Customers & Customer Users Management
Structuring your customers
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- Go to Customers Cost Centers
- Click the Add Cost Center button at the top of the page.
- Enter the cost center Name, Phone and Fax details.
Select the Address to use.
Note: This is the list of addresses you created when you set up the customer. If the address you require is not available in this list you can either add the address to the customer or select the ‘Other’ option and type the address details now.
- Select the Stationery Type (if appropriate).
- Click Save.
Creating the Customer Users
End users on the system are known as ‘Contacts’‘Customer Contacts’.
The ‘contact’ ‘Customer User’ details page contains the following fields:
Field | Description |
Salutation | How the user is greeted in documents addressed to them. |
Title | The ‘title’ of the user. |
First Name | The user’s first name. |
Last Name | The user’s last name. |
The user’s email address. | |
Telephone | The user’s telephone number. |
Fax | The user’s fax number. |
Group | For grouping user together (not to be confused with Cost Centers). |
Language | The preferred language of the user when using the system. |
Location | The user’s location. |
Notes | Private notes relating to this user. |
Cost Center | The cost center that this user is attached to. |
Set Password Re-type Password | The user’s password. When changing the user’s password you should put the new password into both fields. |
Send Packages To | The user’s default delivery address. |
Options | Please see the accompanying document ‘Explanation of User Configuration Switches’. If you do not have access to this document please contact Claritum Support for a copy. |
Profiling | The user’s ‘profile’ for controlling their access to individual catalog items. |
Creating a new userCustomer User:
- Go to Customers > Members.
- Select the Customer from the Show Members for drop-down menu.
- Click the Add Member button at the top of the page.
Enter the user’s details.
Note: You do not need to set all of the details for this user at this time, you can come back and add the information at a later date.
But at a minimum you should enter/select:- First Name, Last Name
- Email (you must enter this and the email address must be unique on the system)
- Language & Location
- Password
- Click the Save button at the bottom right of the page.
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Importing New Customer Users / Updating Existing Customer Users for Existing Customer ( per Customer)
For large numbers of contacts Customer Users within a an existing Customer it is impractical to make changes by editing each contactCustomer User's details individually, particular if the contact Custoemr User list changes frequently!
An alternative method is by uploading Importing the contactsCustomer User's details via spreadsheet. This must be formatted in very precise ways with exactly the right columns:
| Column | Description |
| Claritum ID | |
| External ID | |
| First Name | |
| Last Name | |
| Role | |
| Address: Company | |
| Address: Street | |
| Address: City | |
| Address: County | |
| Address: Country | |
| Address: Post Code | |
| Telephone | |
| Fax | |
| ISDN | |
| Mobile | |
| Website | |
| Cost Centre | |
| User flag 1 | |
| User flag 2 | |
| User flag 3 | |
| Orders For Other Users | |
| Receives Emails | |
| Cannot Log In | |
| Can Authorise Orders | |
| Authorisation Limit Does Not Apply | |
| Hide Stock | |
| Is Report Authority | |
| Cannot Change The Default Delivery Address | |
| Hide PDF Templates | |
| Hide Bespoke Items | |
| Approver | |
| Spend Limit | |
To make things a bit simpler, you can also Download the spreadsheet with all the current users already set. You can then simply make the changes to the spreadsheet and re-upload it.
| Note: The file you upload must be an Excel spreadsheet (.xls) so you will need to 'Save As...' and select the .xls (97-2004) format. |
Downloading the current users' spreadsheet
- Go to Customers
- Click the Customer you require
- Click Download Customer Members at the top of the page.
This will download a .csv file which you can now open in Excel or any other spreadsheet-editing program.
Updating users
Simply make whatever changes you require to the users in the spreadsheet.
Adding users
Add a new row to the spreadsheet and place the user's details in there. Do not put anything in the Claritum ID field - this must be left empty!
The new contact will be created and assigned a Claritum ID (which will appear when you next download the contact list).
Removing Users
To remove a user just delete the row from the spreadsheet. The user will be deleted when the file is uploaded.
Uploading the users' spreadsheet
When you are ready to upload your spreadsheet of changes/new contacts/removed contacts:
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Click Send. The page will now show a long list of which spreadsheet column is selected for each of the possible Import Fields.
| Note: the system will have auto-selected which spreadsheet column should be used to read into which system field and shows an example of the selected data in the Sample data section on the right. |
| Note: If you are importing from a downloaded spreadsheet then you should select the Claritum ID as the Key Field option. |
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Importing New Customer Users for New Customers ( On-boarding data in bulk)
For large numbers of new Customers and new Customer Users the best way of on-boarding the data is by importing Customers and Customer Users details via spreadsheet.