Accessing Current Users Screen
The primary method to view active users is through the Current Users screen, which provides comprehensive information about all users currently signed into the system. To access this:
- Log in to Sage 300 desktop as an administrator
- Navigate to the Help menu
- Select "Current Users" option
Understanding User Information Display
The Current Users screen displays detailed information about two types of users:
- Users signed in with LanPak or Integration Access Pack (IAP) licenses
- Users signed in without licenses (such as timecard users)
Screen Details and Options
When viewing the Current Users screen, you can access the following information:
- Username of active users
- Type of access (classic desktop or web screens)
- Maximum number of concurrent users allowed
- Current number of users signed in
- Contact information for each user
To view additional details about user activities, enable the "Show screens users have open" option, which displays:
- Company database being accessed
- Specific screens opened by each user
- Timestamp of screen access
- User identification and contact details
User Activity Reporting
Starting with Sage 300 v2023, a new User Activity Report feature provides enhanced tracking capabilities.
Enabling Activity Logging
To activate user activity tracking:
- Access Database Setup screen
- Locate "Enable User Activity Logs" checkbox
- Enable the feature to begin recording
Tracked Activities
The system monitors several key activities:
- Login and logout events
- Screen opening and closing
- User eviction events
Monitored Modules
The activity tracking covers essential modules:
- Accounts Payable/Receivable
- General Ledger
- Inventory Control
- Order Entry
- Purchase Order
- Project Job Costing
- Bank Services
- Tax Services
- Administrative Services
- Common Services
Managing Active Sessions
Administrator Capabilities
As an administrator, you have specific powers to manage user sessions:
- View all currently active users
- Force sign-out users with LanPak licenses
- Monitor both classic desktop and web screen users
Forced Sign-Out Procedure
To forcefully sign out a user:
- Select the appropriate user from the list
- Click "Sign Out selected users"
- Enter administrator password when prompted
- Confirm the action
Important Considerations
Before forcing a user sign-out:
- Attempt to contact the user first
- Consider backing up data to prevent corruption
- Be aware that forced sign-outs may cause serious problems
- Follow up with users after signing them out
Best Practices for User Management
Regular Monitoring
Implement these monitoring practices:
- Check user activities regularly through the User Activity Report
- Monitor critical data changes and screen access patterns
- Review login/logout activities for security purposes
Security Considerations
Maintain system security by:
- Regularly reviewing user access patterns
- Monitoring unauthorized access attempts
- Tracking changes to sensitive information
- Documenting forced sign-out instances
Troubleshooting Tips
When encountering locked files or access issues:
- Use the Log Viewer tool to identify active users
- Check which applications are being used
- Communicate with users before taking action
- Document any forced sign-outs for future reference
System Limitations
Access Restrictions
Be aware of these limitations:
- Only administrator users can forcefully sign out other users
- Forced sign-outs only work for LanPak license users
- IAP license users cannot be forcibly signed out
Reporting Limitations
The User Activity Report has specific constraints:
- Web screen activities are not included in the current design
- Certain modules and features are not tracked
- Some specialized tools and services are excluded from monitoring
Maintaining System Efficiency
Regular Maintenance
To ensure optimal system performance:
- Monitor user session duration
- Track resource usage patterns
- Identify and resolve bottlenecks
- Maintain accurate user activity logs
Documentation and Compliance
For proper system administration:
- Keep detailed records of user activities
- Document all forced sign-outs
- Maintain compliance with security policies
- Regular review of access patterns
The ability to effectively monitor and manage user sessions in Sage 300 is essential for maintaining system security and performance. By understanding and utilizing these tools and features, administrators can ensure smooth operation while maintaining proper control over user access and system resources.
Sources: [1] https://www.youtube.com/watch?v=HSGZ5Q1YbFE [2] https://www.sagesoftware.co.in/blogs/user-activity-reports-sage-300-v2023/ [3] https://communityhub.sage.com/us/sage300/b/sage_300_erp_supporthub/posts/want-to-know-the-activities-of-your-users-in-sage-300 [4] https://communityhub.sage.com/us/sage_construction_and_real_estate/f/sage-300-construction-and-real-estate/108681/active-users---who-are-they [5] http://help.sage300.com/zh-cn/2020/classic/Content/SystemManager/Legacy/Dsktpeng/CurrentUsers.htm [6] http://help.sage300.com/en-us/2024/classic/Content/Administration/SystemManager/Legacy/Dsktpeng/CurrentUsers.htm [7] https://www.greytrix.com/blogs/sageaccpacerp/2020/01/27/how-to-forcibly-sign-out-users-who-are-signed-in-to-sage-300-v2020-pu-1-web-screen/
