How do Modules/Flags in User Account Customization Work?

In Caction, modules and flags are configuration controls used to customize user access and system behavior. In simple terms, it helps to control what users can see and do in the system.

Module turns a feature or section on or off. When it’s enabled, users can access that part of the system and when it’s disabled, the feature is hidden or unavailable.
Flag tunes how a module works. It controls specific actions or settings within a module.

Divided into four main sections which are Control Settings, Access Settings, Notification Settings, and Mobile Settings. This guide will help you understand what changes in the system when certain modules or flags are turned on or off, and how those changes affect user access. For a general overview of the User Account Customization page, please navigate to What is User Account Customization?

Important Note :

On the User Account Customization (UAC) page, you can update modules or flags for specific users or via the Company Settings option:

Click on a Specific user to modify individual permissions – recommended for precise control.
Click Company Settings to apply changes for all users – use with caution, as this will affect every user in the system

Please note that only the settings updated at the time of modification in Company Settings will be applied. For example, enabling the Auto Check Out flag will apply that change to all users, without affecting other settings.

Quick Access to Related Guide :

Control Settings
Access Settings
Notification Settings
Mobile Settings

Control Settings

Control Settings lets you manage system features, behaviors, and functionality options, determining which features and functionality are available to users. Whenever changes are made to the Control Settings, you are given the option to Apply to all Admins, Staff, or Sub Admins. For example, when modifying a Staff user’s settings, you can select Apply to all Staff to apply the same changes across all Staff users. Descriptions for each Control Settings module/flag are listed below:

Quick Access to Related Guide :

Access Settings
Notification Settings
Mobile Settings

Auto Checkout

System will automatically perform Check Out for users from their previous location when they Check In at the next location.

Example:

The Staff user was automatically Checked Out from Job : J00140 upon performing a Check-In on Job : J000139.

Access Full Job History

User will be able to see all Jobs created under the related Project even if they are not assigned into the Jobs.

Example:

User " Staff 2 " here can only see his own Job details under Project : P00066. Do note the flag has been disabled for this user.

Meanhwile, user " Staff " here can see all the other Job details under Project : P00066 eventhough he was not assigned to them. Do note the flag has been enabled for this user.

Business Travel Report - User View

User will have access to view their travelling history in system.

Camera Only

Users can only attach photos in the system by taking real-time images using their phone camera.

Filtered Department

Users can only assign other users within their department and Admins for Customers, Projects, Jobs, and Digital Forms.

Example:

This user belongs to the Sales department. When assigning other users to a Job, only users from the Sales department and Admin are available for selection. Users from the Technician department are not displayed.

Auto Select User

When creating a new Project or Job, system will automatically include users that are assigned to the related Customer into the created Project or Job.

Example:

These three users are assigned to this specific Customer. When a Project or Job is created for this Customer, the same users are automatically populated.

Job Creation Without Site / Customer on mobile device

Users can create a Job on the mobile app without attaching a Customer.

Data Export Access

Users can export data in Excel, CSV, or PDF formats from the Business Report page.

To-Do List Settings

Users must submit required comments set in the To Do List before changing the status of the required Project, Job, or Digital Form.

Example:

The system displays a pop-up message informing the user that completing the To-Do List is mandatory before changing the Job status from Not Started to In Progress.

Enable Product/Services Edit

Users can add or edit Products and Services in the system.

IMEI Login Check

User must require permission from Admin when they try to login their Caction app from another device.

HR Management Full Access

User will have access to Claims Management, Overtime Management, Office Check-In Settings, and User List details in the system.

Required Asset in Comments

This setting forces users to include Asset in the comment section for Projects, Jobs and Digital Forms.

Example:

The system displays a pop-up message informing the user that Asset is Required for this Job comment.

Enable Generating QR Code

User have access to create QR codes for Customers, Projects, Jobs, Assets, and Digital Forms.

Example:

User has the option to generate QR for Assets.

Enable Attaching QR Code

This setting allows users to attach a QR Code if one has not been previously assigned. When enabled, the QR Code can be linked directly to a Customer, Project, or Job, ensuring accurate association at the correct level.Users also have the option to assign the QR Code as a General QR, allowing it to exist independently without being tied to a specific Customer, Project, or Job.

