Profile Management. Unifaun Online

Transcription

1 Profile Management Unifaun Online

2 2 Contents 1 Profile Management Key Concepts in Profile Management The Administrator Flower Power Ltd. an Example How to Set up Profile Management in Unifaun Online Create Roles Create Profile Groups Create profiles Printing Favorites Some different ways to use Printing Favorites Import of address register Login As profile for Unifaun Online Settings Using Login As Rights for neutral carrier Settings Administrator Analyze the need... 24

3 3 1 Profile Management Profile Management will increase security and make your working routines in Unifaun Online more efficient. By controlling user rights and access to information it is possible to streamline each user s way of working in the system. The key concepts in profile management are Profile Groups, Profiles and Roles. Right to perform a task is governed by Roles. Access to certain information is governed by Profile Groups. Each Profile is a unique combination of rights and information access. Unifaun Online users belong to a Profile owing to their position in the organization, their tasks and their responsibilities.

4 4 2 Key Concepts in Profile Management When discussing Profile Management it is necessary to be acquainted with the key concepts and what they relate to. Figure 1 below is a description of the relations between the most important concepts in Profile Management. User ID Standard Profile Group Profile Group Standard Profile Profile Role Printing Favourites User ID Fig. 1 Relations between key concepts in Profile Management. The user ID does not represent a specific person but a company or an organization. The user ID consists of 10 digits and should be used by all profiles linked to the same customer number. Standard Profile Group and Standard Profile There is always one Standard Profile Group per user ID. The Standard Profile Group has access to all data within the user ID, i.e. the information belonging to all profile groups. Furthermore, there is always a Standard Profile tied to the Standard Profile Group. The Standard Profile is a kind of super user, an administrator profile with access to all information in the system. For example, the Standard Profile can see the history of all the underlying profile groups and may create and change rights for the different profiles. The data created on the Standard Profile Group level can be seen by all profile groups. Roles Different roles are entitled to perform different tasks in the system. By assigning roles to the different profiles you control rights in Unifaun Online. There is always a predetermined administration role, with the right to perform any task in the system. The administrator decides which roles should be created. For example, one role should have the right to create transport documents while another should be able to collect statistics from the system. A third role should perhaps have the right to do both.

5 5 Profile Groups A profile group governs what information is available for the profiles included in the profile group. A profile group has access to information, such as sender, receiver and shipment history, tied to its own profile group. The profile groups do not have access to each other s information, except for the information stored on Standard Profile Group level. Profiles Profiles are best described as different functions within a company represented by one or several users. Each profile is assigned a profile login ID and a password. Together with the user login ID it is used for logging in to Unifaun Online and it is administrated by the Standard Profile. The profile login must be unique for each profile. Each profile belongs to a profile group and can be assigned one or several roles. Evidently, if a profile is assigned several different roles it will have all the rights tied to those roles. By separating profiles and roles the administration of rights is simplified. Several profiles can be updated at the same time only by changing the rights on role level. Printing Favourites In order to facilitate your daily work and streamline your workflow, you can create printing favourites. Printing favourites are used as a kind of templates. You can for example select sender, services, additional services, etc., that appear as default values when you choose a certain printing favourite. Printing favourites are not fixed templates, but give you the opportunity to control and limit the choices that can be made before printing. NOTE! Consider your transportation requirements, your regular senders and receivers and which services and additional services you normally use. You can set up as many printing favourites you need. Remember to optimize for normal cases and not for special cases. To get the most out of Profile Management, it is important to consider your requirements from the very beginning. The starting point is always the practice that is/should be established within the company/organization.

