RESPONSIVE SOLUTIONS, INC. CUSTOMER+ ADMIN MANUAL

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1 RESPONSIVE SOLUTIONS, INC. ADMIN MANUAL Version

2 3 USER MANAGEMENT: Administration > User Management User Management is where you will add, edit, activate and deactivate users, as well as import and export lists of users. Display: The initial view is a list of existing users. At the top of the screen are four options for adjusting your display of users. Click on the letters at the top of the page to display users whose first or last name begins with the selected letter. Type in the Search box to locate a specific user. Select an entry in the Filter By Group dropdown to view users in a specific group. Use the Total Items dropdown on the right to advance through pages of users, or to display all users at once. On the left is the Navigator toolbar where you can select: Edit Users to return to this initial display of users. Add User to add a new user to the system. Import Users to upload a list of new and/or updated users. The file must be in Excel format. The upload template is available for download here, so you can create an upload file in the correct format. Export Users to export a spreadsheet of all users on the system. The file will be in XLXS format. Users: The central part of the screen lists site users alphabetically by last name (in pages). Beside each user s name you will see that user s selected Login and a unique ID number assigned by the system. An A in the Admin column indicates the user has been given the access level of administrator (99-100).

3 4 There is also a checkbox to indicate whether the user is active (default) or inactive. Unchecking the active box makes a user inactive. Once inactive, a user can no longer log in or place any orders, although history for the inactivated user is retained. In the delete column, a trash can icon appears next to any user who can be deleted. Click icon to delete. Important: Once a user has completed an order they can never be deleted from the system (for accurate tracking and reporting). Click Edit to the left of a user s name to edit that user s information in User Administration. USER ADMINISTRATION: User Administration shows the User Profile of one selected user. On the left of the User Administration screen, the Navigator contains eight links to submit or edit the user s information: User Profile, s, Addresses, Telephone Numbers, Uploads, uqr Codes, Security, and Contacts. The central area contains the User Profile for the selected (or new) user, where you designate User Information, Site Preferences, and Custom Attributes. USER PROFILE User Information: User Name The login name that will authenticate the user in the system. Required Company Company the user is associated with. Salutation Honorific (e.g. Mr., Mrs., Dr.) that may later be used in addressing messages First Name User s first name. Required Middle Initial User s middle initial. Last Name User s last name. Required Job Title User s job title. Work User s address. Password/Confirm Password User s password. Required Also displayed is the Creation Date, Last Edit Date, and Last Login Date for this user.

4 5 Site Attributes: Language When the Languages feature is active, this determines what language the site architecture will appear in for this user when they log in. Measurements Determines if the user sees measurements in U.S. Standard or Metric units when they log in. Currency When the Currency feature is active, this determines what currency prices will appear in for this user when they log in. Custom Attributes: If you assign custom user attributes, these can be edited for a selected user here. If custom user attributes are designated required, they will display in red and must be completed. See the Custom Attributes section. S Add/edit addresses for a user. User s current addresses are listed with an icon designating the type of address (Home, Office, or Mobile), and links to: Edit, Activate / Deactivate, and Make Default. Add Complete address on the right. Choose type of address (Home, Office, or Mobile). Choose the order you want each address to appear in by clicking the Preference Rank dropdown and numbering each address. Click Save. Edit Click Edit to display information in the form at the right where it can be edited.

5 65 Activate / Deactivate Click the Activate or Deactivate link below the icon to change its status as desired. Make Default: Click Make Default to set an address as the default address for notification and autopopulating templates. ADDRESSES Add/edit addresses for a user. User s current addresses are listed with buttons to: Edit, Deactivate, Make Default, and Copy. Addresses can be designated as Shipping (default), Billing (if different than Shipping), and Customization. A Customization address acts as the default information for this user when auto-populating template items (in the Variable Template editor). For example, a business card template will pull the customization address automatically if one is entered. If multiple customization addresses are entered, you must set one as the default selection to have it auto-populate templates reliably. Add Address: Complete the address fields to the right, and click Save. Edit Address: Click Edit to display the address information in the form to the right. Edit and click Save. Deactivate Address: Click Deactivate under the address to deactivate that address. Make Default Address Click Make Default under the address to make that address the default address.

