First Name
Last Name
Email Address
User ID
Role
Representatives (assign RepCode)
All other fields are optional
Click the 
button. A small window will appear providing you with a user ID and a temporary password. Take note of this information and provide it to the user. At the first login, the user will be prompted to change this temporary password.
Once you close the ID/password window, the temporary password will become private and unavailable to you by any means. Please make sure to write down the password before proceeding
Activate/Deactivate a User
Newly created users are not activated automatically.
Click the 
button to activate a new user
Once activated, this button will toggle to allow deactivation if needed (click the 
button)
Modifying or Deleting a User
To modify information relating to a user or to delete a user:
- Access the existing user
- To modify, edit information as needed and click the
button
- To delete, click the
button. A window is displayed asking you to confirm the request
Reset Password
Resetting a user's password will cancel the previous password and generate a new randomized one
Access an existing user
Click the 
button. The user will be prompted to change it at their next login
Client, Advisor, Administrator Fields
Organization Unit: Determine the organization unit to which the user belongs. You can only assign a user to an organization unit that you yourself have access to.
Trade on Behalf of: Indicate which trading code will be used when and if that user will place trades.
Roles: Determine the roles granted to the user. Only one role should be assigned to a user.
Representatives: Allows you to grant the user access to the clients related to specified BKS representatives’ codes, or you can choose to grant access to all representative codes. If “always access all reps” permission is granted, you can chose to exclude inactive rep numbers in order to “declutter” you home page view.
Households: Allows you to grant the user access to Households. You can choose to always access to all households, or authorize specific households only using their exact ID.
Guest Users (Full Access): Allows you to grant to other users complete access to this user’s clients. Full Access automatically gives the same access to the guest user as the host user, depending on the role properties the guest user has (see Access Management (II) - Roles User Guide).
For example, you have the right to trade and you give full access to a user who doesn’t have the right to trade, that user will have access to your clients but won’t have the right to trade since he doesn’t have the proper right. The inverse scenario is also true.
Guest Users (Limited Access): Allows you to grant to other users limited access to this user’s clients. It simply allows the guest user to access the customized client lists of the host user and only if the latter has specifically given access to the list. By default, the guest user has access to no list as long as the host user has not decided to give access to it.
Pooled Funds - Administer: Allows you to grant other users full access to the pooled funds setup, including creation, edition and deletion of pooled funds as well as inclusion of accounts into a pooled fund.
Reset a Password: Resetting a user's password will cancel the previous password and generate a new random one. This might be useful if the user lost his password. This is done by retrieving an existing user (see Retrieving section), then by clicking on the 
button. If the password is reset, the user will be prompted to change it again upon his next login.
Reset: Resetting will force a user to change his password at the next login.
Representatives:
There are three types of Representatives:
BKS
Bookkeeping system representatives are those identified by a “Rep” number assigned by your custodian.
Off Book
A representative or employee type permitted to create position(s) for clients or potential clients who do not hold some or all of their assets with your firm and is identified by the symbol “ * ” before their RepCode.
Customized
A representative permitted to group unrelated accounts together, within or across any number of representatives. It is identified by the symbol “ $ ” before their RepCode.
Note: BKS RepCodes are assigned by your Custodian and subsequent client activities are fed directly by your custodian into respective client accounts.
Creating Offbook or Customized Representatives
The process to create either an Offbook or Customized representative is the same. Simply execute the steps from the correct section tab.
Click the 
button
Enter a name for the Customized Representative
From the drop down menu, select the Organization Unit which this Customized Representative belongs to (e.g. Root Organization)
Click the 
button
Note: The customized representative ID is automatically generated by the system and cannot be modified.
Edit or Delete Customized Representatives
Select the Customized Representative ID (e.g. $004)
Edit the name and click 
To delete this Customized Representative, click the 
button
To go back, click the 
button
Editing BKS Representative Names
- Select the BKS Representative ID (e.g. ABCD)
- Execute the necessary changes and click
- Click
to go back to your BKS representative list
Automatic Password Reset and Email Advisement upon Deactivation
Step 1:
Enable User Role to receive Reactivated password email.
Step 2:
Insert Client email address within online client access Configuration screen.
Step 3:
If user was to enter the wrong password three times, the below message would be posted:
Step 4:
The following email would be sent to the configured user primary email address:
From: admin@ndexsystems.com [mailto:admin@ndexsystems.com]
Sent: August-05-10 10:57 AM
To: larrybens@ndexsystems.com
Subject: Ndex FEngine user password has been reset.
