**Note:** If the password policy is changed, it will be changed for the entire fleet (office + all other locations) If the current password of a user does not comply with the password policy, the user is requested to change the password immediately at login.
# How do I create a new user? 1. Go to **Administration > Users**. 2. Click **New...** 3. Fill in all required fields [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/newuser.png) 4. Click on **Save & close**.- The generated password should comply the rules as configured in Administration > Users > Settings. - Select the user groups for the newly created user. - Select the locations that should be visible to the user. - Office: this allows the user to login into the office application - Other locations: the user can login into these locations and these locations are visible for the user if he logs into the office.
# How to copy a user to a new user 1. To create a new user with similar user rights as another existing user go to **Administration > Users**. 2. Find the user you would like to copy (whose access you want to mirror) 3. Right-mouse click on the user and select the option “**Copy**” to open the **Copy User** window [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/copyuser1.png) 4. Fill in the First name, Last name, User name, Rank, and language. Also, create the initial password that the new user will use to log in the first time. [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/copyuser2.png) 5. Select the checkbox **User must change password at next login**. 6. Click on **Save & close**. # How to reset a password for a user 1. Go to **Administration > Users** 2. Double-click on the user name to open the User Details window. 3. Select the checkbox **Change Password** 4. Create a default password that meets all the requirements 5. Select the checkbox **User must change password at next login** so that when the user logs in with the default password, the system will prompt him to change the password and create a new one only known to him 6. Click on **Save & close**. # How To Enable 2FA (Two Factor Authentication) ? ##### Authenticator Apps To secure access to MXSuite, **two factor authentication** can be enabled. Two factor authentication (2FA) is also known as multi-factor authentication (MFA), or one time password (OTP). It adds an additional layer of security to users' accounts, requiring a verification code to be entered in addition to the password when logging in. This code is generated by an authenticator app and is usually renewed within 30 seconds. You can use any authenticator app that is available in your Apple app store or the Android Play store. ##### Video ##### How to Activate 2FA in MXSuite? To activate two-factor authentication in MXSuite: 1. The first step to do is to go to the **Administration** section. 2. On the page that opens, select **Company**. [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/administration-page1.png) 3. Select **Edit**. [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/comp-set-edit1.png) 4. The dropdown menu below is marked as one-time password **Disabled. [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/comp-sett-onetime-pass-disabled.png)** 5. Let's change it as desired. For example, for example **Office Only. [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/comp-sett-onetime-pass-office-only.png)** 6. Click **Save & close.** ##### Reset 2FA for a user If a user has a new phone, or for any reason the second authentication does not work for that user anymore, you can reset the 2FA. 1. Goto A**dministration > Users**. 2. Select the user where you want to reset the 2FA and select **Edit**. [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/users-administrator-edit2.png) 3. Enable the tickbox **User must reconfigure OTP at next login**. [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/users-administrator-edit-otp11.png) 4. Click **Save & close**. ##### First login after 2FA is enabled or reset 1. When the user tries to log in, a **QR code** will appear after the username and password are correctly entered. [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/qr-code.png) 2. Scan the QR code with the **Authenticator app** you downloaded 3. In the authenticator app, a 6-digit code appears. Enter this 6-digit number below the QR code and login.Every time the user logs into MXSuite, the authenticator app should be opened, and the given 6-digit number should be entered during login. [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/login-code.png)
# How do I copy data to another location? 1. Select the location you want to copy data from. 2. Go to the module **Administration.** 3. Click on **Data.** 4. Select the desired data and click **Export. [](https://docs.mxsuite.nl/uploads/images/gallery/2024-11/exportdata.png)** 5. Select the ship to which you want to import the data. 6. Select the same data within **Administration > Data** and click import. 7. Select the downloaded excel file and click **Open** and **Yes**.If **Machines** is selected, the following is copied: - Categories - Category details - Task lists - Tasks - Related machine running hours - Linked documents - Linked articles
It is not possible to copy machines if both MXSuite Gold and Silver licenses are present.
# Data import via Excel # General info #### Import Field relations with general data If you filled in the following columns in the Excel file: - Cost Code - Currencies - Product categories - Units Then this data must exist in the Administration module. All fields in the Excel file must be in text format. For example, if there is a problem after importing inventory with the PartNumber (column C) change the format of this column (Right mouse click on this column, select Format Cells) to the category **General**. [](https://docs.mxsuite.nl/uploads/images/gallery/2025-02/xc5image.png)Do not change the top row of the Excel file! If this is changed, the import will fail!
# Asset categories The categories will link all tasks and spare parts to a category. The sheet in the Excel file is called “CategoryList”. To fill out the Excel file properly, ensure that all fields are filled out properly. Below are the fields listed.| **Field** | **MAX Characters** | **Required** | **Comment** |
| **ID** | 128 | Id number of the category | |
| **ParentCategories** | If this category is a child of another category, enter the ID number of the parent category, followed by a space, followed by the name of the parent category | ||
| **Name** | 128 | X | Name of the category |
| **IsCritical** | X | True or False | |
| **Priority** | 18,2 | Number with 2 decimals, separated by a comma | |
| **Comments** | 1024 | Comment for the category | |
| **PreferredRunningHour** | Preferred counter for counter-related tasks. The name of the counter should be mentioned |
| **Field** | **MAX Characters** | **Required** | **Comment** |
| **ParentCategories** | X | If this category is a child of another category, enter the ID number of the parent category, followed by a space, followed by the name of the parent category | |
| **Name** | 128 | X | Name of the Job Plan |
| **ID** | 128 | ID number of the job plan | |
| **CostCode** | Lookup to the Cost Codes as defined in the tab Administration. This should exactly match the name of the cost code. |