Use Salesperson Security?
User Salesperson Security allows an administrator/owner to determine which salesperson(s) a user has information access to. If a user has access to a salesperson(s), they will have access to records to which that salesperson(s) is assigned. (ie. Customers, Quotes, Orders, and Invoices) Within lists and lookups, the user will only see records to which those salespersons are assigned.
Examples:
Customer Service employee – This user might be given access to multiple salespersons for whom they work with. This will allow them to see any customers, quotes, orders, or invoices to which their salespersons are assigned.
Salesperson – This user might be given access just to records to which they are assigned.
Manage users
Short answer: Find Salesperson Access in User Manage.
Initially, when the software is installed, all users will have access to all salespersons. The ability to change this access, if you only want a user to have access to selected salesperson(s), is maintained within User Manage. An expander titled Salesperson Access allows you to check/uncheck selected salespersons. If a salesperson is checked, the user will have access to information assigned to that salesperson.
Records with no salesperson checkbox – This allows you to give access or restrict the operator from viewing records (Customers, Quotes, Orders, and Invoices) that contain no salesperson.
Administrator – If the user has an Administrator role, all salespersons checkboxes will be checked and grayed out as that user has access to all information.
User, Salesperson or Customer Service – If the user has a User, Salesperson, or Customer Service role; all checkboxes will be active and may be selectively checked/unchecked.
Manage Salespeople?
The ability to allow user access to a salesperson is also contained within the Salesperson resource. When the software is installed, all users will have access to all salespersons. If any changes to access are made within User Manage, they will already be reflected within a salesperson’s resource. User salesperson access changes made either through User Manage or through the Salesperson’s resource will work in conjunction with each other. There is no need to make changes twice.
Lists/Lookups
Within lists and lookups that pertain to customers, quotes, orders, invoices, and salespersons, records will only be displayed if the user has access to a salesperson assigned to that record. Information pertaining to the accessible records will then be viewable (customer resource details, order details, invoice details, etc).
Order Manage Example: When launching Order Manage, the upper list will only contain orders to which the logged in user has access to any of the salespersons assigned to those orders. The user can then select an order to view the details of that order.
New Order Example: When adding/editing an order and viewing the customer and salesperson lookups, the user would only see customers and salespersons to which they have access.
Quote Lists – User will have access to a quote based on their access to salesperson(s) on the quote.
Order/Order Products/Customer Booked Lists – User will have access to an order based on their access to salesperson(s) on the order.
Order Costing List - User will have access to an order based on their access to salesperson(s) on the order.
Order Tracking Update - User will have access to an order based on their access to salesperson(s) on the order.
Invoice/Customer Sales Lists – User will have access to an invoice based on their access to salesperson(s) on the invoice.
Customer Open Receivables/Customer History Lists - User will have access to all open receivables for a customer based on their access to salesperson(s) on the customer resource. Otherwise, the options may be totally restricted within User Roles.
Salesperson Open Commissions/Booked/Sales Lists – Access will be based on the salesperson(s) they have access to within their User Manage. Otherwise, the options may be totally restricted within User Roles.
NOTE: Menu options that you may never want a user to have access will continue to be restricted within the User role.
Links
Within lists and views related to customers, quotes, orders, invoices and salespersons are various links. If the user clicks a link and they do not have access to the information loaded by the link, they will receive an “Access is restricted” message.
Example: Shown below is the Customer Invoices List for salesperson Alistair. All invoices are listed to which he is assigned. This list contains a link on the Salesperson column. However, Alistair does not have rights to view Salesperson Manage which is opened by clicking the link. If he clicks the link, he will receive the following restriction message:
User Role Additional Restriction Abilities
Additional restrictions to salesperson information within resources may also be designated within User Roles.
Example #1 – As all of the following options are checked, the user will have access to all information within the Salesperson expander.
Sample of Example #1
Example #2 – Based on the settings below, the user would only be restricted from seeing how the
commission is calculated and the commission table.
Example #2
Example #3 – The following user role is only allowing users to see the salespersons’ names within salesperson expanders.
Sample of Example #3
Sample of Example #3 within lists – If the user is restricted from seeing commission %s, the user will also not be able to view the commission amount column within Order and Invoice lists.
Example #4 – The following user role restricts access to all salesperson information within salesperson expanders. If the user tries to click on a Salesperson expander, they will receive the following “Access Restriction” message.
Sample of Example #4