6 7 Copy Address: Click to duplicate an address, so you don t have to re-type it. Adjust the type of address if desired. Validation: Each address is validated upon save. If the city, state, and postal code do not match, an error message will appear in red indicating the failure. A valid address is required for shipping. TELEPHONE NUMBERS Add/edit phone numbers for a user. User s current phone numbers are listed with an icon designating the type of phone number (Home, Office, Mobile, or Fax), the Edit button, an Activate/ Deactivate button, and a Make Default button. Home Mobile Work Add Phone Number: Select the type of phone number: Home, Office, Mobile, Fax, or Telelphone for Customization. Complete the Prefix, Area Code, Phone Number and Extension, or enter the International telephone number if applicable. Choose the order you want the phone number to appear in by clicking on the Preference Rank dropdown. Click Save. Edit Phone Number: Click Edit to display the phone number in the form to the right. Edit and click Save.

7 8 Activate / Deactivate Phone Number: Click the Activate/Deactivate link under the phone number to change its status. Make Default Phone Number: Click Make Default under a phone number to make it the default option. Customization: To designate a phone number as the default selection to auto-populate templates: select Telephone for Customization and then make it the default phone number. u QR CODES Add/Edit QR Codes for a user. Generate QR Codes by address, mobile phone number (for SMS), VCard and BizCard formats, as well as designated URL(s). Click Save to generate codes based on entries pre-populated by earlier input. Or edit information as desired, and click Save to create revised QR codes. Once codes are created, they can be used throughout the system. UPLOADS View digital assets uploaded by this user.

8 9 View previously uploaded digital assets. Delete any unwanted files by clicking the trash can icon beside the image. SECURITY Administrators can adjust security settings and group affiliations for a user. Access Level: A user s access level can be adjusted at any time by an administrator. A value between 1 (lowest) and 100 (highest) is required for this field. The default setting is 10. Administrators have a value of either 99 or 100. IMPORTANT: Setting a user s access level to 99 or 100 gives them administration rights, so use care in adjusting this security setting. Also, users who are later given a different level of access through a group retain the higher level of access. You may not set a user s access level below the security level of the highest level group they are associated with. Group Affiliations: The IN this group column on the right shows groups that the user belongs to. Likewise, the NOT in this group column on the left lists groups that the user does not belong to. New users do not belong to any groups. To add a user to a new group, select the group from the NOT in this group column, and click the shift to the right button to add the user to the group. To remove a user from a group, select the group from the IN this group column, and click the shift to the left button to remove the user from the group. Adding a user to the Warehouse Admin grants the user complete rights to inventory and order control. Adding a user to the System Admin grants the user complete rights to the System Admin page, and allows them to make changes to the site.

9 10 IMPORTANT: This is NOT recomended for anyone other than the designated System Administrator. Click Save to commit the changes. While providing access by groups and categories is generally preferable, when you want a user to see only selected items, click the checkbox next to the item at the bottom of this page. Checked items will be visible to the user, and unchecked items will not be seen. CONTACTS This is the user s address book. A user may add contacts for shipping, billing, and marketing. Contacts are listed alphabetically by last name. Click on the letters at the top of the page to display contacts whose first or last names begin with the selected letter. Contacts can also be searched by: Unique ID, Contact Name, Company, Contact Group (dropdown), State/Province, and Zipcode/Postal Code. Add Contact: Click Add to add a contact, fill in all information and click Save. Edit Contact: Click on a contact to edit or delete the contact s information. Edit information and click Save.

10 11 Information that can be added or edited for contacts: Unique ID A unique identifier for the contact, such as an employee number First Name Contact s first name Last Name Contact s last name Company Name Contact s company name, if applicable Title Contact s job title Country Contact s country (this will drive the available postal codes, if any) Address Three available fields to allow suite numbers, departments, etc City, State, Postal Code Contact s city, state, and postal code Telephone Number and Extention Contact s work phone number and extention Contact s address Custom Attributes If the administrator has assigned custom contact attributes, these can be edited for the contact here Edit your contacts here. Edit contacts for the entire site in Administration / Contacts. To edit contacts for another user, you must log in as that user for security reasons.

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