Administrators

The Service Provider can create new Administrators and update existing ones on the Claritum system. An Administrator is a Service Provider employee who uses the Claritum system to manage Customer Projects.

From the main menu, select Administrators.

The Administrators page displays
Click the New Administrator button.

Details

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On the Details page, complete the required fields and click Save.

The only mandatory field is Email. The other fields are to be completed at the discretion of the Service Provider. Some fields will be useful to one Service Provider, but not another. Fields can be easily edited after a Customer is created. The only two non-obvious fields should be Team and Currency.

Field	Description
Team	A Service Provider can create 'teams' of Claritum system Administrators within their organisation. A 'team' is comprised of Administrators who can view and work on Projects assigned to other Administrators within the same 'team'. A 'team' is created by assigning the same Team name to two or more Administrators in the Details page form shown above.
Currency	The Service Provider can choose the currency they want to be used on the system for each Administrator.

Permissions

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This is where you can configure the various Administrator functions (what the Administrator can and can't do in the system).

Click the checkbox to select / deselect the function and click the Save button.

Administration

Can manage Administrators	User will be able to access other Administrators profile and edit details and permissions
Can create new Suppliers/Customers	User will be able to setup new suppliers and customers. Administrator must have 'Can manage Suppliers' or 'Can manage Customers' selected.
Can manage Suppliers	User will be able to edit existing suppliers details
Can manage Supplier Users	User will be to add or remove supplier users as well as edit existing supplier users. Must have 'Can manage Suppliers' selected.
Can manage Customers	User will be able to edit existing customer details Customers are departments or organisations that originate requirements.
Can manage Customer Users	User will be to add or remove customer users as well as edit existing supplier users. Must have 'Can manage Customers' selected.
Can manage Group information	User can view, add and edit Groups.
Receives emails	User will receive email notifications and alerts from the system.
System configuration	Users with this permission will see 'Configuration' as an option in the System menu. If checked, Administrators can change headers and footers that appear on Customer quotes and Supplier POs, along with other settings such as uploading Custom Stationery.
Can edit order references	User will be able edit order references.
Can view reports	Users with this permission will see 'Reports' as an option in the System menu. Administrators with this privilege will be able to see reporting data for all Customers.
Can edit exchange rates	User will be able to edit exchange rates in the financial section of the configuration menu
Is Support Contact	Users with this permission will be able to access the support portal and raise issues. You may need to contact Claritum support to configure access to the help desk before being able raise issues
Translator	User will be able to view and download translations from the system
Can view and edit supplier payment details	User can view and edit Supplier Charges

Catalogue

Can edit catalogue	Users with this permission will be able to access the catalogue management page. They will be able to add or remove items to the catalogue as well as edit existing catalogue items
Can modify Customer Portal	Users with this permission will be able to access the 'Branding' section from the 'Configuration' menu. This will let them edit the system colour scheme

Projects

Can edit catalogue	Add, edit and delete items and folders in the catalogue.
Can create Quote Requests	User can create a quote request on behalf of a customer, the user will be able to choose the exact same specification that the customer can choose
Creates Projects for Account Manager	If the user has this permission enabled when a Customer User is selected for a new project, the Administrator is set to be their Account Manager. Note:This permission is enabled by default
Can manage Quote Requests	Users with this permission will be able to edit existing quote requests on behalf of the customer. The options the user will have are listed below Set and edit prices on behalf of Suppliers. Edit the title, Administrator, Customer, tax rate, priority and private notes for a Quote Request. Edit the delivery details for a Quote Request. Edit the paper specification for a Quote Request. Set or edit the Suppliers reference code on a Quote Request. View and send a Quote Request to a Supplier. Add new parts to an existing Project.
Can award bids to Suppliers	Edit the title, Administrator, Customer, tax rate and priority for a Quote Request. Award bids to the Suppliers.
Can process Projects	Users with this permission will be able to process orders on behalf of the customer. The options the user has are listed below Set and edit Supplier prices and sale prices on a quote or unlocked Project. Edit the title, Administrator, Customer, tax rate, priority and private notes for a quote. Authorise and revoke Supplier POs. Send order confirmations to Customers. Change scenarios on a quote or unlocked Project. Edit the paper specification for a quote or unlocked Project. Add / delete activities on a quote or unlocked Project. Mark an unlocked Project 'Not for sale' / 'For sale.' Batch process multipart Projects.
Can unlock Project	Users can unlock a Quote Request, making it editable after the quote has been sent to the Customer.
Receives Project emails	Users with this permission will receive email notifications of system status changes.
Can batch process Projects	Batch approve POs and complete, close or archive Projects.
Can edit/delete Project extras	User can edit or delete extras that have been added to a project Note: User must have either 'Can manage Quote Requests' or 'Can process Projects' permission enabled
Can only see own Projects	Users with this permission will only ever see their own Projects and not Projects from other Administrator at the same organisation.
Cannot delete Projects	User will not be able to delete existing projects
Can select non-matching Suppliers	Users with this permission will be able to select suppliers that don't provide a service the customer is requesting
Can edit markup	Users can change the markup on a quote, overriding the markup set for the Customer. Un-check this option to prevent the Administrator from doing anything to change the markup for the Project, ensuring that the 'cost' and 'sale' for the Project remains the same.
Can create missing/zero-sale invoices	Users can create invoices for Projects that have no sale value ('Not for sale' Projects).

Stock Management

Can modify inventory contents	Administrator can view / edit items in the Stock Catalogues.
Can maintain stock levels	Administrator can change the available stock levels for items in the Stock Catalogues.
Receives stock emails	Administrator receives system emails when stock orders placed, status changes, etc.
Can place stock orders	Administrator can place stock orders on behalf of customers.
Can reorder stock	Administrator can create Projects to replenish stock quantities.
Handles procurement orders	Administrator can view picklists on stock orders and view re-orders for items in Stock Catalogue.
Import stock adjustments	Administrator can import a stock adjustments spreadsheet.

Invoicing

Authorises Customer invoices	User can view, approve, part invoice and credit Customer invoices.
Issues Customer invoices	User can issue Customer invoices.
Can reconcile Supplier invoices	User can view and reconcile Supplier invoices.
Can switch Business Units	User can switch Business Units on Customer invoices and Supplier POs.

The Administrator functions are also described in full detail on the Permissions page itself.

Customers

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This is where you can specify which Customers the Administrator has access to.

Customers can be searched for, added and removed.

Option	Description
All Customers	If you select this option and click Save, the Administrator will be able to see and administer all Customers in the system.
Selected Customers	If you select this option and click Save, the Administrator will be able to see and administer only those Customers added here.

Add a Customer

Start typing the Customer name in the input field. When the name appears, select it.
Click the Add button.
Click the Save button.

Delete a Customer

Click the delete icon
next to the Customer.
Click the Save button.

Claritum Knowledge Base

Administrators

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Details

Permissions

Customers

Add a Customer

Delete a Customer

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