EQC: Complete User Setup

Types of users for eCommerce

Standard User:

The Standard User must login from a standard login page. This type of user requires all four fields for login. The user must know their Client ID, Cost Center, Username and Password.

Enhanced User:

The Enhanced User logs in using a unique combination of email address and password. The combination is linked to the Client ID and Cost Center. On a standard login page, the user is only required to enter the Username and Password.

A custom login page can be created that only displays the two fields and an option to recover a forgotten password.

Master User:

The Master User is used for self-registration. The new users enter the master user’s login information and is prompted to begin the self-registration process. A link to self-registration can be added to a custom login page.

Ways to create users for a Q-Net site:

Manually:

The administrator, or a user with administrator rights, accesses User Administration to create a new user. The new user’s information is entered, and the user’s rights are assigned by either individually marking the options or assigning the user to a group.

Import Users:

A User List can be imported directly into the administrative section from an Excel spreadsheet. The user rights are assigned by using the Group ID field in the spreadsheet.

Self-Register:

A user can self-register if they are given the login credentials of a Master User. After entering the master user’s login credentials, the user is prompted to enter their email address and information. They become an enhanced user, when they return to the site, only their email address and password is required.

Creating Users Manually

Users for eCommerce are set up in Distributor Setup. From EQD go to HELP > Web Sites > Distributor Logon. Select Administration > Distributor Access. Select the client from the list.

Click on the Client Name to access that client.

1. Display all the users by clicking on the Select All button.
2. The User Type column displays E for Enhanced, S for Standard or M for Master.
3. Click on the User Name to log onto the site as the selected user.
4. Click on Login as administrator to access the site as the Administrator (below).
5. Use the Select by dropdown to search by Cost Center ID, E-mail or Username.

Note: The email search is only available for Enhanced or Master Users.

Click on the Admin button to view the user setup functions.

1. An existing user can be edited by clicking on the User Name.
2. Click on New User to begin manually setting up a new user.

Enabling User Options

When manually setting up new users, check all the user options that apply. The first four tabs contain the minimum general options. Additional tabs allow setting up special features of eCommerce.

1. *Main tab - contains the security options for user login and general options for the user.
2. *Catalogs tab - displays the catalogs uploaded from EQ Distributor. Check the catalogs to allow this user access.
3. *Shipping tab –users can be restricted to specific Billing and Shipping options.
4. *Reports tab – allow users to view reports available on Q-Net. Some reports restrict the viewing based on User or Cost Center.

5. Emails tab – used for:

   
   

   a. Sending order confirmations for Standard Users.

   
   

   b. Additional addresses for Enhanced Users.

   
   
6. Groups tab – displays the groups that have been created. When a group is enabled for the user, the user inherits the rights assigned in the group.
7. Allowance tab – if the client is configured to use allowances, the allowance amount, start date and end date and transactions are displayed. Allowances can be entered or adjusted on this tab.
8. CC Restrict tab – the user can be restricted to shipping or billing specific cost centers.
9. Properties tab – item properties can be used for restricting access to items.

Main Tab

1. The User Name is used for logging in and displays in Distributor Access and Reports.

   
   

   a. The First Name, Middle Name and Last Name fields are optional and can be used in messages. It is recommended to enter the users first and last name.

   
   
2. Password field is used for login.

3. Cost Center drop down lists all the uploaded ship to’s /CC for this client:

   
   

   a. Each user requires a default CC.

   
   

   b. Shipping rights can allow the user to select other cost centers.

   
   
4. Manager Profile – select a manager profile for this user. Select None if the user's orders will not be subject to approval by a manager.

5. User Type can be Self Register (M), Standard (S) and Enhanced (E). The Enhanced User is recommended for individuals (newest features). Self-Registration is used for retail stores and clients who want users to create themselves.
6. User Select CC:
7. User Email (Enhanced User only) is the e-mail address the user will enter in the User Name field when logging in and will also be used to send the confirming e-mail.
8. Send User Email: Checkbox (Self Registration only).
9. Send Consultant Email: Checkbox (Self Registration only).
10. Reference ID: The reference number is displayed on the user reports.

11. Reorder Email: Source email address for reorders.
12. Administrative Privileges: Allows the user access to the Administration section of eCommerce. This gives the user rights to "add/edit/delete" users, set up groups and manager profiles. The user would not have the ability to give another user any rights that they do not have.
13. Restrict Restock: This option limits the items the user can view when accessing the Restock feature. The user can view only items with the matching email address in e-Quantum > Item Maintenance > RO tab.
14. Catalog View Only: Suppresses the add to cart button for all items. The user can view the items only.
15. Inventory: check box allows the user to view the inventory levels.
16. Edit Cost Center Address: Allows the user to change the Cost Center address when Drop Shipping. The address update is transmitted to EQ Distributor to update the shipping address in Client Maintenance.
17. Pricing: The user can view item prices in the "Custom Client Catalog" (Your Catalog).
18. Supply Catalog Pricing: The user can view item prices in the Supply Catalogs (Essendant and S.P. Richards).
19. View Item Stats: Allows the user access to the More Info tab in item detail. The tab displays Qty on Hand, Backorder, Avg Mo Usage, Ending Number, and Previous PO.
20. Use Charge To as Cost Center for Custom Ship To: Use "Charge To ID" as Cost Center for "Custom Ship To."
21. Use Custom Authentication: Requires custom programming. If the client is enabled for Custom Authentication this user will be authenticated using this function.

22. Category Rule Type: Category Min/Max allows restricting the user to ordering a minimum and maximum amount based on the Level 1 category:

    
    

    a. None: the min/max does not apply to the user.

