Search
43

Learn How To:

Managing Personnel & Access Rights

Location: Admin -> Sales Team

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 the permissions to perform those actions.
  • 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 be shared 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 users 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 opperations.

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.


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 it 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 it's description. Contact support if you require additional clarification.


Dependencies


If an 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 items 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 button from Admin -> Sales Team -> UserName
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 customer or geographic regions.




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 sale rep account using this feature if you have the proper access to do so.
Send e-mail notification - Will generate an email to the new user with a link to setup a password.
Passwords

Overview

Passwords are needed for all users that access ChannelOnline, internal or external.  Create a password that meets industry standard complexity requirements:

  • Your password must be at least 8 characters (and no greater than 20).
  • Your password must have at least one upper-case letter.
  • Your password must have at least one lower-case letter.
  • Your password must have at least one number.


Internal Users

If you have forgotten your password or simply wish to change it, navigate to your ChannelOnline log in page and click the "Forgot Password" link. 

External Users

Storesite users can retireve their password by going to the storesite log in page and click the "Forgot Password" link.


Personnel - Access Rights & Keys - How are rights and key permissions applied in the system?

DOCUMENT ACCESS CHECKS 


 

Read Access 
The check is done in the following order:

  • If user is contact
  • if document is not externally viewable (this should be the store site checkbox on document list page), return false
  • If the user is same as document contact, return true
  • If document is CPAS and if user is approver, return true
  • If contact can read all quotes (Enable ALL documents on the StoreSite to be viewed by this contact. - found on edit contact page)
  • If contact belongs to same company as document, return true
  • if document company is a subsidiary that the contact has access to, return true
  • If none of the above conditions matches for contact, return false
  • If document is CPAS and VIEW_CPAS_ORDERS (View Company Purchase Approval System documents in Admin.) is not checked, return false
  • If user is the salesperson of document, return true
  • if user has VIEW_ALL_SOS access (View all Quotes, Proposals, Sales Orders, Invoices and RMA(s)), return true
  • If user is owner of document, return true
  • If user belongs to same group as document owner and has read access, return true
  • If all this fails, check access keys to see if the document owner has granted read permission to user

Edit Access
The check is done in the following order:

  • If document is deleted, locked, complete or cancelled, return false
  • If user has VIEW_ONLY access (this can be found in system profile: View Only SalesRep (Read Only)), return false
  • If user is a contact and can user read, user can edit quote
  • If document is CPAS, return false
  • If document is Proposal, return false
  • If document is not sales document (proposal, cart, RMA, quote, order, invoice), return false
  • If document is quote and user has EDIT_QUOTES access (Create / Edit Quotes and Proposals for all Customers), return true
  • If document is order and user has EDIT_ALL_SOS access (Create / Edit Sales Orders for all Customers), return true
  • If document is invoice and user has EDIT_ALL_INVOICES access (Create / Edit Invoices for all Customers), return true
  • If user is owner of document, return true
  • If user belongs to same group as document owner and has write access, return true
  • If all this fails, check access keys to see if the document owner has granted write permission to user

Delete Access
The check is done in the following order:

  • If user has VIEW_ONLY access (this can be found in system profile: View Only SalesRep (Read Only)), return false
  • If user is a contact and can user read, user can edit quote
  • If document is CPAS, return false
  • If document is Proposal, return false
  • If document is not sales document (proposal, cart, RMA, quote, order, invoice), return false
  • If document is quote and user has EDIT_QUOTES access (Create / Edit Quotes and Proposals for all Customers), return true
  • If document is order and user has EDIT_ALL_SOS access (Create / Edit Sales Orders for all Customers), return true
  • If document is invoice and user has EDIT_ALL_INVOICES access (Create / Edit Invoices for all Customers), return true
  • If user is owner of document, return true
  • If user belongs to same group as document owner and has delete access, return true
  • If all this fails, check access keys to see if the document owner has granted delete permission to user
   
     
 ACCOUNT ACCESS CHECKS    

Read Access 
The check is done in the following order:

  • If user has VIEW_ONLY access (this can be found in system profile: View Only SalesRep (Read Only)), return false
  • If user is a contact, return false
  • If user has access to EDIT_ALL_CUSTOMERS (Edit all Accounts), return true
  • If user is owner of account, return true
  • If user belongs to same group as account owner and has write access, return true
  • If all this fails, check access keys to see if the account owner has granted write permission to user

Edit Access 
The check is done in the following order:

  • If user has VIEW_ONLY access (this can be found in system profile: View Only SalesRep (Read Only)), return false
  • If user has access to EDIT_QUOTES (Create / Edit Quotes and Proposals for all Customers), return true
  • If user is owner of account, return true
  • If user belongs to same group as owner owner and has write access, return true
  • If all this fails, check access keys to see if the account owner has granted write permission to user

Delete Access 
The check is done in the following order:

  • If user has VIEW_ONLY access (this can be found in system profile: View Only SalesRep (Read Only)), return false
  • If user is a contact, return false
  • If user has access to EDIT_ALL_CUSTOMERS (Edit all Accounts), return true
  • If user is owner of account, return true
  • If user belongs to same group as account owner and has delete access, return true
  • If all this fails, check access keys to see if the account owner has granted delete permission to user
    note: If price profile has customers in it, you cannot delete even if you have access to delete

