This article discusses how to set up User Preferences within SugarCRM.
Prerequisites for Configuring Preferences
Ensure that you have the following installed and configured on your machine before using Sugar:
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A web browser application on your computer. For information on the supported browsers, see Supported Platform Components for Sugar.
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JavaScript support and cookie support enabled within the web browser used to access Sugar.
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Network access to a server that is running the Sugar software.
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Your system or network administrator can provide you with a web address (URL) from which the system can be accessed.
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For detailed information on supported versions for all the Sugar components, see Downloading and installing Sugar.
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Web browser window controls
Sugar dynamically generates the HTML pages that the web browser displays when you click certain buttons on a web page. Sugar may not display these pages if you use the browser’s Back and Forward buttons. It is recommended that you use the Actions menu on the module tab to navigate back and forth in the application.
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Sugar is designed for a minimum 1024×768-pixel screen display resolution.
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Configuring Sugar Preferences
Use a supported web browser to access the Sugar application. You will need a user account and login credentials to log into the application. The System Administrator must provide you with your user name and password. You can change your password after you log into Sugar.
SugarCRM Troubleshooting tips
Perform the tasks listed below if you cannot log into Sugar:
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Verify that the username and password are correct, including any upper-case letters
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Verify with your system administrator that you have the correct username and password
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Contact your system administrator to ensure that your account has not been disabled
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The Forgot Password? link displays in the Log In window if the Administrator has enabled this feature. Click this link if you cannot remember your password, enter your username and password in the relevant fields, and click Submit. Sugar will send you a link to the page where you can reset your password. Contact the administrator for a new password if this link is not available to you.
Available languages in SugarCRM
The default language in Sugar is US English. In addition, Sugar provides the following languages:
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Czech
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Bulgarian
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Chinese
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Danish
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Dutch
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English-UK
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Estonian
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French
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German
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Hebrew
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Hungarian
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Italian
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Japanese
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Lithuanian
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Norwegian
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Polish
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Portuguese
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Romanian
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Russian
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Spanish
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Swedish
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Turkish
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Individual users can select a different language from the Language drop-down field in the Log In page. The administrator can change the default language for the entire organization.
Administrators can install additional languages, if necessary. Language packs are available at http://www.sugarforge.org.
Configuring User Preferences in SugarCRM
To access Sugar and configure your User Preferences
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Enter the Sugar URL in the address bar of your web browser.
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This displays the Sugar Log In page with fields to enter your Sugar credentials. The Sugar Log In page also displays a Language drop-down field from which you can select the language that you want to display in Sugar.
For information on using the Admin Wizard that displays when you login as an administrator, see Configuring Settings in Sugar.
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Enter your username and password.
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Click Log In.
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This displays the User Wizard if you are a regular user. The Sugar User Wizard guides you through the process of entering your Profile information and Locale settings in Sugar. You can change your profile information and locale settings in the Wizard if the administrator has already configured these settings for you. You can also change them from the User Preferences page after you log into Sugar.
The administrator also configures a default SMTP email server to send out email notifications and alerts. An Email Settings tab displays in the Wizard if the administrator has enabled users to use this email server for outgoing emails. Specify your username and password in the Email Settings tab to send out emails from that email server.
For information on user preferences, see Editing your User Preferences.
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Click Next to navigate from one page to the next; make the desired changes to your settings, and click Finish to exit the wizard.
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This displays your Sugar Home page. You can now begin using the Sugar application. For information on using your Home page, see Home Module.
User session rules
Sugar has set the following rules for user sessions for security purposes:
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You cannot log into a Sugar instance simultaneously using the same account from two different machines or browsers.
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Two different users cannot log into a Sugar instance separately with two simultaneous sessions using the same username. When you are logged into a Sugar instance, if another person logs in using your credentials, you will be automatically logged out. Hence, to avoid conflict, it is recommended that you do not share your credentials with other users.
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Sugar enables you to do the following:
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Concurrently log into Sugar through the Sugar Plug-in for Outlook (or other plug-ins and extensions using Web Service APIs) when logged into Sugar through a browser
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Open an unlimited number of pages of a Sugar instance within a single browser
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Editing your User Preferences in SugarCRM
When you log into Sugar, your name displays on the top right corner of the page. You can click it to view and edit your default settings. You can also view the list of modules you are allowed to access and your access permissions, such as View, Edit, and Delete, for each module. You can edit some of these settings to suit your requirements, such as the Sugar modules that you want to view when you login. You cannot change your level of access to modules or view modules that you are not allowed to access.