6 6 3 The Administrator The company's administrator in Unifaun Online has an important role in terms of Profile Management. The administrator controls profile groups, profiles and roles in the system and is also responsible for the user IDs and passwords. The Administrator of Unifaun Online always belongs to the Standard Profile Group and the Standard Profile, and has been assigned the role of "Administration". We recommend that you appoint at least three people to the administrator role. The administrator is responsible for the Standard Profile and can create profiles with their own unique login from the Maintenance menu. Printing favourites may be accessible for the user from the main window in Unifaun Online. This can be set up by the administrator on profile group level or profile level. It is also possible to create a default setting on the Standard Profile and distribute to all profile groups, provided that they should use the same printing favourites. When Profile Management is activated, the administrator should be the notified contact in Unifaun Online. This person is responsible for the Standard Profile and for creating, updating and maintaining profile groups, profiles and roles. The administrator can contact Unifaun Online support on Profile Management issues. However, each user should always contact the administrator regarding questions about login, rights and authorization in Unifaun Online. All profiles should use the link or and their assigned login information, which consists of User ID, Profile Login and Password. The administrator is responsible for creating and distributing login information. As administrator, log in to Unifaun Online, or with your User ID and Password. The Profile Login field is left blank. NOTE! The administrator password is unique and must not be distributed. Login page for administrators: Now the administrator can create roles/profile groups/profiles from the Maintenance menu on the left.

7 7 4 Flower Power Ltd. an Example Flower Power Ltd. is a company that sells cutting flowers and florist services. The company is not very large but there are several users with different tasks for whom it is desirable to simplify and streamline the daily work. In addition, the company wants to connect specific senders, receivers and shipments to different units. By using Profile Management, they also want to achieve a more flexible cost control. Furthermore, it is important for customer services to promptly be able to handle questions from customers and suppliers. The company Flower Power Ltd. is represented in two places, Big Town and Small Town. In Big Town, there is a head office with 3 people, a shop called The Rose where 2 persons work and warehousing with 2 employees. In Small Town there is a shop, the Tulip, with 2 people and warehousing with 1 employee. What roles are there in the company? Irrespective of the number of people and tasks in Flower Power Ltd., we can identify the following roles: Head Office Customer services Finance CEO Warehousing Warehouse manager Shop Warehouse staff Shop manager Shop assistant If we take a closer look at the shops, we have two different roles to take into account, shop manager and shop assistant. What rights should be assigned to the different roles? The two shop managers tasks are similar and they should be assigned the same roles and hence the same rights. This also applies to the shop assistants. Also, they should only have the right to manage data relating to their own shop. It would have been possible not to distinguish between Warehousing, Shop and Head Office and only create the roles Manager and Assistant. It all depends on the company's procedures.

8 8 Shop Manager Shop Assistant Roles How are the roles organized within the company? Are there any natural entities, e.g. geographical entities that should have access to the same information? Flower Power Ltd. is represented in two different places, Big Town and Small Town. The people working for the company should only have access to the information of their own site. Members of a profile group will only have access to the information of the profile group they belong to. In this case we choose to create two different profile groups, Big Town and Small Town. Big Town Small Town Profile Groups How are the roles organized within the profile group? Are there any natural entities, e.g. functional entities that should have access to certain information? The roles Shop Manager and Shop Assistant should only handle information and tasks related to the shops. They must therefore be distinguished from Warehousing and Head Office. Furthermore, they should only be able to manage information connected to their own shop. It is possible that the company will expand with more staff or take on vacation substitutes, so we want to avoid linking the profiles to individuals. As for the shops, we then need four profiles: Profiles The Rose1 The Tulip 2 The Rose 2 The Tulip 2

9 9 Profile Management at Flower Power Ltd.: User ID Profile Group Profile Role The Rose Big Town The Rose 2 Shop Manager The Tulip 1 Small Town Shop Assistant The Tulip 2 Figure 2 Profile Management at Flower Power Ltd. To be able to take care of all customer related issues that might appear the head office wants to give customer services access to the information of all profile groups. Therefore, it will be necessary to create a separate profile for customer services that is linked to the Standard Profile Group. However, customer services should not have administrative rights, so we must create a role to distinguish customer services from administration. User ID Profile Group Profile Role Standard Profile Group Flower Power Customer Services Standard Profile Administration Figur 3 Profiles in the Standard Profile group.

