Edit Settings |
|---|---|---|---|---|
| Accountant | Invoices, Bills, Payments | Invoices, Bills (if delegated) | All financial docs, Ledger | No |
| Sales Manager | Invoices, Sales Orders | Invoices (if delegated) | Sales docs, Reports | No |
| HR Officer | Employees, Leave requests, Payroll | Leave requests, Payroll | HR docs, Reports | No |
| Warehouse Staff | Goods received notes | N/A | Inventory, Stock levels | No |
| Admin | Everything | Everything | Everything | Yes |
User status management
| Action | When | How |
|---|---|---|
| Create user | New hire | Navigate to Users, click Add User, fill details, send invite |
| Modify permissions | Role change | Navigate to Roles, select user, check/uncheck permissions, save |
| Reset password | User locked out | Navigate to Users, find user, click Reset Password; user gets email |
| Deactivate user | Employee departing | Navigate to Users, click Deactivate; data preserved for audit |
| Reactivate user | User returns (rare) | Navigate to Users, click Activate |
System admin tasks (daily/weekly/monthly)
| Frequency | Task | Why |
|---|---|---|
| Daily | Check system status | Catch outages early |
| Daily | Review error logs | Spot integration failures |
| Weekly | Audit user access | Detect unauthorized activity |
| Weekly | Check backup status | Ensure recovery readiness |
| Monthly | Review and export backups | Compliance & disaster recovery |
| Monthly | Test password reset | Verify security workflows |
| Quarterly | Test backup restoration | Full recovery confidence |
| Annually | Security audit | Refresh policies & access review |
Common abbreviations
| Abbr. | Meaning |
|---|---|
| 2FA | Two-Factor Authentication |
| API | Application Programming Interface |
| صلاحیتها | Permissions |
| 2FA | تأیید دوعاملی |
| IP | Internet Protocol address |
Security best practices
- Always deactivate, never delete users (preserve audit trail).
- Limit admin access to minimum necessary people.
- Change passwords every 90 days (or per policy).
- Require strong passwords (min 8 chars, mixed case, numbers, symbols).
- Enable 2FA for admin accounts (if available).
- Review login activity monthly for anomalies.
- Back up data daily or per your backup schedule.
- Test backup restoration quarterly.
Troubleshooting quick ref
| Problem | Check | Fix |
|---|---|---|
| User can't log in | Is user active? | Deactivate/reactivate or reset password |
| User sees wrong menus | Does role match their job? | Update user's role |
| Missing data after user left | Did you deactivate? | Never delete — deactivate always |
| System running slow | Database size? Backups running? | Check system status; move old data to archive |
| Backup failed | Disk space? Credentials valid? | Check backup logs; increase storage or fix auth |
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