retailCRM Documentation

Users and user groups

This article describes how to add users and configure user groups in system. The following functions are described:

For starting work with system users you should go to «Administration» section, clicking the «gear» icon in the upper left corner. You will see the page with list of users added in system.

Filter

User list filter works after clicking "Apply" button. If you need to return to the user list, don`t forget to click «Reset» button.
If the filer fields area hinders viewing the user list, click the up arrow, which allows to hide filter.

Search by text fields works even if enter only part of the word and the case is not important.
For example, if you enter «Els» into the field «Full name», then system will find all users having «els» in name, surname or middle name.

Online users

System allows to see who is online in system at the moment. If user is autorized, there will be a green marker on the left.

This feature allows system to distribute orders only by managers authorized in the system.

Note: if system tab is opened, manager's status will be Online.

User page

To add new user it is necessary to click the button «Add» in the section, being on the «Users» tab. To start editing the user data it is enough to click any place in the field with user data. You will see the form with mandatory and non-mandatory fields.

Fields in the beginning of page don`t require clarification, let`s see the fields marked by red border.

Checkbox «Enabled» means that user has an access to system with login like his field «E-mail» and specified password. Otherwise, if checkbox is empty, the user can not get in the system.

With the help of checkbox «Administrator» user will have full access to all features and settings of system.

Besides the information fields it is possible to set belonging to a certain group, using checkboxes of group names. User will get rights, defined for selected groups.

With the aid of the feature «Open the section after login» you can choose a section, which will be opened automatically after manager`s log in. If you choose no setup, a section opens standardly, based on user rights.

Note: Sections «Activity» and «Analytics» are available for choice.

Check marking «Notify via e-mail» means that notification messages, which are available in the system header, will be duplicated on mail.

Example of such notification messages: assignment of the order to a manager, change data in the manager's order, the order is expired.

Check mark «Accompany notification messages with a sound» will turn on a sound of notification messages for a certain user.

Checkbox «Send mail with data to the user» means that user will receive an e-mail letter with login and password in system after saving.

Note: If you don`t see the added user in the list, then perhaps the list is sorted by full name as is default. Click the column «Created» twice and you will see the last added user in the beginning of list.

Also except «Full name» and «Created» there is available sorting by field «E-mail»

There is no opportunity to delete user for the security reasons and data saving.

User group

In administration part in the Users section switch to the «User groups» tab.

Adding and editing of user group

For adding the user group you need to click the «Add» button on the «User groups» tab. Same as for editing of one user, for editing the user group it is enough to click any place in the field with group data. Then the form with main group settings will be opened.

Further, let`s pay attention to the second and the third fields of this form:

Symbolic code

In order that system user url will be created through the group name to which he belongs to, you need to specify a symbolic code.
Symbolic code is also used when requesting to system through API.
For example, the symbolic code is specified for fields-dictionaries (order type, delivery type, payment status, etc.) when changing the order through API.

Rights

Rights is the setting of rights for current group user. Depending on the set of rights, users of different groups may see this or that sections of system.

For example, it is possible to set that users of «Managers» group will be able to work only with orders in system and users of «Directors» group will be able to see analytics and to export orders, customers, items.

Group of rights «Orders»

This group allows to restrict operation of the user with orders. For example, it's possible to forbid deleting items in the order.

Group of rights «Customers»

This group allows to restrict operation of the user with clients. For example it's possible to forbid editing a client's personal discount.

Group of rights «Managers»

This group allows to restrict viewing and unloading of managers.

Group of rights «Analytics»

This group allows to restrict viewing of analytical report.

Group of rights «Product»

This group allows to restrict operation of the user with items. For example, it's possible to forbid editing leftover stock of items.

Group of rights «Product groups»

This group allows to restrict operation of the user with groups of items. For example, it's possible to forbid editing groups of items.

Group of rights «Tasks»

This group allows to restrict operation of the user with tasks. For example, it's possible to open access only to your own tasks.

Group of rights «Notification»

This group allows to restrict or resolve sending official notifications. For example, notification about an order change or a new message receiving.

Group of rights «Customer segments»

This group allows to restrict operation of the user with customer segments. For example, it’s possible to forbid creation customer segments.

Group of rights «Telephone campaigns»

This group allows to restrict operation of the user with telephone campaigns. For example, to forbid editing telephone campaigns.

Group of rights «Telephony»

This group allows to restrict operation of the user with telephony. For example, it’s possible to open viewing only to your own calls.

Group of rights «Common»

This group allows to restrict or resolve to certain user group looks through or edits financial operations. For example, information about margin or purchase price. It’s also possible to forbid the change of a manager in orders and customers.

Useful: Right of «Order export» means the ability to export orders table for current user group. It was made in order to restrict access to easy getting of order list for not authorized persons (couriers, managers), who can give the order base to the third parties. There are the same restrictions for customers and items export.

Signature template

This field is used for automatic adding the signature for manual and group sending of emails. There is available object of user (User type), which sends email, in template.

Note: If user belongs to several groups, signature of the first one will be used.

Another example of interface differences for different groups.

That`s how «Orders» section interface looks for the «Managers» group.

And that`s how «Orders» section interface looks for the «Directors» group.



Group settings of orders and customers

On the «Orders and customers» tab you may set additional parameters of order distribution and user access to orders and customers.

1. «Process orders» setting:

If to set the «Process orders» tick for group, then you will see additional area for order distribution settings.

If to set the ticks only for several order types in the «Order type» field, it will mean that order distribution for this user group will be executed considering only selected order types.

Example: If we add «Legal entities managers» group and set the tick near «Entity» type in the order distribution settings, then only orders with «Entity» type will be assigned on users of this group.

The same logic is for store settings. If the user of current group is responsible only for orders from one or several stores, then you may set distribution to him, considering one store. Or you may select several stores.

If to set the tick on «Use order channels when distributing orders», then you will see the list of order channels, which can be selected for distribution to users of current group. If nothing is selected, then all orders will be distributed to group users regardless of order channel.

2. «Responsible for delivery» setting:

Also it is possible to set restrictions on delivery type for certain user group.

For example, if to set the tick on «Responsible for delivery» for created group «Couriers», select only delivery type «Courier delivery» from drop-down list and set the tick «Allow access to orders with these types of deliveries only», then users of current group will see only orders with «Courier delivery» type.

3. «Access to the orders and customers» setting:

If in the previous settings we set only restrictions on order distribution and assignment to user, then in current setting it is possible to apply certain restrictions on the orders and customers.

There are three variants:

1) Allow access to all orders and customers — no access restrictions.

2) Allow access only to orders and customers of specified types and stores and to own orders and customers — you will see settings of orders viewing and editing depending on order type and store.

3) Allow access only to own orders and customers — order will not be available even for viewing by user till it will be assigned to that user («Manager» field in order).

User`s personal account

Each user has a personal page of data editing, which you can enter following the link on the top of the page. It is used mainly for editing of password and personal information. Only administrator can do it in general user settings.

With the aid of the feature «Open the section after login» you can choose a section, which will be opened automatically after manager`s log in. If you choose no setup, a section opens standardly, based on user rights.

Note: Sections «Activity» and «Analytics» are available for choice.

Check marking «Notify via e-mail» means that notification messages, which are available in the system header, will be duplicated on mail.

Example of such notification messages: assignment of the order to a manager, change data in the manager's order, the order is expired.

Check mark «Accompany notification messages with a sound» will turn on a sound of notification messages for a certain user.


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Page last modified on October 08, 2018, at 11:42 AM