DBC: User Management

There are a few types of users: Distributor Admin (Dist. Admin), Customer Admin, and General Users. Each have different roles.

A Dist Admin User is the only type of user that has access to the Dist Admin site. DB Support sets up this type of user. Submit a support ticket to request a new Distributor Admin User.
"Customer Admin Users" have access to the Control Panel, or Admin Settings, on the customer site. They can set up users, groups, and set certain permissions, settings, and parameters on the customer site.

A Dist Admin User would set this type of user up in New Dist Admin > Companies > User Management.
General Users are the end users that will be shopping on the site. These users can be setup in two ways: 1) bulk upload or 2) individually:

a. A Dist Admin user can bulk import users

b. Individual users can be setup by a:

i. Dist Admin User in New Distributor Admin > Companies > User Management.

ii. Customer Admin User on the customer site > Work with Users.

Customer sites can also be setup to allow "User Self-Setup," which allows users to be created as needed by the users. Please see Self Registration later in this document for setup.

Permissions as to what functions and features a user has access to is controlled through Groups and what group each user belongs to. See the User Groups section for more information.

User Management

Once a Company has been selected from the Company List, click on User Management in the left navigation panel. Here, you are presented with a list of users for that company’s site. You can see the User ID, Group assignment, First and Last Name, Email, and the User Type, whether they are a Customer Admin or a General User.

From here, you have quite a few options:

Search for an existing user
Edit an existing user by
Impersonate a User
Export a csv of users using the down arrow
Import users using the up arrow
Set up New Users by clicking on the “+” icon
Bulk assign users to a group.

Search for an Existing User

Use the Search field to narrow down the list of existing users. The search will look in all the available fields.

Edit a User

You can either double click the user or click on the pencil icon that appears to the right upon hover. One thing to note here, you can “promote” and “demote” a user from a general user to an admin user and vice versa by switching the User Type.

Impersonate a User

By hovering over an existing user, you can select the icon to the right to impersonate a user. This gives an admin user the ability to login to the customer site as a user to replicate or see what issue they may be experiencing.

Export Users

By clicking on the down arrow, the system will download a csv file to your machine.

Import Users

Once you click on the up arrow, you will be presented with the option to download the template if needed. The format is First Name, Last Name, Email Address, User ID, Account Expiration, Password, and Group. Please leave the Header Line in the document.

Click Upload File to browse and select your file.
Select whether the users in the file should be General Users or Customer Admins.
Check whether you would like to assign a temporary password, which will them prompt the user to set their own password upon logging in the first time.
Check whether you would like to send the user an email noting their credentials and URL to the site.
Click Import.

Set up a new user

Once you click on the “+” to add a new user, you will be presented with the following screen:

Fill in First Name, Last Name, Email Address.
If you want to send the user an email that contains their credentials along with a link to the site, you can check the box here. Once you check that box, another field will display to allow for an email attachment if desired.
Assign a User ID and Password. Password criteria:

a. Password must be 8 characters long and meet 3 of the following requirements:
b. At least one lowercase letter
c. At least one capital letter
d. At least one number
e. At least one special character (@$! %*#?&)
For User Type, you can select whether this user will be a General User or a Customer Admin User. You can modify an existing user to “promote” a General User to a Customer Admin, or you can “demote” a Customer Admin User to a General User if needed.
Select the Group desired. When you bring a new company online, the first group is automatically created with the name Default Group. The Default Group has all settings and permissions set up for an admin user.

Once you have a customer admin user setup, you can go to the customer site to set up new groups to be available here for additional users.
Assign an Account Expiration if desired. This is not a required field and rarely used.

Bulk Assign User Groups

Select users from the list.
Select the Group from the drop-down.
Click Assign.

Customer Site

Work With Users - General Users

As we just covered above, you can set up a general user in New Dist Admin, but you can also set up a general user when logged in as a customer admin user on the customer site in "Work With Users."

Click on "Create new user" to add a new end user and fill in the data needed.