The password for FEngine user has been reset to bolrk8gu.
IMPORTANT NOTE 1:
The above can also be done for Advisor and Administrators. Please follow same
procedure, however as of the Advisor / Administrator Configuration process.
IMPORTANT NOTE 2:
Please remember that when you deactivate a user, you must also delete the assigned email address.
Guest User
The Guest User function is designed to grant temporary access to a firm-member, for a specific client-list or RepCode. A HOST user can give complete or partial access to their clients to another GUEST user. Using a unique login ID and password, a GUEST can toggle between their respective clients and the host user clients. To use the Guest User function, the host user must request that the system administrator give access to the guest users and specify Full Access or Limited Access.
Full Access
Full Access automatically grants the same permissions to a guest user as to the host. However, if the host’s roles rights are more extended than those of his guest, the guest role will prevail.
Limited Access
The Limited Access allows the guest user to access the customized client list of the host user only if the latter has specifically given access to the list. By default, the guest user has no access to such list as long as the host user has not granted access.
How to grant access for a Guest User
Submit a request to the system administrator to add the guest user to your limited access list of users
Log in the application
Access the customized list you wish to grant access
Click the hyperlinked list name
Check the guest user’s name checkbox
Click the save button
Note: Once a guest user has been added in your limited access list of users, it will appear in the List Information pop-up, allowing you to manage access to your Customized Client Lists.
Guest User’s access review
To view the different users that have a guest access to your clients access the User’s Preferences menu. The last section will display the users and their type of access.
Can view customer demographic information
Show or hide confidential information (i.e.: names, addresses, SIN) on all screens and reports in the client relationship and portfolio screens and reports. This feature is particularly useful for training and demos.
Can view and modify General Options in User’s Preferences
Access to view/modify general options from the portfolio screen
Can view and modify Holdings View Templates in User’s Preferences
Access to view/modify/create portfolio screen viewing templates
Can access logon screen (for online users only)
Permits the application to return to the login screen when an online user logs out of a session.
This function is available to online users only.
Can change password
Ability to change password without administrator permission
Can get live quotes
Permission to receive live market quotes in the portfolio holdings screen
This function is only available to individual users/firm-users who subscribe to live-quotes (feature includes additional costs).
Can get delayed quotes
Permission to receive delayed market quotes in the portfolio holdings screen
This function is only available to individual users/firm-users who subscribe to live-quotes (feature includes additional costs).
Can set alert on securities
Permission to set alert notifications for specific securities in a client portfolio
Can receive reactivated password via email
Permission to receive new passwords by email from system administrators
Portfolio Management
Can access client relationship and detailed portfolio management views
Permission to access portfolio management screens
Can access simplified views
Replaces standard portfolio management views with simplified portfolio management views
Can access account views only, when accessed from an account list
Allows accessing the account views only - The portfolio tab and the other account tabs within the same portfolio are not displayed and cannot be accessed
Can access client information pop-up
Permission to view and edit client information
Can modify investor’s information
Permission to modify investor information
Can view notes on investor
Permission to view the notes section in the client information screen
Can view and create notes on investor
Permission to view and edit the notes section in the client information screen
Can delete any notes on investor
Permission to delete notes in the client information screen
Can delete investor’s notes created by self
Permission to delete investor’s note that were create by self
Can view BKS investor information from customized portfolio
Permission to view bookkeeping system codes on portfolio and account views
Can edit comment on activities
Permission to change comments on activities in the activity section
Can edit account name
Permission to replace the account type displayed by a customized name
Can view representatives name in client report headers
Permission to view representatives’ name in the header of created reports
Can modify answers to KYC regulatory questions
Permission to modify client answers to the KYC questions
Can modify investor profile directly without filling the investor profile questionnaire
Permission to bypass filling out questionnaire and to directly fill out investor profile
Can view commission on online client screens (on activities screen)
Permission to display commissions and fees on the portfolio activity screen
Can view commission on online client reports (on activity report, realized gain/loss report and give access to commission report)
Permission to view commission and fees amounts on client reports from the report generation
Can create prospect clients
Permission to create prospect clients
Can view virtual portfolio
Permission to view virtual portfolios
Can create and modify virtual portfolios
Permission to create, modify, and delete virtual portfolios
Can modify book value of positions
Permission to correct the book value and the average cost of positions held in portfolios
Can manage customized lists
Permission to create, modify, and delete customized lists
Can send report by email
Permission to send report by email once it is generated
Can send batch emails
Permission to send an individual email to a group of recipients
Can access client reports
Permission to view and create client reports
Can create batch reports
Permission to create reports for a group at once from batch report selection screen
Can access internal rate of return (IRR) page and report
Access to the Internal Rate of Return (IRR) page and report from the IRR hyperlink and from the report generation
Can access rate of return (ROR) page and report
Access to the ROR page and report from the ROR hyperlink and from the report generation (Batch and online client reports)
Can access Breakdown Rate of Return (ROR) report
Permission to generate breakdown ROR report
Can access Monthly Rate of Return (ROR) report
Permission to generate monthly ROR report
Can access unrealized gain and loss report
Permission to create and view an unrealized gain and loss report from the front office
Can access Annual Projected Income report
Permission to create and view annual projected income report from the front office
Can access Realized Income report
Permission to create and view realized income reports from the front office
Can access foreign asset report
Permission to create and view foreign asset reports from the front office
Consider service fees as outflows for return computation and applicable displayed values. This applies neither to return report nor to account statement, which must be configured using a report template (under Report Management)
Classifies transactions configured as “Service Fees”, or “Fee” as a cash outflow for the performance calculation.