Enable Public Form Access

User will have access to view Public Form details through Public Form Report and Public Form Update Report page.

Enable Asset History

User can view Asset History in the system.

Enable Company Setting Access

User can access the Company Settings page in system, which serves as the main setup page for managing Customers, Projects, Jobs, Digital Forms, Public Forms, Assets, Comments, To Do List, and QR Codes.

Enable Business Report Access

User will have access to Business Report page in system.

Enable Show All Contact Checkbox

This setting controls the visibility of the Show All Contacts checkbox. When enabled, the checkbox will be displayed, allowing user to view all contacts created under related Customer.

Change Parent Domain Status

System will change Project status accordingly to Job Status. This works through status linking, as long as the name of both Project status and Job status are the same.

Example :

When the Job : J00126 status is updated to In Progress, the Project : P00056 status is automatically updated to In Progress as well.

Auto Mileage Claim

System automatically calculates mileage when users perform Check-In and Check-Out.

Important Note :

This feature requires an additional Google API subscription. Kindly inform Caction team if you wish to activate this feature.

Example :

User will see the option to select Add Mileage Claim, and the calculated amount will be displayed automatically as shown. To understand the claim process step by step using Caction, please refer to How To Submit Claim?

Enable Business Metrics

User will have access to view Business Metrics charts in system.

Enable Smart Scheduler

Smart Scheduler is a filtering page, similar to the Business Report page. It allows user to identify unengaged Assets, Projects, or Customers—meaning those that do not have any Jobs assigned within the selected time period.

Example :

For guide purpose, User wants to identify Projects that do not have any Maintenance Jobs scheduled for the next month. First, User will go to Project Smart Scheduler.

Next, User will see three filter sections: Job, Customer, and Project. These filters are optional and can be used based on how detailed the search needs to be. Any non-required filter section can be left blank.

In this scenario:

Job is filtered to Next Month, with Category set to Maintenance.
Customer filter is left blank.
Project is filtered to This Year.

With these selections, the Smart Scheduler will return Projects that meet the criteria and do not have any Maintenance Jobs scheduled for the next month.

After applying the filters, the user has the option to create Jobs directly from the results. Multiple Jobs can be created for each Customer if needed.

Important Note :

The Assign and Description fields are compulsory. Once these are filled in, the User can tick the box and click the Create button located at the bottom section of the page to generate the Jobs.

The required Job will be created as shown below.

Enable Template Setting

User will have access to Template Setting page in system. Users can use the Template Setting page to set the display format for Customers, Projects, Jobs, Assets, Digital Forms, QR Codes, and Products/Services.

Enable User Management

User will have access to User Management page in system.The User Management page used for set up user access in system, configure company profile settings, and copy account access from one user to another.

Enable Import Module

User will have access to Import Page in system. The Import page allows users to import and bulk update Customers, Projects, Assets, Products/Services, and UOMs.

Enable Assisted Checkout

User will have access to perform Assisted Check Out in Business Map Overview Page. For scenarios where users forget to perform Check Out before heading to the next location, users with this flag enabled can help to do the Check Out for them.

Check-In Selfie

Users are required to take a Check-In Selfie for Office Attendance Check-In.

Removal of Global Notification for Admin

By default, Admin receives all notifications. Enabling this flag limits notifications to only those Customers, Projects, Jobs, or Digital Forms the Admin is assigned to.

Example:

The Staff user changed Project: P00067 Status to Proposal Stage. By default, Admin should receive a notification on this action made.

From the Admin user account, please note that the notification did not appear. This is because once the flag is enabled, Admin users will only receive notifications for items that are assigned to them.

If you scroll down under the Control Settings section on the User Account Customization page, you will find several configurable options that can be done.These options are available to let you set how specific features work in the system, helping you align with the operational needs. Let’s go through each configuration step by step so you can get a clearer understanding of how it works :

Asset Population upon Job Creation

No Auto-population of Asset Population :
Assets are not added automatically when a Job is created.
Auto-populate Asset Population based on Project :
Assets attached to the selected Project are added automatically to the Job.

