Table of Contents

 see Importing Leads, Customers, Suppliers, People and Companies if not setting up people manually

Overview

A person in the system can be any or all of

1. An employee in the system

   1. An employee can access screens and be given functions (secure features) 

      1. An employee may have limited access

         1. Limited to only a few host companies

         2. Limited to only their chosen default warehouse (stock, customers, etc)

         3. Limited to only their Branch of the business (if the host company has branches)

         4. Sales reps can be limited only to their own customers

      2. Employees Ticked as "Is Administrator"  this is advised to be limited to only 1 or 2 people

         1. Have additional menus across the system - example on a SKU, company, sales order and others

         2. Can create random test data in live 

         3. Can change to any host company in the system

         4. Can tick on "Is Administrator" to any other user

         5. IN TEST > Can scramble all customer names to anonymise the data in test

         6. 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.  

2. A contact at multiple customers and or suppliers
   
   

   1. 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"

   2. The contact visibility will be limited to:

      1. Transactions related to the customer and or supplier of the chosen context (orders, invoices, payments, and other documents)

         1. Persons with access to multiple customers and or suppliers will first choose a context

      2. 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

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

Open

Open

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.

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

A sales rep can be assigned customer accounts and use the Daily Sales Run screen

Bus Drivers - Flag on employee

Bus Drivers can be assigned bus runs and use the Drivers Portal for tracking passengers on and off and collecting payments

Truck Drivers - flag on employee

Truck Drivers can be assigned on Waybills for delivery runs

Branch Managers - flag on employee

Branch managers are able to see parts of the system that sales reps cannot see and get some reports see Employees

Access to a Booking Portal (Customers)

When you want a person to have access to login and create bookings - you can quickly create it from the Person card

Access to the Shopping Cart

Access to the shopping cart is for Debtors who will be invoiced for the order. 

The Debtor will have a role of "Customer" and is added to the debtor (not the person or contact)

Generally their are two types of Debtor - a company or an individual. 

Individual Debtors logging in (Customers who are people)

A Person can be a Debtor

Username / Password is setup at the Person on the "Advanced/Contact Tab"

Enter username

Enter password - save password and then save "Person"

Note - this will create a debtor if there is not one there already.

Navigate to the Debtor

Add "Customer" Role - the role they will use when they login to the webstore

Tick "Allow Login"

Company Debtors Logging in

If the debtor is a company -  a company cannot login - only persons with a relationship to the company can login.

First give the correct role to the Debtor

Then people need to be given access to login to the system with a username and password

Next the person needs to be a contact at the company they are allowed to view - and have the correct role in order to see that debtors information

Note also review customer and supplier logins

Roles

Roles provide access to

1. Screens

2. Secure Features

Roles can be applied to:

1. Employees - most common use

2. 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

• Secure Features

  to change roles will require Secure Features#CanMaintainUserRoles

The system has some standard roles and you can create new ones

Screens provided by the role

Secure Features and who has access to them - Secure Features

Adding roles may be limited to those with suitable secure features:

Access levels

1. Administrators - only users with the secure feature "is Administrator" can provide this secure feature to others - or a role with this secure feature attached.

2. 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.

Role Usage Preference and Type

Create an Employee

If you start at the employee screen - then select new from the person dropdown:

Once you have saved the person details and close the screen the information will be in the Employee screen

From a Person - create an employee role

1. Enter a Person - the minimum fields are:

2.  

   1. First name / Last name

Enter email address to use for sending information from the system to them

1. employee email is for business correspondence

2. person email is for personal contact information

Providing an employee with a login

1. "Allow Login" checked

2. Login Code entered

3. Tick "Create Site User if Nessesary"

4. Save

The system will send them an email with login details ( See Email Templates to create your own template)

The user can then update their password before they login 

Managing Existing Users and their access

Termination

Reviewing employee details

Generally making changes to users capabilities involves viewing the menus they have access to and the related secure features - see also Employees

Search for the person.

Review the secure features they have access to

View the users menu - as they will navigate it

Drill to the details of any role

Review the roles by double clicking on the role then on the adjacent search field click and go to 'Properties' - this will take you to the Security and Roles in the system screen

Select the secure feature, view the properties and you will see who has access to that secure feature (remember a secure feature may be attached to multiple roles

Managers on a Role

A junior person may restrictions compared with a senior.

For Example - a junior sales person may not be assigned customers - but may be assigned customer visits.

Setup the roles

The junior role will demand a manager be chosen