    
    

    b. Quantity: the min/max amount entered is the quantity range allowed.

    
    

    c. Amount: the min/max amount entered is the dollar amount allowed.

    
    

23. Min Max Item: Determines if the user is restricted to the min/max amount for the item.

    
    

    a. Disabled - the min/max amount in item maintenance is ignored. The Min/Max field does not display when the user is ordering.

    
    

    b. Use Manager Approval - if the user does not have a manager, over and under min/max item is rejected in the cart. If the user has a manager, the rules in the manage profile determine the action (reject/warn/manager approval). If the user has a manager but the manager profile does not have a rule for min/max, the item is sent to the profile's default manager.

    
    
24. Template Design: Can create and edit templates in the original template module.
25. Delete Imprinting History: Can delete history records from custom imprinting history in the original template module

Catalogs Tab

Select the catalogs to be viewed by the user. Only catalogs that are activated in the client’s eComm settings will be listed.

Shipping Tab

The first section of the tab is the ship-to options. These options designate what shipping rights the user can view on the Shipping Info tab when placing orders.

1. Login Ship Cost Center: Enables the "My Cost Center" Ship option on the Shipping Info tab. The "Login Cost Center" is selected on the Main tab of User Setup.
2. Drop Ship Cost Center: Allows the user to ship to other cost centers.
3. Drop Ship Custom: Allows the user to ship to a custom address.
4. Mass Ship: Allows the user to ship the order to multiple cost centers.

The second section of the tab are the charge-to options. These options designate what rights the user can view on the Shipping Info tab for the charge-back information of the order.

1. Default Charge To: Marks the box to charge back the value of the order to the cost center that is to receive the product.
2. Charge to Other Cost Center: Allows the user to select a different cost center to charge back the product value to.
3. Suppress Charge to (All): Suppresses all the charge-to options listed below:
4. Suppress Charge To Ship To: Removes the option from the shipping tab for the user to charge to the cost center selected as the Ship-To.
5. Suppress Charge To Other: Removes the option from the shipping tab for the user to select a different cost center to charge back the value of the order.
6. Suppress Charge To Log: In removes the option from the shipping tab for the user to charge back the value of the order to the user's designated cost center.

Reports Tab

The Reports tab determines which reports the user will have access to. Only the reports the user has access to will be shown on the report tab.

The first option disables the report tab totally. The rest of the reports are broken out by feature. Click the info (i) icon to see help information.

1. Budgets – these reports are for setup and maintenance of cost center budgets.

2. Inventory – usage reports are only for transactions that occur on eCommerce.

3. Order Tracking – first give access rights (user only etc.) then give specific report.

4. Other Order Reports – these reports are designed for management.

5. Status Center – shows job status from RFQ to Order using "Follow-up Codes."

6. User Reports – to access RFQ’s and Allowance reports.

7. Custom Reports – these are exported from EQ Distributor and exported to the custom report section. These reports are designed for management.

Emails Tab

This tab is for additional email addresses for this user’s order confirmations.

Groups Tab

When user groups are created, the groups are listed in the Groups tab.

1. Checking one or more groups assigns the user the access options of the group.
2. If multiple groups are selected, the user inherits the highest level from each allowed group.
3. Additional rights can be added to the user by marking the options individually. If the group is changed, the individually marked boxes will not be affected.

Allowance Tab

The allowance tab is used to enter the beginning balance information, making adjustments and viewing the details of used allowance.

CC Restrict Tab

The Cost Center Restrict tab allows setting up groups of cost centers that can be used as a Shipping or Billing restriction for a user. See separate document (Cost Center Shipping and Billing Restrictions).

Properties Tab

Properties are used to set up per user item restrictions. See separate documents (Properties).

Managers Tab

Manager Privileges this check box gives the user manager rights for order approval. This must be done before setting up the manager profile. The profile connects the manager to the approval requirements. Then the manager profile can be assigned to the user.

Super Manager checkbox allows the user access to the "Pending Orders Report" to approve orders assigned to other managers.

Clicking the Close button will save this user and take you back to the Administration screen.

User Groups

Note: Before using this option, review the eCommerce User Setup for detailed rights definitions. Click More Info? for a brief explanation.

It’s a key feature to use when importing users. The Group ID is entered on the spreadsheet, assigning those user rights as the user is imported.

User groups are also used in self-registering. Assign the user group to the master user. Any new user created through this self-registration, will inherit the group.

Create different groups for different access rights.

1. Click on New Profile to create a group.
2. Enter a description for the Group.
3. The Group ID is assigned internally and is used in the GroupID column when importing users from an Excel spreadsheet.

1. The user groups contain the options from user setup Main, Catalog, Shipping and Reports tabs.
2. The group is created and applied to a user.
3. When setting up new users, create the group first.
4. When creating the new user; only enter the users name, password, cost center and email. Apply the group to the user and the remaining tabs will not need to be edited.
5. Options enabled from a group appear as check-marked and grayed out. The only way to change the setting is to change that option in the group.

Importing Users

Importing Rules

1. Column headings must match exactly.
2. A user group must be assigned to the user, or the user will not be imported.
3. Use the Export Users feature to create a template with all the correct column headings.

The headings with a single asterisk are required fields for all users; the headings with the double asterisks are required for Enhanced User.

If a required field is not in the imported file, the user is not imported into Q-Net.

Workflow

1. In Distributor Administration select Export Users.

2. Click Export Excel. The Excel document contains the header information needed for the import file.

3. Click Enable Editing.

4. Enter the user information into the columns.

   a. User Type – Best practice is Enhanced User (newest features).

   b. Group ID – for access rights.

Note: An “X” in the Action column will delete that user when imported.