Auto-populate Asset Population based on Customer :
Assets attached to the selected Customer are added automatically to the Job.

Camera Module Settings

Custom Camera :
Uses in-app Caction camera.

User Device Camera :
Uses users mobile device’s default camera.

Contact Card Permissions

Feature is Disabled :
Contact Card feature is not available to users.
Edit and View Access to Own Contacts Only :
Users can view and edit only their own contacts.
Edit Access to Own Contacts and View All Contacts :
Users can edit their own contacts and view all contacts.
All Access Except Create/Edit :
Users can view all contacts but cannot create or edit them.
All Access Granted :
Users can create, view, and edit all contacts.

Gantt Charts Settings

No Page Access :
Gantt Chart page is not accessi
View Access Only :
Users can view the Gantt Chart but cannot make changes.

View and Edit Access :
Users can view and edit the Gantt Chart.

Office Attendance Settings

No Notification :
No attendance notifications are sent.
Receive Notification from Users within the Same Department :
Notifications are received only from users in the same department.
Receive Notification Based on User Type and Department :
Notifications depend on user type ( Admin/Sub Admin/Staff ) and departments.
Receive Notification from All Users :
Notifications are received from all users in the system.

Business Travel Access Settings

No Access :
Business Travel features are not available.
Access to Same Department :
Users can access Business Travel data within their department.

Access to All Departments :
Users can access Business Travel data across all departments.

Edit Comment Settings

No Comment Editing Allowed :
Comments cannot be edited once submitted.
Can Edit Own Comment within a Day :
Users can edit their own comments within 24 hours.
Can Edit Own Comments Only :
Users can edit only their own comments at any time.
Can Edit Any Comments :
Users can edit all comments in the system.

Access Settings

Access Settings manage user permissions across different system entities, defining what actions each user can perform within system modules. This ensures every user has the right level of access to carry out their task effectively while maintaining system security. Access permissions are divided into four types which are Assign, View, Creation, and Deletion. Each controls specific actions within the system.

Quick Access to Related Guide :

Control Settings
Notification Settings
Mobile Settings

Important Note :

These access type permissions can be configured at the Customer, Project, Job, and Digital Forms and Asset levels. In this guide, the term Data is used to represent and describe these entities.

Access Type

Description

Assign

Allows user to assign permissions or edit other users’ data details
When Assign is enabled, View is automatically enabled:

User can view other users’ data
User can edit other users’ data

In the following example, this Staff user has been granted Assign access for Jobs, which automatically enables View access as well:

This Job was created by an Admin user. By default, the Staff user cannot view or edit its details. However, with both Assign and View access enabled, Staff user is able to view and edit the information :

Access Type

Description

View

Allows user to only view data
If only View is enabled:

User can view other users’ data
User cannot add, edit, or delete data

Now, the same Staff user has been granted only View access for Jobs:

Do note that the Staff user no longer has the option to edit the Job:

Access Type

Description

Creation Control

Allows user to create new data
If only Creation is enabled:

User can create data
User cannot delete data
User can only view their own data
User can only edit their own data

In this example, the Staff user can only view own Site/Customer list and does not have option to add new entries to the system:

Then, this Staff user has been granted Creation Control access for Site/Customer:

Now, the Staff user has the option to create new Site/Customer entries in the system:

Access Type

Description

Deletion Control

Allows users to delete data
If only Deletion is enabled:

User can delete data
User cannot create data
User can only view their own data
User can only edit their own data

In reference to the previous example, the Staff user does not have Delete option for Site/Customer entries:

Then, this Staff user has been granted Deletion Control access for Site/Customer:

Now, the Staff user has the option to delete Site/Customer entries in the system:

Notification Settings

Notification Settings is a central place where Admin can manage all alerts in the company. It allows them to decide which actions send notifications and which user should receive them. This ensures important updates reach the right users on time and helps to reduce manual follow-ups. Notification settings can be configured individually at the Customer, Project, Job, Asset, and Digital Form levels, allowing notifications to be enabled based on specific requirements at each level.