Create Documents
Can user create document in an account?  The check is done in the following order:

  • If user has VIEW_ONLY access (this can be found in system profile: View Only SalesRep (Read Only)), return false
  • If user has access to EDIT_QUOTES (Create / Edit Quotes and Proposals for all Customers), return true
  • If user is owner of account, return true
  • If user belongs to same group as owner owner and has write access, return true
  • If all this fails, check access keys to see if the account owner has granted write permission to user
   
     
 PRICE PROFILE ACCESS CHECKS    

Read Access 
The check is done in the following order:

  • If user is sales rep and has access to MODIFY_PRICE_PROFILES (Edit All Price Profiles & Tiers), return true
  • If user is owner of price profile, return true
  • If user belongs to same group as price profile owner and has read access, return true
  • If all this fails, check access keys to see if the price profile owner has granted read permission to user

Edit Access 
The check is done in the following order:

  • If user is sales rep and has access to MODIFY_PRICE_PROFILES (Edit All Price Profiles & Tiers), return true
  • If user is owner of price profile, return true
  • If user belongs to same group as price profile owner and has write access, return true
  • If all this fails, check access keys to see if the price profile owner has granted write permission to user

Delete Access 
The check is done in the following order:

  • If user is sales rep and has access to MODIFY_PRICE_PROFILES (Edit All Price Profiles & Tiers), return true
  • If user is owner of price profile, return true
  • If user belongs to same group as price profile owner and has delete access, return true
  • If all this fails, check access keys to see if the price profile owner has granted delete permission to user

(where delete is allowed only when there are no customers )

   
     
Personnel - How to set up a new User Group

User Groups allow the sharing of information/function/permissions among mulitiple users as a single entity.

To create a new user group:

From Control Panel > Admin > Personnel > Groups 

Create New Group

     

Create a new Group (Name) 

     

Move the members from the existing list of users and Save

     

This new group is now active and available for assignment





Products - How to mark a product item as discontinued and display its replacement

Items that are/or being discontinued from the manufacturer or supplier can be identified and its replacement sku displayed at the product level and on the quote. 

How to enable this feature.

Go to the product on the product page.  On the right above the customer price, click on the “Edit Item” icon to open the edit page.


On the “Products: Edit Item” page, under the “Optional” field and from the “Discontinued” listing,  click “Yes”

Type in the replacement (manufacture number) part.  This will search for the replacement item from the product catalog. Select the item.  

Search and select the "Item Type" from the list of options

Save the changes.  


The old item is now marked as “Discontinued” and display the replacement sku


When placing a quote.  The item will display the “DISCONTINUED” designation and the replacement part.  Clicking on the replacement part number will bring up the replacement item. 


Products - Services & Labor - How do I add Service and Labor to my quote?

Once created, Service and Labor support skus can be added to a quote.   

From an active quote, from the top of the page

From the "Services" tab, choose either from the Service or Labor selections

To add that selection to the quote

Or view the specifics of the selection

Labor added to the quote

Products - Services & Labor - How do I set up Labor Jobs?

ChannelOnline allows the creation of Labor type jobs to add to a quote.

To create a new Labor option:

Control Panel > Items Admin > Labor, Select "Create New Labor Item"

Enter a preseleted number of have the system generate a new sku number for the labor and select "OK"


From the Labor Item page, fill in the following:

Job Information

  • Labor job or role - Accountant, Developer, Program Manager etc.
  • Labor Name - Name of the labor job
 

    Supplier

    • Supplier of the job - Supplier providing this labor
    • Supplier number for the job - Supplier number 
    • Supplier description - Description of the work
    • Cost - Cost to the reseller for this job

    Billing Rate(s)

    • List price - List price for the service (per unit)
    • Frequency - Monthly, Quarterly, Semi-Annual, Annually
    • Billing code - If necessary

    Active or Disabled - Displays the labor job for assignment

    Icon

    • Icon Assignment - Associated to the job

    Categories and Tags

    • Category/Sub-Category assignment - From list of existing categories
    • Tag assignment - From list of existing tags

    Detail description - Additonal information on the service



    Once saved, this labor job is available to be added to a quote.  

    Products - Services & Labor - How do I set up Service Jobs?

    ChannelOnline allows the creation of Service level jobs to add to a quote.

    To create a new Service option:

    Control Panel > Items Admin > Service, Select "Create New Service Item"

    Enter a preselected number or have the system generate a new sku number for the service and select "OK"

    From the Service Item page, fill in the following:

    Job Information

    • Type of service job - Single visit, recurring work, subscription, block hour support
    • Frequency of performance - Single, hourly, daily, weekly etc.,
    • Service Name - Name of the service job

    Supplier

    • Supplier of the job - Supplier providing this service
    • Supplier number for the job - Supplier number 
    • Supplier description for the job - Description of the work
    • Cost - Cost to the reseller for this job

    Billing Rate(s)

    • List price - List price for the service (per unit)
    • Frequency - Monthly, Quarterly, Semi-Annual, Annually
    • Billing code - If necessary

    Active or Disabled - Displays the service job for assignment

    Icon

    • Icon Assignment - Associated to the job

    Categories and Tags

    • Category/Sub-Category assignment - From list of existing categories
    • Tag assignment - From list of existing tags

    Detail description - Additonal information on the service

    Once saved, the service job is available to be added to a quote.  