Can view the activities on online client screens
Permission to view all activities from the activity hyperlink for online clients
Can view only the last 45 days of activities
Limits the maximum numbers of days of displayed activities to 45
Can export data to Excel
Permission to export selected data from a list to a spreadsheet
Can manage customized portfolio
Can view, create, delete and manage customized portfolios
Can create and manage Offbook portfolios (for online users, Can manage Offbook portfolios)
Can view, create, delete and manage offbook portfolios
Exclude accrued interest from returns calculation and applicable displayed values. This applies neither to return report nor to account statement, which must be configured using a report template (under Report Management)
Excludes accrued interest from performance calculations
Can access and edit composites, and create ROR composite report
Permission to access the “composites” section of performance reports to add or modify existing composite exchanges for performance comparisons.
Can ask to change name on the cheque in operation request module
Permission to change names on requested cheques
Can view Total Gain/Loss explanation message in reports
Permission to view “Total Gain/Loss” value breakdown in reporting
Can backdate BKS activities
Permission to backdate activities originating from BKS feed
Can manage online client access from front office
Permission to manage online-client access credentials/granting from PORTFOLIO MANAGEMENT section, not back-office.
Can view modified duration
Permission to view “Modified Duration” values in portfolio/reports
Can view documents in Document Management
Permission to view documents attached to a client in the notes and documents section
Can add documents in Document Management
Permission to attach documents to a client in the notes and documents section
Can delete documents in Document Management
Permission to delete attached documents for a client in the notes and documents section
Can view uploaded PDF statements
Permission to view clients’ uploaded statements from manage accounts and uploads
Can reflect BKS account in offbook portfolio
Permission to mirror a BKS portfolio into an offbook portfolio
Can modify classification and categorization for offbook securities in the front office
Permission to modify classification and categorization for offbook securities in PORTFOLIO MANAGEMENT section instead of back-office
Can open accounts
Permission to open new client accounts
Can access account opening workflow management
Permission to access workflow management for account opening workflow process
Can modify online document tracking
Permission to modify the tracking of online document submission workflow
Can modify account opening status
Permission to manually modify account-opening and account-opening workflow status
Can modify client number (in account opening)
Permission to modify assigned “client number” during account-opening process
Can view the insider/controller report
Permission to view insider/controller report
Can access investor profile questionnaire
Permission to view and modify a client’s answers to the investor profile questionnaire
Can view investment guide
Permission to enter and view investment guide from the front office
Can access investment guide’s Account-based Rebalancing Report (access to investment guide rebalancing report is managed from the report templates)
Permission to enter and view account-based rebalancing from the front office
Can modify client’s investment guide setup
Permission to view and modify investment guide strategy for a client
Can create and modify its own baskets and models for investment guide in the front office
Permission to manage baskets and models from the front office
Can exclude positions from investment guide calculation
Permission to decide which positions to include or exclude from investment guide calculation
Can trade equities
Access to the Equities Order Entry trading screen
Can trade options
Access to the Options Order Entry trading screen
Can trade mutual funds
Access to the Mutual Funds Order Entry trading screen
Can trade fixed income securities
Access to the Fixed Income Order Entry trading screen
Can short sell equities
Access to “Short-sell” equities from the front Equities trading screen
Can submit orders without having to validate warnings
Makes sure a validation box will show next to the warning messages when verifying an order
Can view order status
Permission to view the order status screen for all financial products
Can access other clients directly from trade screens
Permission to access other clients directly from the trade screen
Can view and modify stocks restrictions
Permission to modify stock trading restrictions
Can view and modify stocks special instructions
Permission to modify special instructions attached to specific equity securities
Can view and modify stocks internal instructions
Permission to view and/or modify internal (firm) instructions attached to specific equity securities
Can view and modify stocks trailer 1
Permission to view and/or modify equity trailer field #1
Can view and modify stocks trailer 2
Permission to view and/or modify equity trailer #2
Can view and modify stocks exchange rate
Permission to view and modify exchange rate on equity-trades
Can view and modify stocks commission
Permission to view and modify equity order commission values
Can view and modify stocks solicited/unsolicited flag
Permission to view and modify trade solicitation identifier
Can view and modify stocks ‘pro’ order flag
Permission to view and modify professional order identifier
Can set stock order to “good ‘til canceled” expiry
Permission to indicate “good ‘til cancelled” order expiry option