10 10 The table below shows the unique combinations created for Flower Power Ltd. Profile Profile Group Role The Rose1 Big Town Shop Manager The Rose2 Big Town Shop Assistant The Tulip1 Small Town Shop Manager The Tulip2 Small Town Business Assistant Flower Power Standard Profile Group Customer Services Standard Profile Standard Profile Group Administration Should we have taken all units of the company into consideration the list would obviously have been longer, containing even more combinations. Initially, Profile Management can be a time-consuming task but it will pay off since the daily work will become much more efficient. Companies/Organizations that would benefit from Profile Management A hospital or a university that wishes to work consistently and reduce unnecessary errors. In addition, they want to allocate shipment costs per department/unit. Industrial companies that want their suppliers to deliver (return) goods to one single location. At the same time they want to control the services performed and secure that no services are performed that is not in the contract. Large retail chain stores that want to send goods between stores in a controlled manner. Goods will also be sent between stores and a central warehouse. Agreement buyer that purchases shipments centrally on behalf of their totally independent member companies. They want an overall control of the business, the possibility to decide which services the member companies should be allowed to use, and also be able to allocate costs to the member companies. 3PL companies with various different clients who have outsourced their warehousing. With Profile Management, the 3PL company can assign their clients to different profile groups in order to keep records, as well as shipment history, apart. They can also provide their clients with a login name (profile) with appropriate rights (roles) for them to see what is sent on their behalf and also be able to place wild orders.

11 11 5 How to Set up Profile Management in Unifaun Online You can proceed in slightly different ways when setting up Profile Management in Unifaun Online. Here we choose to start with roles and then move on to profile groups and finally connect roles and profile groups via profiles. 5.1 Create Roles Role is the term used for defining what rights users have to in the system. The different roles have the right to perform different tasks in the system. Go to Maintenance > Role. Choose to create a new role. Choose to see existing roles if you want to edit, copy or delete information. Edit Click or and then. Copy Click and then. Delete Click. Create a new role Choose. Give the role a suitable name and description. Then select the activities the role should have access to in the section Rights. Click.

12 Create Profile Groups A profile group controls what type of information should be available to those who are logged in to the current profile group or the Standard Profile Group. Go to Maintenance > Profile Group. Choose to create a new profile group. Choose to see existing profile groups if you want to edit, copy or delete information. Edit Click or and then. Copy Click and then. Delete Click. NOTE! Normally, the Standard Profile Group should not be changed.

13 13 Create a new profile group Choose. Give the profile group a suitable name and a description. Click. 5.3 Create and change profiles Profiles can be viewed as different functions within the company that can be represented by one or more users. A profile consists of a profile name and a password, which together with the user ID are used for login. Go to Maintenance > Profiles. Choose to create a new profile. Choose to see existing profiles if you want to edit, copy or delete information. Edit Click or and then. Copy Click and then. Delete Click. Create a new profile Choose. Enter the profile group that the new profile will belong by selecting from the list. Decide the user s log-in information by entering a name in the Profile field and a unique Password. A profile may represent either a unit/department/company or a person. The password must be between 8 and 32 characters. It should contain at least one letter and one digit. Only a-z, A-Z and 0-9 are allowed. No alphabetical, numeric or keyboard sequences longer than three characters are allowed. E.g. JSBaKi35, JA and QWERTYUI are not valid passwords. Use the button to create a secure and valid password. Connect the profile to one or several roles to thereby control the rights. Note! The role Administration is the role that governs profile groups, profiles and roles in the system and is responsible for user IDs and passwords. The role Administration should therefore only be assigned to the administrator of Unifaun Online. Click.