Select the group for the user. This will control what the user’s access.
Enter in the user’s first name, last name, and e-mail address.
Optionally, enter in any e-mail cc’s that you might need for this user.
Enter in the user id the user will need to use to login to the customer site.
Enter in a password for the user. Password criteria:

a. Password must be 8 characters long and meet 3 of the following requirements:
b. At least one lowercase letter
c. At least one capital letter
d. At least one number
e. At least one special character (@$! %*#?&)
Select if you would like an e-mail to be sent to the user notifying them that an account has been created for them.
If sending a notification e-mail, select if you would like to send a file attachment along with it. This would normally be something like a tip sheet.
Press the Save button to finish the creation of the user.

Modify Users

There are multiple places where user modifications can be made. Here we will identify the primary places where modifications would be made.

Click on Edit by any username to bring up the Personal Info window that was displayed when the user was originally setup. You can modify any of the information as needed.
Click on Advanced Settings next to any user to modify additional settings.

Note: Most of these are set at the group level in Work With Groups. If you need to further tailor the settings for specific users, you can do so here for:

a. Approvals – this section gives you the ability to designate which approval settings are enabled for this user.

Note: These rules are applied “in addition to” the rules that are set at the group level. They do not override or replace the group rules.

b. Cost Centers – this section gives you the ability to specify if the user should use the defaulted cost centers specified for their group, or if you would like to manually select which cost centers should be available for them.

c. Ship-to Locations – this section gives you the ability to specify if the user should use the defaulted ship-to locations specified for their group, or if you would like to manually select which ship-to locations should be available for them. You can quickly change the group that users belong in from the main "Work With Users" area.

On the right-hand side of the screen, you can click on the check box next to the users that you would like to change the group for. At the bottom of the screen, there is a field that says, “Assign selected users to:” followed by a drop-down list that contains a listing of the available groups.

Select the group that you would like to place the users in, and then press the Assign button. This process can be made easier by using it in conjunction with the Search for Users feature so that you have a narrowed list of users to select from.
You can quickly change the group that users belong in from "Work With Users." On the right-hand side of the screen, you can click on the check box next to the users that you would like to change the group for.

At the bottom of the screen, there is a field that says, “Assign selected users to:" followed by a drop-down list that contains a listing of the available groups. Select the group that you would like to place the users in, and then press the Assign button.

This process can be made easier by using it in conjunction with the "Search for Users" feature so that you have a narrowed list of users to select from.

Search for Users

At the top of this screen, you will see an area where you can search for users.

You can narrow your search with the following options:

Group – select if the search should look in all groups, or only a specific group.
User ID – enter in all or part of a user id to search for user id’s that would be a match. For example, entering in “admin” would bring back any users where “admin” is part of their user id.
E-mail – similar to the user id, enter in all or part of an e-mail address to search for users with those matching characters in their e-mail address.
First Name and Last Name – enter in all or part of the first name and/or last name to search for users matching these criteria.
Designate if the upper/lower case should be matched.
Select how many results you would like returned on the page.
Press the Search button to find users matching your criteria.

Export Users

There is a link in the upper-right hand corner to export the user list into a .csv file called CSV Format.

Note: [Do not use the Upload User Details or Export User Details links here.]

Clicking CSV Format upon entry to this area will export the entire user list. If you have done a search and have limited the results, pressing the link will result in a .csv file containing only the search results.

There is also a link called "Download User List" on the Dist Admin site under "Work With Companies" once you click Edit for the specific company. This can be used to download the entire user list for a company into a .csv file as well.

Self-Registration

Self-registration, or self-setup, allows the end user to register at the time of arrival to the site, if they are not currently a registered user. To enable self-setup for a site, log on to your distributor admin site, select "Work With Companies" from the navigation panel, click Edit for the company needed.

The self-registration information is located near the bottom of the first column of information on the Company Settings page. You will need to take the following steps:

Designate that self-registrations should be allowed.
Supply a password for the registration queue.

Note: Users who gain access to self-registration with this password will be placed into a queue awaiting group assignment. An administrator will be notified to act, and once a group is assigned, the user can then logon.

When group-level passwords are used, the user is automatically assigned to a specific group and can login immediately.
Select an admin from the administrative users that exist for the company at hand. This administrator will be notified via e-mail when the registration queue needs attention.
If applicable, attach an e-mail confirmation file, such as a user tip sheet, that should be e-mailed when user accounts are created.

On the Group page, you will need to take the following steps:

Enter in a self-setup password. This password will need to be different for each group that you are setting up.
If applicable, attach an e-mail confirmation file, such as a user tip sheet, that should be e-mailed when user accounts are created.

Self-Registration at the Group Level

Self-registration at the company level is great, but once a user sets their self-up, they still have to wait for an admin to place them into a group before they are allowed to login and begin placing orders. Setting up self-registration at the group level allows you to take out the waiting period, by allowing users to not only self-register, but to register directly into a specific group.

This is accomplished by setting up self-registration passwords at the group level on the customer admin site.

To enable self-registration for a group, you will need to logon to your customer admin site. Once logged in, you can select the group under "Work With Groups," and then click the Modify button.

On the Group page, you will need to take the following steps:

Enter in a self-setup password. This password will need to be different for each group that you are setting up.
If applicable, attach an e-mail confirmation file, such as a user tip sheet, that should be e-mailed when user accounts are created.

Self-Registration from the User’s Point of View

Share your company or a group level self-registration password with those users who you would like to create their own accounts.

Arrive at the company logon page.
Click the link in “Not a registered user? Click here to set up your account."
Enter the password and click the Submit button.
Proceed to enter the user information (First name, Last name, E-mail Address, Username, Password) and Save.
From here, it depends on whether the user was provided a company or group level password.

a. Company level password

i. They will see a notification that their account is not available for use until an administrator acts.

The registration information has been recorded and forwarded to an administrator for further configuration, and you will be notified via e-mail once the registration process has been completed.

ii. They will receive a follow up e-mail when the action is taken (as your user account is assigned to a group).

b. Group level password - Their account is immediately ready for use. They will see a message that states.

You have successfully registered. You will receive a confirmation e-mail. Please click here to login.

Registration Queue Manager’s Point of View

For users that are self-registering at the company level, as opposed to the group level, they will go into a queue waiting for group assignment. The registration queue manager will receive an email notifying them that a user has just registered to use the site.

The email includes a link that will take them directly to the queue, or they can sign into the customer admin site and click on the Registration Queue link in the Control Panel/Admin Settings. From here, they can assign the awaiting users to the appropriate group and edit as needed. Once updated, an e-mail will be sent to the user that they are ready to login.

My Account or My Profile on Customer Site

In this area, you have the option of setting up information pertaining to you as a user.

Personal Info –users can edit name, e-mail address, and password.
User Details – if a User Detail questionnaire/survey was created under the company settings in "Work With Companies," a tab will be present, and the information will be displayed here for users to fill out. This information can then be collected and studied by the distributor admin.
Location Defaults – users can select a default ship-to location and payment method.
Addresses – users can create/edit additional addresses that can be used during shipping, that are not saved as official location codes within the back office.
My Wallet – this area allows you to manage saved credit card information. You can click on the "Add a New Card" link to setup a new credit card. For existing credit cards, you can edit or remove them as needed.
Dictionary – if this setting was enabled under the company settings in "Work With Companies", a new tab will be present where users can add words to be excluded when running the spell check option.
Manage My Contacts –users can store a listing of their personal contacts. The option of uploading contacts using a .csv file is available as well. They can also setup contact categories to group their contacts if needed.
My Images – users can upload and store personal images that are not part of the Asset Library or Chili Assets. These images can be used with templated items that have the “image upload” option.

a. to add an image:

▪ In the Add Image section, type a name for your image in the Name box.
▪ Click on the Browse button next to the Photo field to browse for and select an image to upload.
▪ Press the Add button to upload your selected image. After the successful upload, the image will appear in the My Images window.

b. The Activate and Deactivate buttons to mark the images as being active or inactive. Items marked as inactive will have a grey box around them and will not be available for selection when working with variable items.
My Spending Accounts – users can see what spending accounts are available to them, along with their basic information. They can also click on the View Activity link to view transactions and additional details.