Group and module settings


When you create an account on Serviceprotocol.com, a user account and an administrator account are automatically created. Contact us to gain access to the administrator account. Usually one (1) user gets access to that account and prepares and manages the system for the users within the company.

With an administrator account, you add users, set permissions for users and can make a number of settings and adjustments to the system for your needs. Also read My account concerning user permissions and settings.

When new functions are added to the system, you as an administrator need to sign in and set permissions for what the users should be able to do in the new function. Stay up to date by visiting the News page regularly (Sorry! Currently only in Swedish)

How to access settings and user permissions:
  1. Sign in with the administrator account.
  2. Select the portal for which you want to change settings. Your account can be linked to multiple companies or groups.
  3. Click the function for which you want to change settings.
  4. Save the settings.

If you want to access the group- and module settings when you are signed in to the system but on another page, click on the company/group name (at the top of the page to the left), to enter the group.

Setting options are available for a number of functions:

Module settings
  1. Edit article settings
  2. Edit chat settings
  3. Edit contact order settings
  4. Edit customer settings
  5. Edit facility settings
  6. Edit fault report settings
  7. Edit group settings
  8. Edit offer settings
  9. Edit planner settings
  10. Edit print settings
  11. Edit purchase order settings
  12. Edit service object settings
  13. Edit service order settings
  14. Edit service protocol settings
  15. Edit storage settings
  16. Edit time report settings
  17. Edit timer settings
  18. Edit user group settings
  19. Edit work order settings

Group settings = Home page for the group

On the start page for the group – Group settings – you manage users in the group, add integrations, upload registers etc.

  • Enter contact person and address for the group / company
  • Upload logo for the group / company.
  • Add integration with your accounting system and see which EDI connections to suppliers (see Integrations) that have been installed.
  • Select model databases. Selected model categories are displayed in the Model view and when selecting a model during the creation or modification of Service objects.
  • Upload different types of registers.
  • Export registers.

Add, delete and change user permissions

Add new user. Each new user generates a new license. Your charge will change automatically. Read more: Add users

Manage user permissions
  • Click on the user for whom you want to change permissions or settings. Three choices come up. Click the setting you want to change.

    a) Edit permissions.
    Edit permissions gives you a number of different settings for a employee concerning each function in the Service Protocol, such as what is to be displayed to the employee, if they have the opportunity to create, edit or delete orders and documents.

    b) Edit user settings.
    In Edit user settings such as working hours, employment numbers, notifications via e-mail / SMS, etc. can be specified. Here you can also give employees a color code which is then visible in the Planner.
    Here you also can set the options:
  • REMOVE FROM TIME REPORT
  • ASSIGN SELF-CREATED ORDERS AUTOMATICALLY
  • REMOVE FROM ASSIGN (the asset is shown in the assign to-list)
  • REMOVE FROM CHAT
  • ASSIGN ORDERS EDITED AUTOMATICALLY
  • Define WAREHOUSE for the user
  • and more settings


    c) Inactivate
    Inactivate means that the user remains in the system but you do not pay a license for the user. The system handles this automatically. You do not have to report that an employee / user is inactive / terminated. All history for the user is saved. If necessary (due to GDPR for example) the user’s name can be anonymised so you can still keep history and traceability. Contact us and we will fix it!

See also 18. Edit user group settings on how to create groups / departments and add users to them.

Create permission templates

You can create a template for common user permissions. When you then add users, you simply select a template that fits.

To create a permission template, follow these steps:

  1. Go to an existing user and click on Create a new template.
  2. Name the template and click for the permissions to be activated in the template.

You can create multiple templates with different settings.

Of course, you can make changes to the permissions of individual users without affecting the template.

Add new external resource

You can add external users with limited permissions to the system. These are marked with the text (external) in the list of users. Read more about external resources here.

Module settings

1. Edit article settings

Here you can edit:

  • Set amount of default addition on articles
  • Scannable barcode formats
  • Set default article group
  • Set include article group on model search


View settings
Separate time report articles
Show last edit

2. Edit chat settings

Delete and rename chats.

3. Edit contact order settings

Status suggestions
Create status suggestions to speed up notes on your order.

List settings
Choose if to sort on serial number as default or not.

4. Edit customer settings

Customer number min and max length.
Enter a number for the minimum and maximum length of a customer number.

Group settings

  • Auto generate next customer number 
  • Include CustomerID in display name 
  • Show facility instead of customer on list views 
  • Show cost centers 
  • Show order numbers (also applies to orders) 
  • Make the customer’s order number required on orders


View settings
Show service articles
Show work order articles

Create your own custom fields.
Enter a titel on the field. The titel is displayed as a heading for a field in the Customer Register.
Add presets / suggestions. The suggestions will appear when placing the cursor in the custom field area.
Choose if the custom field will be displayed on an overview or hidden for customer user.

5. Edit facility settings

Create your own fields and add presets / suggestions for the fields.

Default service collision time span.
Set the time span for service collisions. Read more about Service collisions under the heading Planned on the page Manage service orders.