14 14 When the password is created and distributed to the users it is important to remember and save the password in a safe way. It is not possible to see the password anywhere in the system. Change password The administrator can change the password when needed. Choose and possibly enter search criteria to search for the profile where the password should be changed. Click or and then to the left of the entry that should be edited. Choose to manually enter a password or to let the system generate a valid and secure password. Click.

15 15 6 Printing Favorites Printing Favorites gives you yet another tool to help you adjust information access, options, choices thus, the degree of user influence. Some values, such as sender, receiver and services can be set as default values. If you choose to lock a value it cannot be changed by the users. Some values can be set as mandatory for the user to enter manually. You can also use filters to create drop-down lists to limit the choices available. For further instruction on how to create printing favorites, please refer to the user guide Printing Favorites on Unifaun Online s help page. If a printing favorite belongs to the standard profile group it can be tied to all underlying profile groups. The advantage with that is that you just have to create a few printing favorites that can be tied to all underlying profiles. This makes updating easier when there is a change in a printing favorite. Settings In Unifaun Online you can create shortcuts to printing favorites that a certain profile or profile group should be able to access easily. The settings can be made on different levels and are made by the administrator. User ID Choose Maintenance > My account and click and then in the section Interface Settings. The settings are valid for all users with this specific user ID. Profile Group Choose Maintenance > Profile Group and click. Then click the symbol next to the record in point, and finally. The settings are valid for all users within the profile group. Profile Choose Maintenance > Profiles and click. Then click the symbol next to the record in point, and finally. The settings are valid for that specific profile. Note! If you have access to the menu Settings and make the changes there they are only valid for the profile that is currently logged on. If you are logged on as an administrator the changes are valid only for the administrator profile. If you do not use Profile Management the changes are valid for everybody since all users log in with the same user ID and password. 6.1 Some different ways to use Printing Favorites A general printing favorite tied to several profiles or profile groups To save time you can create general printing favorites for all profile groups and/or profiles. There are two different methods depending on how you want to use senders and receivers respectively. Method 1 To create a printing favorite that can have different senders to one and the same recipient:

16 16 1. Link each sender to its own profile group. 2. Give each sender one and the same quick ID, e.g. quick ID Connect sender and quick ID for all profiles. 4. Create a printing favorite that belongs to the standard profile group. 1. Create/connect the sender to its own profile group. Go to Maintenance > Senders. Click and to change existing senders or choose. Enter the profile group that should be tied to the sender. Note! The sender should be tied to its own profile group. 2. Same Quick ID for all senders Enter a value, e.g. 1 when you create a new sender or import an address register with a value in the column Quick ID, for all senders. Click to save the sender. 3. Profile Settings Connect sender and quick ID for all profiles Go to Maintenance > My Account and click and then in the section Misc Settings. Choose a value, for example 1 as Default Quick ID for Sender. If you have entered 1 as Quick ID for one sender you have to use that value for all senders tied to the same profile group. Click to save.

17 17 4. Create the printing favorite so the system automatically chooses the pre-defined sender for the profile that is logged on to the system. Go to Maintenance > Printing Favorites and choose. Name and describe the printing favorite that must belong to the standard profile group. Click in the section Senders and Receivers. In the section Sender, choose Default value from Settings in the drop-down list Default Sender and lock the value by checking the checkbox Locked. Click. Method 2 The most common method used when there are many addresses that can be both senders and receivers is to: Register one profile group per work station.

18 18 Tie all senders to the standard profile group. Create unique quick Ids for all senders. Connect each profile to each sender s quick ID. Create a printing favorite that belongs to the standard profile group. To create profile groups according to method 2 use the same logic as in method 1. The effect will be the same with both methods except when you for example have 300 addresses that should send between both receivers and senders. Using method 2 you only have to enter those addresses once and use them as both receivers and senders. Senders can be seen by the profile group they belong to but all receivers can be seen by everybody. Note! The latter will not work using method 1. Method 2 is particularly useful when you want several senders to be able to send to many receivers and they they share the same address register. The difference is that each sender is pre-defined by the value registered as quick-id. In your register, you have probably indicated that the address parties can be both senders and receivers.

