Administration & Settings

Configuring Company Settings and Logo

The Settings page is organized into expandable accordion sections. Access it by clicking the gear icon → Settings.

Available accordion sections:

• Company Info — name, address, phone, email. This information appears on all printed and emailed change orders. Keep it current.
• Tenant Branding — primary and accent color pickers with a live preview. Changing these updates the app's color scheme for your entire account. All users see the updated branding immediately.
• Logo — click Upload Logo to add or replace your company logo.
  • For JPG or PNG files, a crop tool appears with a 3.5:1 ratio frame (560×160 px). Adjust and click Crop & Save.
  • SVG files skip the crop step and are saved immediately.
  • The logo appears on all printed COs, emailed documents, and the PDF output.

Setting Up SMTP Email Configuration

SCOPE sends all outbound emails (COs, signing requests, RFIs, bid invitations) through your own SMTP mail server. This ensures emails arrive from your company domain, not a generic sender.

1. Click the gear icon → Settings.
2. Expand the Email Settings accordion.
3. Fill in your SMTP details:
   • SMTP Host — your mail server hostname (e.g., smtp.gmail.com, smtp.office365.com).
   • SMTP Port — 587 for TLS (recommended), 465 for SSL.
   • SMTP Username — your full email address or account username.
   • SMTP Password — your email account password or app-specific password.
   • Sender Name — the display name recipients see (e.g., "Acme Electrical").
   • Sender Email Address — the From address (e.g., [email protected]).
   • Encryption — select TLS or SSL to match your port selection.
4. Click Save.
5. Click Send Test Email to verify the configuration. Enter an email address and confirm the test message arrives.

Managing Users and Roles

Managing Users:

1. Click the gear icon → Administration → Users.
2. Click Add to create a new user account. Set username, password, and assign a role.
3. To change an existing user's role: click the user row → Edit → change the Role dropdown → Save.
4. To deactivate a user: click the user row → Edit → toggle the Active switch to off → Save. Inactive users cannot log in but their records are preserved. To permanently remove a user, click Delete.

Managing Custom Roles:

1. Click the gear icon → Administration → Roles.
2. Click Add to create a new custom role.
3. Name the role and check the permissions you want to grant from the 10 available keys:
   • view_all, create_edit, delete_records, upload_attachments
   • sign_change_orders, manage_proposals, manage_users, manage_roles
   • restore_records, manage_settings
4. Click Submit.

The five built-in roles — Admin, Manager, User, Employee, and Contact — are read-only and cannot be edited. Admin provides full system access; Manager handles full document management without user administration; User can view and manage proposals without admin rights; Employee is for internal staff with create/edit access; Contact is for external client portal access (sign COs only).

Viewing the Audit Log

The audit log is a complete, append-only record of every significant action taken in SCOPE. Use it to investigate unexpected changes or verify who did what and when.

1. Click the gear icon → Administration → Audit Log.
2. Each entry shows: Timestamp, User, Action Type, and Details (which record was affected).
3. Use the Action Type filter to narrow results. Tracked actions include:
   • CREATE — a record was created.
   • UPDATE — a record was edited.
   • DELETE — a record was soft-deleted.
   • RESTORE — a record was restored from the Recycle Bin.
   • SIGN — a CO was signed internally.
   • HARD_DELETE — an attachment was permanently deleted.
   • PASSWORD_RESET — a user's password was changed.
   • UNLOCK — a locked account was unlocked.
   • LOGIN — a user logged in.
4. Use the search to filter by username or record name.

Using the Recycle Bin

Deleted jobs, change orders, and attachments are soft-deleted — they go to the Recycle Bin rather than being immediately and permanently removed. This gives you a safety net for accidental deletions.

Restoring a deleted job or CO:

1. Click the gear icon → Administration → Recycle Bin.
2. Find the deleted job or CO in the list.
3. Click Restore. The record reappears in its original location immediately.

Restoring a deleted attachment:

1. In the Recycle Bin, click the Attachments tab.
2. Find the file and click Restore. It reappears on its original CO.
3. To permanently delete an attachment (irreversible): click Permanently Delete and confirm.