Location: Admin -> Personnel
Here you will be able to manage your ChannelOnline user accounts and permissions. The pages in this section needed to manage your sales team properly are:
- Personnel - From here you can create new user accounts if you have the licensing for it. You may also view, edit, and delete existing users if you have permission to perform those actions.
- Access Keys - Access Keys are based on the existing system permissions that get assigned to group users and other group users. The key difference is that these permissions can be applied to a single user (like one outside your group).
- Access Rights Profiles - These are your security groups. Each Access Rights Profile contains a list of actions that members of that profile can perform when using ChannelOnline.
- Groups - Groups are a way to combine multiple users into a team. For example, a West Coast sales team and an East Coast sales team could each have their own group. Each individual user account can control which customers, documents, and price profiles to share with the other members of the group, as well as what level of control others can have.
- Role Management - Use existing roles (job titles) or create new roles for personnel. Roles can be used to assign users to customer accounts.
- Transfer Account - This is a utility used to copy all of a user's owned objects (customers, documents, price profiles) to another user. This utility is most commonly used when attempting to delete a user account. You may only delete a user account if that user no longer owns any objects.
- User Activity - Records user login history and any bulk change operations.
Managing Access Rights
(security permissions)
ChannelOnline provides a list of built-in access rights profiles, which you can think of as roles within your organization. While the default access rights profiles might be sufficient for your needs, you can create new access rights profiles from scratch or by copying an existing profile.
- Admin SalesRep - Buyer (Read Only) - All Access
- Admin SalesRep (Read Only) - All except purchasing
- SalesRep - Buyer (Read Only) - Sales documents and access to group accounts, purchasing, but no administration
- SalesRep (Read Only) - Sales documents and access to group accounts
- Employee (Read Only) - these are non-users that can be assigned to an account, like credit manager or service technician
NOTE: You cannot make changes to the built-in access rights profiles. You will need to create a new profile if you wish to make any changes to the options available to that profile. When creating a new profile, you will need to name the new profile. Be sure to name something that is relevant to the role the assigned users will be performing. Example: "Purchasing Department". The profile permissions themselves are broken into logical segments. Each option was written to be self-explanatory based on its description. Contact support if you require additional clarification.
Dependencies
If an access right option is grayed out, and unable to be added to that profile - it's because there is a dependency that has not been met. Several of the access rights settings available have a parent setting which must first be turned on. For example: You cannot Create / Edit POs until you can first View All POs. If it is not immediately clear what a specific item's parent is, try thinking about the actions that person would need to take in order to get to that option.
Users and Groups
As mentioned above, each sales team member can be added to a single group of sales team members. Groups allow sales team members to easily share their customers, documents, and price profiles with one another. Each user has several options to control group permissions on the profile page. You can navigate to the sales team profile page from either of the following ways:
- Click the My Account link in the top left-hand corner of ChannelOnline. This will take you to your own profile page where you will see your assigned group and link to view members.
- Click the View icon from Admin -> Personnel -> "User Name"
Each sales rep can control how others access his customers, documents, and price profiles based on two factors:
- My Group - The group this rep is currently assigned to Other Groups - All other groups
- Both "My Group" as well as "Other Groups" can further be given the following access permissions to a user's customers, documents, and price profiles:
Deny others access - Provides that group with no access to the specified information.
Allow Read Only access - Allows members of that group to view but not change the specified information.
Allow Read + Modify access - Grants the members of that group full access to the specified information.
NOTE: These permissions are important when setting up sales and support teams that need to be assigned to specific customers or geographic regions.
Access Keys
Access Keys are based on the existing system permissions that get assigned to group users and other group users. The key difference is that these permissions can be applied to a single user (like one outside your group). Use a combination of area permissions when creating a key. Keep in mind that a user will still need to have the Access Right permission to perform that action that gets assigned through the Access Key. For example, a user needs to have “Create / Edit Accounts” access right to edit an account they have access to through a Read + Modify setting on an Access Key. Without the Create / Edit Access right the Access Key permission will not work.
Adding New Personnel Users
In order to create a sales rep, navigate to the Admin -> Sales Team page and click the "Create New SalesRep" link. Be sure to configure the correct access rights profile and group for that user's position within the organization. Other important options include Login ID - This must be an email address. A user will log into ChannelOnline using this as their username. Account Active? - Allows you to create the account, but leave it disabled. You may also disable an existing sales rep account using this feature if you have the proper access to do so. Send e-mail notification - This will generate an email to the new user with a link to set up a password.