Managing the User Profile in SugarCRM
This tab displays your profile information such as your full name, your Sugar username, phone number, address, title, and email address. It also displays the teams that you belong to.
Employee Information
Employee Information is entered by the administrator and displays information such as your title, your supervisor’s name, and your contact information.
Email Settings
The Email Settings section displays your email address and email client. The system administrator has the ability to setup one or more email addresses and specify your primary email address for automated responses to emails. For information on editing this information, see To change your email settings.
You can send emails automatically if the administrator has setup an SMTP server and has enabled you to use the associated mail account to send emails. Fields for the SMTP username and password are displayed if the administrator has not enabled you to use the mail account. Enter the username and password for your mail account to send out emails using this SMTP server. For information on specifying another SMTP server from the Emails module see Configuring Email Settings.
Default Teams
Use this panel to view the teams to which the Systems Administrator has assigned you. You cannot edit your team memberships.
Password
Use the Password tab to change your password. For more information on changing your password, see Managing your password.
Themes
Use the Themes tab to change the theme of your Sugar interface. For more information on changing your theme, see Managing themesManaging themes.
Advanced Preferences in SugarCRM
The Advanced tab displays the following sections:
User Settings
In this section, you can change the default settings for the following:
Export Delimiter. This is the character that will be used to separate field values when you export data from Sugar. The default is a comma (,).
Import/Export Character Set. Select a character set from this drop-down list to export and import data and generate Vcards.
The administrator sets the default export settings such as the delimiter used to separate data in export files and the default character set used to import and export data from Sugar. You can override the administrator’s settings with your own. The default character set to export data is UTF-8. Specify the appropriate character encoding for your locale if your locale is not US or Western Europe. This ensures that the character set used by the Sugar system to create the exported file is mapped to the correct character set on your machine. For example, MS Windows uses SJIS in Japan. Users in this locale need to select SJIS as the default export character set instead of UTF-8. This character encoding setting is also used when importing data into Sugar. To generate Quote PDFs, ensure that you select the appropriate character set for the chosen language.
Show Full Names. Select this option to display your full name in My Activity Stream and in the Assigned to field in records.
Notify on Assignment. When you enable this option, you will receive an email notification when a record from any of the following modules is assigned to you:
- Accounts
- Contacts
- Opportunities
- Leads
- Meetings
- Calls
- Tasks
- Cases
- Bugs
- Quotas
- Quotes
- Knowledge Base
- Campaigns
- Projects
Reminders. Select a default time interval as a reminder for calls and meetings from the Reminders drop-down list.
Mail Merge. You can enable this option to merge data such as names and addresses from Sugar with form letter templates created in Word if you are using Sugar Plug-in for Word. This needs to be enabled by the System Administrator.
Default Teams. Click Select to choose a team as your primary team. You can be a member of multiple teams. Click Add to add a new field and then click Select to choose the team to specify a secondary team.
No Opportunities. Select this option if you are not involved in sales activities and do not need to be assigned opportunities.
You can also assign yourself to the role of a Group User through the User Management option on the Administration Home page if you are an administrator.
Layout Options in SugarCRM
You can change the default settings for the following in this section:
Grouped Modules. Select this checkbox to view module tabs in the navigation bar, based on pre-defined groups. All modules with appear in the navigation bar if this feature is not selected.
Edit Tabs. Enables you to hide modules that you do not require. Move the module from the Display Tabs list to the Hide Tabs list using the right arrow to hide the module. Use the left arrow to move a module name from the Hide Tabs list to the Display Tabs list to display the module. These settings can be applied globally by the administrator.
You can change the order in which module tabs display in Sugar. Select the module in the Display Tabs list and click the Up arrow to move up a module; click the Down arrow to move down the module.
Number of tabs. Enter a value to specify the maximum number of module tabs to display at the top of page before the overflow menu, indicated by a down arrow, appears.
Subpanel Tabs. Enable this option to group subpanels into tabs in the Detail View of records.
Locale Settings in SugarCRM
In this section, you can change the default settings for the following:
Date Format. Select a format for date stamps from this drop-down list. The default is mm/dd/yyyy.