Group settings
Invoiced to enabled.

View settings

  • Show service articles
  • Show work order articles 
  • Show facility check points

6. Edit fault report settings

Here you enter the time until a reminder (notification) that a fault report is waiting, is sent to your technicians. If a customer is connected to a special technician / resource, fault reports and reminders only go to that person.

Notifications are sent the same throughout the system. You can choose whether to receive the notice on your mobile, via SMS or via email. Or a combination of these. The settings for this are made by the user himself by clicking on his or her username.

Here you can also create fields for Custom status for Fault Reporting.

7. Edit group settings

Under this tab you add subgroups. The subgroups are then selectable on Work Orders.

Subgroups can be used if the company consists of different companies that have different organization numbers and different invoicing systems. By creating subgroups, all companies / departments can share resources, customers, orders and items. Subgroups can also be used to distinguish between different departments / competencies which can then, for example, be linked to commonly occurring articles within the department / competence.

Custom fields for work orders can be linked to the subgroups by specifying whether these should be included or not. This setting is made under “Edit work order settings”.

8. Edit offer settings

Here you set whether there should be fields for payment terms (days) and default interest (%) on the quote. Enter only numbers in the fields.
If you change terms or interest rates, these will not change on already saved quotes.

9. Edit planner settings
  • Show serial number on bookings
  • Show customer name on bookings
  • Show facility name on bookings
  • Show calendar month 
  • Show calendar week 
  • Show resource day 
  • Show resource month 
  • Always show description 
  • Send notifications on other bookings

Here you also can set Other type color.

10. Edit print settings

Here you choose if your group logo will show in the QR-code

Define your footer settings for prints.

11. Edit purchase order settings

Send to default email
Here you can enter an e-mail address where you want purchase orders to be sent by default.

Priority suggestions
Enter descriptions for priority

12. Edit service object settings

View settings

  • Invoiced to enabled 
  • Rented to enabled 
  • Year enabled 
  • Serial number enabled 
  • Machine number enabled 
  • Auto generate machine number 
  • Contact enabled on service objects

13. Edit order settings
  • Show custom info
    Shows custom info of service object while viewing details of a service order.
  • Show service interval name
    Shows name of the service to be performed in the list of services.


List settings
Sort on serial number as default

14. Edit service protocol settings

Mail settings
Include machine number in PDF filename

Comment suggestions
Add description suggestion

Mandatory self checks
Here you set which self checks that shall be mandatory

+ A various print settings including the header of a service protocol – not listed here.

Comment settings
Transfer comments to new protocol

Print settings
Show images Show full self checks

Signature settings
Use customer signatures
Enables a customer to sign after a regular signature has been made. Logic performed during a regular sign will instead be performed after the customer has signed.

15. Edit storage settings

Here you autogenerate storage.
Autogenerate are done once and then when initializing storage. This is to “sync” all information from the storage in Visma to the warehouse in serviceprotokoll.se. This button is located on the integration with Visma only.

16. Edit time report settings

View settings
Exclude orders from time summation.

Description suggestions
Add suggestions for the description of a days work for the time report.

17. Edit timer settings

Add article number, description and unit for the timer.

  • Default travel distance article
  • Default travel time article
  • Default travel time article

18. Edit user group settings

Here you see all users and can group the users into more groups / departments.

Name the new group and add members to the group by holding the mouse pointer over the “dots” and dragging the user to the group name.

19. Edit work order settings

More detailed information can be found under Work orders.

Here you specify to which e-mail address messages about articles to order, order articles and delivered parts should be sent. The email is sent when the work order is saved, with status information.

Here you can also make settings to facilitate and standardize the filling of orders.

  • Enter description suggestions.
  • Specify measure suggestions.
  • Print settings.
    Show signatures
    Show images
    Show full self check
    Remove prices from print
  • Select list mode settings.
    Sort by serial number as default.
    Set begun on added articles. That is, as soon as you start picking and adding items to a work order, the status is set as started.
    Show sub group shifter.
  • Add fields for Custom status and add your own colors to them. (Here is an example of Own status: Panic order / Hurry / Normal / Passing by).
  • Fast Add Articles for quick addition with article number etc. and which Subgroups these are displayed for (if you use the Subgroups function)
  • Add Custom Fields and specify whether these fields should also appear on subgroups work orders.
  • and a variety of work orders View settings:
  • Show customer comment on order 
  • Show facility comment on order 
  • Show service object comment on order 
  • Disable ready if there are articles to be ordered 
  • Auto assign user when signing 
  • Include custom fields on PDF 
  • Include custom status on PDF 
  • Include creation date on PDF 
  • Require measures to send order 
  • Require service object for signature 
  • Require service object runtime if a counter exists 
  • Require custom status to sign order 
  • Required custom status to save order 
  • Show “Add measure”-button in details view 
  • Require price on all articles 
  • Show address on details view 
  • Show last edit 
  • Require contact information to save order 
  • Require articles from registry 
  • Add model to database 
  • Set default planned date to today