Table of Contents
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see Importing Leads, Customers, Suppliers, People and Companies if not setting up people manually
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A person in the system can be any or all of
An employee in the system
An employee can access screens and be given functions (secure features)
An employee may have limited access
Limited to only a few host companies
Limited to only their chosen default warehouse (stock, customers, etc)
Limited to only their Branch of the business (if the host company has branches)
Sales reps can be limited only to their own customers
Employees Ticked as "Is Administrator"
this is advised to be limited to only 1 or 2 peopleHave additional menus across the system - example on a SKU, company, sales order and others
Can create random test data in live
Can change to any host company in the system
Can tick on "Is Administrator" to any other user
IN TEST > Can scramble all customer names to anonymise the data in test
IN TEST > Receives all emails sent out from the system diverted from the original address. Note - this can also be achieved using Admin > Host Company > System Features > Email Test addresses.
A contact at multiple customers and or suppliers
A contact at a supplier may have a role in the system and be allowed to login (if the supplier is flagged as "Allow login") and the contact has a role AND is flagged "Allow login"
The contact visibility will be limited to:
Transactions related to the customer and or supplier of the chosen context (orders, invoices, payments, and other documents)
Persons with access to multiple customers and or suppliers will first choose a context
Suppliers that are a 3PL warehouse supplier (set on Warehouse screen) will get access to stock visibility and ability to pick and pack orders in that warehouse.
Adding another user - Employees
When you want to add a new user to the system
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If the employee is to change from one company to another - their person card will need to be global If the person is not already global the option will be on the person card
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When you tick “Allow Login” the user will get an email sent to their email address with a password
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Note: If you want to give a user the same capabilities as an existing person - open them into a separate form at the same time so you can see their roles.
When adding users - the system creates a "Site User" for the login credentials.
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Resetting an employees password
Status > Reset this users password and email to them
If no email template is found - a simple email is sent to the user with their new password.
If you want to create your own email template use Template settings : system usage “reminder” context “authentication” role “employee” - see Email Templates
Sales Reps
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A sales rep can be assigned customer accounts and use the Daily Sales Run screen
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When you want a person to have access to login and create bookings - you can quickly create it from the Person card
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Access to the Shopping Cart
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Add "Customer" Role - the role they will use when they login to the webstore
Tick "Allow Login"
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Company Debtors Logging in
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Roles
Roles provide access to
Screens
Roles can be applied to:
Employees - most common use
Contacts at Customers and Suppliers
Defining new Roles
Roles give access to
Screens
Each Role is linked to a menu Structure (BPM Role)
Each role can have screens from that menu structure hidden
to change roles will require Secure Features#CanMaintainUserRoles
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The system has some standard roles and you can create new ones
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Screens provided by the role
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Secure Features and who has access to them - Secure Features
Adding roles may be limited to those with suitable secure features:
Access levels
Administrators - only users with the secure feature "is Administrator" can provide this secure feature to others - or a role with this secure feature attached.
System Managers - Only users with the secure feature "Is System Manager" or "is Administrator" can provide this secure feature to others - or a role with this secure feature attached.
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Role Usage Preference and Type
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Usage preference used by the system to determine where the role can be used
Type is used by the system to group roles for customers that are used for communication.
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Create an Employee
If you start at the employee screen - then select new from the person dropdown:
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From a Person - create an employee role
Enter a Person - the minimum fields are:
First name / Last name
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Enter email address to use for sending information from the system to them
employee email is for business correspondence
person email is for personal contact information
Providing an employee with a login
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"Allow Login" checked
Login Code entered
Tick "Create Site User if Nessesary"
Save
The system will send them an email with login details ( See See Email Templates to create your own template)
The user can then update their password before they login
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Managing Existing Users and their access
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/wiki/spaces/SI/pages/33054916 for the person.
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Review the secure features they have access to
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View the users menu - as they will navigate it
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Drill to the details of any role
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For Example - a junior sales person may not be assigned customers - but may be assigned customer visits.
Setup the roles
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The junior role will demand a manager be chosen
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