Time Format. Select a format for time stamps from this drop-down list. The default is in hours.
Time Zone. Set your time zone.
Name Display Format. Specify display of names in records. The default is Salutation, First Name, and Last Name (sfl).
Sugar uses the specified Name Display Format in Quick Search to find related records when you enter a character in the Related to field within a record, such as a Call or a Meeting. When you type a character in the field, the system performs a quick search of possible values and presents a list of values starting with that character. If the Name Display Format specifies “s f l”(Salutation First Last), then Sugar displays a list of first names that start with the specified character. For example, if you enter “A”, the system displays first names starting with “A”. Similarly, if the Name display format specifies “s l f”, then the system displays last names starting with “A”.
User Wizard Prompt. This is available to users with administrator privileges only. Select this to enable new users to go through the New User Wizard during first login.
Currency. Select the currency to use in records from this drop-down list. The default is US Dollar.
Currency Significant Digits. Select the number of digits that display after a decimal from this drop-down list.
1000s separator. Enter the character used to separate thousands. The default is comma (,).
Decimal Symbol. Specify the decimal symbol to use. The default is a period (.).
PDF Settings in SugarCRM
You can change the default font settings to print PDFs of reports, quotes, and projects in this section.
Font for Header and Body. Select a font for the header and body of PDF documents from this drop-down list.
Main Font Size. Enter a number to specify the font size in the PDF header.
Font for Footer. Select a font for the footer in PDF documents from this drop-down list.
Data Font Size. Enter a number to change the default font size of the PDF body.
Calendar Options in SugarCRM
Publish Key. Enter a key number to publish available/busy information from an external calendar application, such as Microsoft Outlook. Provide this key to users of other calendar applications if they want to view your calendar. Sugar allows access to your calendar to individuals who can provide this key.
Managing External Accounts in SugarCRM
The following Connectors are available in Sugar:
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Google Docs — Upload to and access documents in Google Docs within Sugar
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Cisco WebEx meetings — Attend and manage online meetings with Cisco WebEx within Sugar
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GoToMeeting meetings — Attend and manage online meetings with GoToMeeting within Sugar
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IBM LotusLive — Access IBM LotusLive meetings and documents within Sugar
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Twitter — Receive constant updates on client status, product comments and customers’ tweets within Sugar
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Facebook — View Facebook feeds within My Activity Stream Dashlet in Sugar
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LinkedIn — View your LinkedIn contacts at a specific company (Sugar matches the company name in a Sugar field)
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InsideView — View key sales intelligence directly in Lead, Account, Contact and Opportunity records, and get relevant company information, contacts, news, and social media insights within Sugar
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You can access the above external applications within Sugar if you have an existing account with the application. For all Connectors except LinkedIn and InsideView, this feature is available out of the box but needs to be enabled by the administrator.
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You do not need to have an InsideView account. InsideView identifies user accounts by their email addresses. If you have an existing account with InsideView, you are immediately connected to the their service. You can use their free trial version if you do not have an account with InsideView. For more information, see Accessing InsideView.
Also, unlike the other Connectors, LinkedIn and InsideView are enabled by default in all upgrades and new installs. Request your administrator to disable InsideView, if your organization does not want to use it. |
You also need to enable the following applications before you can access them in Sugar: Google Docs, Cisco WebEx, and GoToMeeting.
Follow the steps listed below to enable Google Docs, Cisco WebEx, or GoToMeeting in Sugar:
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Click your username on the upper right hand corner of any Sugar page.
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This opens the Edit User page.
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Click the External Accounts tab in the Edit User page and click Create.
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Select the required application from the Application drop-down list, populate all other mandatory fields indicated by a red asterisk, and click Save.
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To verify that your external account has been successfully added to your Sugar profile, navigate to your User page and click the External Accounts tab. You should be able to see the external account among the listed applications.
For IBM LotusLive, the login expires after 10 hours. You need to re-enter your login information to access the application from Sugar.
For Google, GoToMeeting, IBM LotusLive, and WebEx, you can have only one account of the application with each Sugar instance. For example, if you try to create an additional Google account in the External Accounts section, Sugar deletes the previous account and adds the new account with the following message:
An account for this application already exists. We have reinstated the existing account.