19 19 7 Import of address register It is possible to import addresses to Unifaun Online. The only prerequisite is that you are able to edit the data you want to import and create a text file as specified by Unifaun. In the text file you can specify the profile group for each sender/receiver and thereby connect them directly into the system. First you have to enter profile groups. In the text file, in the field [profilegroup], you specify which profile group the sender/receiver should belong to. Go to Maintenance > Receivers (or Senders) and click. Example: A Major Multiple Chain Store Let us take a closer look at an example with a major multiple chain stores that send goods between stores. Each shop should be registered as sender with all the other shops as receivers. 1. Enter the profile groups needed. 2. Import a register with all shops set as receivers but without specifying the profile group. All senders will then end up in the standard profile group. 3. Import the same register once again but with all shops set as senders and a unique profile group for each sender. 4. Go to Maintenance > Printing Favorites. Click and enter your profile group and the name of the printing favorite. 5. Go to the section Senders and Receivers and click. Choose your own shop as Default Sender in the drop-down and check the checkbox Locked.

20 20 8 Login As profile for Unifaun Online The function Login as gives a user the possibility to log in as any of the profiles connected to the account. The user may then make settings, monitor and help profile users. 8.1 Settings Start by adding the right Login as to a role that the user then can be connected to. Go to Maintenance > Role. Choose to create a new role or and then to add the right to an existing role. Go to the section Rights > Misc and select Login As. Click to save. All users with access to that specific role will now be able to use the right Login As. 8.2 Using Login As Go to Maintenance > Profiles. Enter a search value for the profile you want to log in as and click. A list of matching profiles is displayed.

21 21 By clicking you can log in as the profile you chose. If you cannot see the -button it means that you logged in using a profile that does not have the right Log in As.

22 22 9 Rights for neutral carrier For some regions Unifaun Online includes the function neutral carrier that is used for shipments with manually created carriers. Neutral shipping labels may be needed for minor carriers that do not have pre-defined demands and EDI. The neutral carriers that you create will be listed together with the other services and will be an option when you create your shipping documents. 9.1 Settings Go to Maintenance > Role. Enter a search value to find the role where the right to neutral carrier should be added or changed, and click. A list with roles matching your search criteria is displayed. The list containing all rights a role could have is displayed together with the name of the role and other details. To change/add the settings for neutral carriers go to the section Neutral Carrier. A role can be assigned the following rights for neutral carriers: Modify neutral carrier Modify details for all neutral carriers on the account. Remove neutral carrier Remove existing neutral carriers. New neutral carrier Create new neutral carriers. See neutral carrier Search for and see neutral carriers in the user interface. This does not limit the ability to use a neutral carrier for sending goods. To use the other rights the user must also have the right to see neutral carriers. When changes have been made the user has to log out and log in again to be allocated the rights. You can also choose to create a new role by clicking have. and specify the rights the role should

23 Administrator The user that is administrator for the standard profile group has all the rights concerning neutral carriers.

24 24 10 Analyze the need To take full advantage of profile management, it is important to start by analyzing the need. To do a thorough review of the need from the beginning allows you to efficiently use Unifaun Online and Profile Management. Questions that may be helpful in the analysis: How many profile groups are needed? How many roles, with different limitations are needed? How many profiles are needed for login to be unique? One login per local unit/cost center or one per user? Should there be limitations for choosing/changing/adding senders or receivers? How should the work be managed for the different profiles so they only have access to certain services, senders and receivers? How should printing favorites be used? How should the access to services and additional services be delimited? Should a unique value for senders/receivers be locked as reference for the shipments? Should some other information be mandatory/pre-defined/locked for the profiles? Should redundant information be hidden? When you have a good picture of which profiles are needed, you can gradually start adding the required data in Unifaun Online.