Can view and modify options restriction
Permission to view and modify options contract order restrictions
Can view and modify options special instructions
Permission to view and modify options contract order special instructions
Can view and modify options internal instructions
Permission to view and modify options contract order internal instructions
Can view and modify options trailer 1
Permission to view and modify options contract order “Trailer 1” field
Can view and modify options trailer 2
Permission to view and modify options contract order “Trailer 2” field
Can view and modify options exchange rate
Permission to view and modify options contract order exchange rate
Can view and modify options commission
Permission to view and modify options contract order commission values
Can view and modify options solicited/unsolicited flag
Permission to view and modify options contract order solicitation identifier
Can view and modify options ‘pro’ order flag
Permission to view and modify options contract professional order identifier
Can set option orders to “good ‘til cancelled” expiration
Permission to indicate “good ‘til cancelled” on options contract orders
Can view and modify mutual funds ‘reinvest dividend’ flag
Permission to view and modify “reinvest dividend” instructions on mutual fund orders
Can view and modify mutual funds ‘send prospectus’ flag
Permission to view and modify “send prospectus” request for new mutual fund orders
Can view and modify mutual funds exchange rate
Permission to view and modify exchange rate on mutual fund orders
Can view and modify mutual funds commission
Permission to view and modify mutual fund order commission values
Can view and modify mutual funds solicited/unsolicited flag
Permission to view and modify mutual fund order solicitation identifier
Can submit orders directly to exchange
Permission for a user to submit orders directly to the equity exchanges (or to Fundserv for mutual funds) without approval or review
Can view and modify order objectives
Permission to change order objectives
Can approve stock orders
Permission to access the order approval page from the front office with the equities section displayed
Can approve mutual fund orders
Permission to access the order approval page from the front office with the mutual funds section displayed
Can approve option orders
Permission to access the order approval page from the front office with the options section displayed
Can approve fixed income orders
Permission to access the order approval page from the front office with the fixed income securities section displayed
Can approve organization unit’s orders
Permission to access the order approval page and approve all pending orders within the organization unit
Can access batch order
Access to batch order page and permission to make a new batch order
Can access pooled management
Permission for the user to access the pooled management function
Can access commission calculator
Permission for a user to access the commission calculator tool in the order entry trade screens
Can edit Representative ID on trades
Permission for users to change the representative ID field in the order entry management section
Can view and modify AM Indicator flag
Permission to view and modify the check box for the AM time indication function in the Trade screen
Can request cheque/EFT
Permission to access the Cheque and EFT request page and send requests
Can approve cheque/EFT
Permission to access the Cheque and EFT approval screen and approve requests
Can request internal transfer
Permission to access internal transfer request page and send requests
Can approve internal transfer
Permission to access the internal transfer approval section and approve requests
Can access CRM calendar and email
Access to calendar and email hyperlink under client management. Can modify calendar and send/receive emails.
Can receive bulletin board’s pages (for online users only)
Can receive messages on the bulletin board created by an administrator
Can create bulletin board’s pages for clients
Permission to create bulletin board’s pages and assign them to specific clients
Can receive intranet pages in bulletin board
Can receive intra-firm communication messages
Can create and receive intranet pages in bulletin board
Permission to create and receive intra-firm communication messages
Can give discount on fee plans
Permission to assign discount on flat-fee billing plans from the front office
Can view and modify fee plan
Permission to create new flat-fee billing plans as well as to view and edit existing ones in the front office
Can exclude positions from fee calculation
Permission to exclude specific positions from flat fee calculation
Can view fee plan
Permission to view the fee billing plans module in the front office
Can access organization unit account opening workflow management
Permission to access account opening workflow management for designated organizational unit
Freeze default view for online user as set in the default online user preference. Online users wouldn’t be able to modify their default view or see another view
Removes online-user ability to modify default view or change view-settings for main landing page
Can administer account opening settings
Permission to administer account opening settings in back-office
Can edit account opening workflows and application forms
Permission to edit account opening workflows and other application forms
Can administer investment guide’s baskets
Permission to create and edit baskets in the Investment Guide at the back office
Can administer investment guide’s profiles
Permission to create and edit client’s profile in the back office. Set this property to enable/disable all the investment profiles management functionalities.