    Supplier warehouses and default warehouse

    A database of all warehouses per supplier can be set up with one warehouse per supplier selected as your company default. ChannelOnline automatically populates the warehouse database for ChannelOnline supported suppliers. You can also manually enter warehouse information into the warehouse database for Custom Suppliers.

    Availability per warehouse is displayed beside the warehouse name in parenthesis for CNET supported suppliers (Ingram Micro, Tech Data, SYNNEX, etc) when selecting the Live Warehouse & Cost Update . The availability quantity will remain in parenthesis beside the warehouse up to (1) hour. If the quantify is empty, it is because it has been over (1) hour since real-time information has been updated. This is to ensure that you have current information when working with and submitting PO(s). Once you update Live Warehouse & Cost the availability will appear in the parenthesis once again. Any previously selected warehouse will stay selected and does not go back to the default warehouse. 

    Adding Warehouses
    To add warehouses for custom suppliers, go to the Supplier View and select the Edit icon on the Supplier Info component. From there go down to the Default Payment Method & Warehouse option and select the Edit icon to the right of the Default Warehouse field. The warehouses that you enter will then appear in the warehouse drop-down list for the PO line items.

    Setting a Default Warehouse
    To add set a default warehouse for a supplier, go to the Supplier View and select the Edit icon on the Supplier Info component. From there go down to the Default Payment Method & Warehouse option and select the desired warehouse from the Default Warehouse dropdown field. Once selected, hit Save at the bottom of the page.


    Understanding Advanced Search Functions

    Keywords - entering keywords will result in a search that looks for a match found on ALL words anywhere in the following fields: Description, Product Class, Category and Part Number. Multiple words can be used in a single search term, such as "HP notebook", and the results will take into account if the words are in close proximity to one another. For example, a search on "HP notebook" provides results for "HP Compaq Business Notebook 2510p" before returning results for HP Elitebook 2530p" even though the term "notebook" is in the attributes of the product.

    Starts With - selecting this box enables you to search for terms that begin with what you typed. Example; if you typed "note" it will return results that contain the word "note" in them, such as "notebook".

    Description Only - selecting this box searches only for the exact terms used in the description fields only. For example a search for "right hand mouse" will look to match all those terms in the description, they may be in any order and not exactly as you typed them.

    List Price Range - narrow the results by entering a minimum and maximum list price range for the product results that you are looking for. 

    Part Number - These fields allow you to enter in more than one search at a time. The search engine will process these entries as "OR" type searches. For example if you type "CISCO861-K9" in the first box, "mouse" in the second box and "7733pau" in the third box, the search engine will look for "cisco861-k9 OR mouse OR 7733pau" and return all the relative results that match.

    Category and/or Manufacturer - these filters allow you to narrow your search query to certain categories and/or manufacturers with your keyword entry. You may choose multiples by using the "Shift" or "Ctrl" keys as you select additional categories or manufacturers. (This text also needs updating on the page itself...to add the Shift part)

    In Stock Only - selecting this box limits the displayed results to only products that had a positive stock count within the last 24 hours.

     

    Using customer cost centers

    Cost Centers are customer specific fields that can be enabled at the line item level on storesite quotes, orders and shopping carts. They give you the ability to allow your customers to enter an accounting code if necessary or specify which department should be billed for a given product. To enable the Cost Center feature for a specific customer:

    • Locate the appropriate company.
    • On Customer View, click the Edit icon in the Company Info section.
    • In Company edit select the Custom Fields tab Scroll down until you see the Cost Center section and click the Add Cost Center link.
    • Select Text or Drop-down. If you select Text, you can specify that the field contain text with a minimum and maximum number of characters, a number with a minimum and maximum number of digits, a date in the mm/dd/yyyy format or a regular expression. If you select Drop-down, you can specify a list of custom options that can be selected by the customer. Select the Drop-down option, specify a name for the custom field and click the Save link next to the rule. You can now click the yellow Edit button and add your custom options to the Drop-down.
    • Once you've added the Cost Center you'll notice there are three check boxes for each custom field. Enable allows you to enable or disable the field, StoreSite allows you to activate or deactivate them on your customer's side and Required makes the fields a required entry. Choosing Required will automatically choose StoreSite because the customer will need to fill out the fields when placing orders.
    • Once finished, click Save to save your changes.

     

    Assigning Cost Centers to Contacts

     

    • Locate the appropriate company.
    • On Customer View, click the Edit icon in the Contact Info section.
    • Scroll down until you see the Cost Center section and click the Assign Cost Center link.
    • On the next page select the Cost Center to assign to the contact and click Add.
    • Hit Save at the bottom of the page when you are done adding and removing Cost Centers.

     

     

    Note: Please see the 'What is a Regular Expression?' faq for a detailed definition of the RegExp Field Data Type.