Quick Access to Related Guide :

Control Settings
Access Settings
Mobile Settings

Do note that there are four main sections that users can enable by ticking the relevant options:

Notification
This flag is mandatory for notifications to be displayed. If disabled, no notifications will be shown.
Email
This option is for users who prefer to receive email notifications when changes occur in Customers, Jobs, Projects, Assets or Digital Forms.
Mention
This option notifies users when they are mentioned in comments.
Assign
Users with Assign access will receive notifications when changes are made to items they are assigned to with Assign and View access.
View
Users with View access will receive notifications when changes are made to items they are assigned to with View only access.

The functionality for enabling or disabling these notification settings is the same across all Data Levels. This guide will demonstrate the configuration using Job Level.

Example 1 :

The Assign/View notification enabled for Staff. Admin creates a Job for TeraTech Industries and assigns the Staff to the Job , the system will prompt a notification as shown below :

Example 2 :

The Create Job notification is enabled for Staff. Staff creates a Sales Meeting Job for Neutron Tech, the system will prompt a notification as shown below :

As the Email notification is enabled, the system will also send an email notification to the Staff:

Example 3 :

The Edit Job notification is enabled for Staff. Staff changes the Start and End Date of the Sales Meeting Job for Neutron Tech, the system will prompt a notification as shown below :

As the Email notification is enabled, the system will also send an email notification to the Staff when there are changes made to the Job:

Example 4 :

The Change Job Status notification is enabled for Staff. Staff changes Job Status Not Started to Needing Attention, the system will prompt a notification as shown below :

As the Email notification is enabled, the system will also send an email notification to the Staff when there are changes made to the Job Status :

Example 5 :

The Mention notification is enabled for Staff. Admin mentioned Staff in the Job comment section, the system will prompt a notification as shown below :

Example 6 :

The Create Public Form notification is enabled for Staff. In this case, Staff has submitted a Service Enquiry Form, the system will prompt a notification as shown below :

As the Email notification is enabled, the system will also send an email notification to the Staff :

Mobile Settings

Mobile Settings feature lets Admin manage how the mobile application operates by adjusting the access and data visibility for each user. It improves security, keeps information up-to-date, and ensures users see only what they need for a smoother experience using the application.

Quick Access to Related Guide :

Control Settings
Access Settings
Notification Settings

Block Access to Site / Customer Details for Unassigned Site / Customer

User will only see the Customer that they are assigned to. For this guide purpose, the Staff user can only see two Customer details once the flag is enabled.

Flag : Off Flag : On

Block Access to Project Details for Unassigned Project

User will only see the Project Details that they are assigned to. For this guide purpose, the Staff user cannot access Project : P00031 as he is not assigned into it.

Block Access to Site / Customer List

User has no access to Customer List details.

Flag : Off Flag : On

Show Job Schedule Within Selected Date Range

Users will see Jobs on the Job Schedule Page only within the selected date range from the current date. Jobs outside this range cannot be viewed.When this flag is enabled, a setting section appears where user can define the date range limit.

In this example, the user has set it to 5 days before and 5 days after the current date :

The system will display this message if a user tries to view beyond the set date range :

Remove Notification Older than X Days

Users cannot view Notifications older than the selected number of days.When this flag is enabled, a setting section appears where user can set the number of days.

In this example, the user has set it to 1 day :

The system will display Notifications only for the current day :

Flag : Off Flag : On

Remove Future Reminders more than X Days

The reminder list only shows reminders within the set day range.When this flag is enabled, a setting section appears where user can set the number of days.

Important Note :

This flag will affect both current and upcoming reminders together if enabled.

In this example, the user has set it to 2 days. The reminder list in application will only show reminders within a 2-day range:

For current reminders, system will show reminders from the past 2 days until the current day.Reminders older than this period are hidden.For guide purpose, the current date is 22/12/2025:

Flag : Off Flag : On

For future reminders, system will show upcoming reminder that are within 2 days after the current day. Future reminders outside this range are hidden.For guide purpose, the current date is 22/12/2025: