DBC: User Groups

Edit, Copy, or Delete Existing Groups

If you click on a single group, the catalogs available to that group will be displayed on the right. If this group is setup for approvals, the approver groups will also be displayed on the right. You can click on a single or multiple groups if you need to delete any groups.

In the Actions column, you can click on the Edit link to view/modify the specific settings for that group (as outlined in the "Creating a New Group" section on the following page). Clicking on the Copy link will allow you to setup a new group and designate which settings of the current group you would like to copy to the new group.

Create a New Group

From the main "Work With Groups" page, click on the "Create a new group" link.

Group Information

1. Group name: enter the group name needed.
2. Self-Setup Password: enter a password here if you would like users to be able to self-register themselves and automatically be assigned to this group.
3. Email Confirmation Attachment File: if allowing self-setup, upload file to be sent as an attachment if you would like to include one with their setup confirmation e-mail.
4. E-mail URL Override: only used with punchout sites to determine the URL to appear in e-mails.
5. Logout Redirection URL Override: primarily used with single sign-on sites to direct the user to another site upon logout.
6. Group Splash Page - deprecated 04/2022 – Stay tuned for improvements to this area.
7. Group E-mail CC List: E-mail addresses listed in this area will be copied on any of the following e-mails sent to members of this user group: Order confirmation, Approval Requests, Approval Action, and Credit Card Billing Errors. Separate multiple e-mail addresses with a semicolon.
8. At the very bottom, you will determine which catalogs the group has access to.
9. Press Save when you have completed this setup.

Once you hit Save, another field will appear at the bottom: "Default Catalog Selection." If you want the user in this group to land in a particular catalog instead of the main Shop area, you can select that catalog from the dropdown here.

Approvals

After entering data in the Group Information screen, click on the Approvals link at the top.

To enable approval rules for the group, check the enable checkboxes and fill in appropriate threshold values. If none of the approval rules are enabled, any existing approval rules will be cleared, and no approval would be required for this group. Approval group assignment is only applicable if one or more approval rules are enabled. Here is a listing of the available rules:

• Require Approval on Every Order: if this is selected, all orders will require approval, and the other options will be grayed out.
• Dollar Threshold Per Order: if selected, enter the dollar amount where anything higher requires approval.
• Dollar Threshold Per Calendar Month: if selected, enter the dollar amount per month, that when reached, will require any additional orders to be approved.
• Dollars Threshold Within Days: if selected, enter in a dollar amount and a number of days, where if the combination is reached any additional orders will require approval.
• Shipping Methods Requiring Approval: select which shipping methods should require approval.
• User selected an Add-On Service: approval is required if the order contains an add-on service.
• User selected Electronic Delivery: approval is required if the order is to be delivered electronically.
• Exceeds item order limits within set a number of days to be checked here.

• Billing Method(s) Requiring Approval: here you can select from Cost Center, Spending Account, and/or Credit Card. If selecting Cost Center, a list of cost centers available to this group will appear. You can move the cost centers over to the right that you would like approvals to be triggered for. This also applies to spending accounts.

  
  

  The credit card option would apply to all credit card orders. You can select any combination of these options.

• Enable Approval Warning: if selected, the user will be warned before checking out that their order will trigger an approval. This gives them the opportunity to modify the order so that they might be able to place the order without an approval delay.
• Which Group Approves this User: designate which group should be able to approve orders placed by any users of this group.
• Quantity Based Approval Rules: this section allows you to create rules by item, or groups of items, where you can set ordering limits based upon single orders, or orders placed during a month/period. You will also select which group approves these orders.

Reports

This area is obsolete. Please see separate section regarding Reports for the "Power BI DB Reporting Solution."

Cost Centers and Ship-To Locations

In these two sections, you can select to use the company defaults or define the cost centers/ship to locations available for this group. To define, select “define cost centers for this group” (or define ship to locations for this group) and then move the cost centers/ship to locations to Assigned/Excluded as needed.

You can also choose whether new cost centers/ship to locations should be automatically added/shown in the Assigned list or not. Click Save to save the changes.

Freight Information

This page will, by default, show the shipping options that were selected at the time the company was setup. For each option, you can leave it defaulted, revoke the option from being used by the group, or you can alter the way it is calculated by manipulating the line vs. order, percent vs. flat fee, and value fields.

You also have the option of changing the freight matrix associated with the shipping option. The Freight Matrices tab will allow you to view how the freight matrices are configured but will not allow you to make changes to them.

Permissions

Again, you can default to the Company Permissions, or you can manually define permissions for this particular group.

Nav Options

Use this section to determine which options should be displayed for users of this group, and for those using the “side navigation” instead of the “top navigation”, you can also determine if you would like to use different wording for these areas. Select one of the options to be the Home Page for the group. Browse Catalog (Shop) is typically what is used.

Also select one of the options to being the More section in the top navigation, which can prevent the site’s top navigation options from wrapping to a second line.

For each option these are the columns and their descriptions:

1. Default Description – this is the system default description.
2. Custom Description – you can click in this area and rename this description to customize.
3. Comp Default (Show)- this is the company default of which options are displayed. If you set the Show column to Default, it will obey these Company Defaults, which are set in Distributor Admin under Site Defaults (left nav).
4. Show – Click in this field and select from the drop-down to override Company Defaults.
5. Comp Default (V5 Top Nav) – this is the company defaults for the top navigation links. If you set the V5 TopNav column to Default, it will obey these Company Defaults, which are set in Distributor Admin under Site Defaults (left nav).
6. V5 TopNav – Click in this field and select from the drop-down to override Company Defaults.

Favorites Configuration

The Favorites Configuration here is setup the same as it is at the company level on the distributor admin site. If you want to change any of the company defaults specifically for this group, you may do so here. For full instructions, please refer to the Favorites Configuration segment in the Companies documentation.

Line-Item Identifiers

"Line-Item Identifiers" are first established at the company level, as discussed in Companies. This area gives you the ability to modify the default list to make modifications at the group level.