Can administer investment guide’s models
Permission to create and edit investment models at the back office
Can administer investment guide’s investor profile questionnaires
Permission to create and edit profile questionnaires in the back office
Can administer off book securities
Permission to manage off-book securities
Can administer benchmarks
Access to the benchmarks administration page within the securities management module
Can categorize securities
Permission to categorize securities within the securities management module
Can classify securities
Permission to classify securities within the securities management module
Can edit onbook securities
Access to onbook securities edition page and permission to modify any onbook security
Can access activity log
Permission to access Activity Log module where consulting and searching for activities can be made
Can administer organization units
Permission to determine and manage the organization unit to which the user belongs to
Can administer roles
Permission to view, create, modifies and delete user roles
Can modify branding
Permission to modify the look and feel of the application, such as color schemes, logos, white labeling, etc.
Can administer user’s access to BKS clients
Permission to administer access to BKS client files for firm users or specific user-group
Can administer user’s access to other clients
Permission to administer access to “other client” files for firm users or specific user-group
Can administer professional user’s accesses
Permission to administer accesses granted to “professional” type users
Can create and manage customized representatives
Permission to create and/or manage “customized representative” profiles
Can create and manage offbook representatives
Permission to create and/or manage “offbook representative” profiles
Can edit BKS representative’s information
Permission to modify BKS representative profiles
Can administer corporate actions
Access to review the history of corporate actions as well as the processing of new corporate actions
Can administer report management
Access to report management in the back office and the ability to create and administer new reports
Can administer email notification
Allows the sending of emails to addresses determined by the administrator. It is triggered by a predetermined action, such as a ‘funds transfer request or an order to be approved
Can administer transfer of account data
Permission to process account data transfer in Ndex. Please note that this process is IRREVERSIBLE and should be used with utmost care
Can administer inactive account adjustment
Permission to access the inactive account adjustment functions so that the user can process actions such as: account deletion, account undelete, and cash balance removal
Can administer price per unit edits
Permission to administer the price per unit edition functions for in-kind inflows/outflows activities
Can administer cancellation matchings
Access to the activities CXL matching to cancel activities
Can administer batch offbook activities
Permission to perform batch activities for offbook clients
Can cancel and/or edit realized gains/losses
Permission to cancel and edit realized gains/losses activities
Can edit activity currency
Permission to change type of currency used in activities
Can edit activity type
Permission to change activity type
Can remove activities
Permission to remove activities
Can administer pooled funds
Permission to administer Pooled Funds in Ndex
Can administer commission tables
Provides access to the customization of commission tables in Ndex’s back office
Can administer eTCP
Provides access to the eTCP (“Enabling True Customer Profiling”) module in Ndex’s Back Office.
Can modify other properties under firm properties
Permission to access the ‘Other Properties’ settings for using the application as per the firm preferences
Can access statement upload management in back office
Permission to view all available statement types in the back office
Can access workflow management in back office
Permission to view and create new workflow management from the back office
Can access holdings view management
Permission to view, delete, and add different holdings view
Can modify trading setup parameters
Permission for a user to access the setup tab in the trading function to modify the setup of parameters
Can modify mutual funds list
Permission for a user to access the mutual funds tab in the trading function to update the list of funds that can be traded
Can access fee management
Permission to manage and change fee management settings
Can administer documents library
Permission to add or delete documents into the documents library section in the back office
Can manage regulatory KYC questions
Permission to view and change regulatory KYC questions
.
button.
to complete the process.
button.
button below the list of existing roles (left side of the page)
button
button to complete
function. This will copy the existing role properties into a newly created role. You can still make any modifications required to the new role, and once complete click 
to save.
button at the bottom of the page
button to activate a new user
button)
button
button. A window is displayed asking you to confirm the request
button. The user will be prompted to change it at their next login
button
button. A small window will appear providing you with a user ID and a temporary password. Take note of this information and provide it to the user. At the first login, the user will be prompted to change this temporary password.
button