Data Access - in SugarCRM
This tab displays the module access permissions that the administrator has granted you to perform specific actions such as editing and deleting records. The administrator can enable or disable access to any Sugar module. You cannot edit these settings.
Roles
Scroll down the Access page to view roles that the system administrator has assigned to you. You cannot edit your roles.
Managing Downloads in SugarCRM
This tab displays links to Sugar Plugins for Microsoft Outlook, Microsoft Word, and Microsoft Excel. Click the appropriate link to download a plug-in to your local machine. You can then install it on your machine.
Click Reset User Preferences and OK to revert to your default settings after saving any changes that you made.
Similarly, you can restore the default settings by clicking the Reset Homepage after customizing your Home Page.
Editing Email Settings in SugarCRM
You can view and edit your default email address. The default SMTP email server is used to send emails from Sugar if this has been enabled by the administrator.
To change your email settings
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Click your name on the top right corner of the Sugar page.
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This displays the Users module.
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Scroll down to the Email Settings sub-panel on the User Profile tab.
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Overwrite existing email address with new email address and click Save to change an existing email address.
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Click the plus (+) sign, populate new field, and click Save to add another email address.
You can add multiple email addresses. The first email address that you enter is selected as the primary email address by default. Click the Primary button corresponding to the email address that you want to specify as the new primary address to select a different email address as the primary address.
Select the Reply-to radio button corresponding to the email address that you want to specify as the new reply-to address to specify a different email address for automated responses to emails.
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Select the email client of your choice from the Email Client drop-down list. Select Sugar Email Client to send emails using the default email client that the administrator has configured, or External Email Client to use an external email client such as Microsoft Outlook.
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Email Provider. This field displays the email server address if you selected External Email Client.
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Enter the SMTP user name and password for your email account if you selected Sugar Email Client. (You will be using the administrator-configured SMTP server to send out emails).
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Click Send Test Email to send out a test email to ensure that the settings are correct.
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Click Save to save your settings; click Cancel to exit the page without saving your changes.
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Managing your password in SugarCRM
You will be provided with a temporary password when the administrator initially grants you access to Sugar. Change this password after you log into Sugar. Ensure that you choose a password that is easy for you to remember, but difficult for others to guess. You can change your password at any time. For security reasons, it is recommended that you change your password periodically.
To change the password
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Log into Sugar and click your name on the top right corner of any Sugar page.
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This displays the Edit User page.
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Click the Password tab.
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If there are password rules, they will display in this section. Your new password must adhere to these rules. Each rule will be marked with a red cross. When you enter your password, as each rule is met, the cross will be replaced with a green checkmark. You can save your new password only after all the rules have checkmarks.
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Input current and new passwords in the relevant fields and click Save.
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Resetting a forgotten password
The Forgot Password? link displays in the Log In window if the administrator has enabled the Forgotten Password feature.
Follow the steps listed below to request for a new password if you have forgotten your existing one:
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Click the Forgot Password? link in the Sugar Log In window.
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Input relevant information in the User Name and Email Address fields and click Submit.
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This displays a message confirming that your request has been submitted. You will also receive an email with a link to access the Password Reset page. Populate fields with required information and click Save.
Contact your system administrator for a temporary password if you do not see the Forgot Password? link in the Log In window. Log into Sugar with the temporary password and change it.
Managing themes in SugarCRM
Themes enabled by the administrator are displayed in the Themes tab of your Edit user page. Follow the steps listed below to change your Sugar theme.
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Log into Sugar and click your name on the top right corner of any Sugar page.
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This displays the Edit User page.
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Click the Themes tab.
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This displays the list of themes enabled by the administrator.
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Click a theme name to preview it in the right pane.
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Select the desired theme by clicking on the theme name.
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Click Save.
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SugarCRM Security timeout
For security reasons, the system automatically logs you out if you do not perform any tasks for a specified period of time. This timeout period is determined by two factors:
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The lifetime of the PHP Session Cookie (PHPSESSID). The default lifetime is until the browser is closed.
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The PHP session timeout period. The default value is 1440 seconds (24 minutes).
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If you do not perform any tasks for a certain time period, the system logs you out either because the browser session or the PHP session timed out.
Click any button on the page when you are ready to resume working. This automatically directs you to the Log In page. You can also close the web browser and navigate to the Log In page in a new browser window.
For full instructions, click here.
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