function is where you set up the individual user logons. This can be reached via the Administration function in the top banner of the application. Logons can be Added, Edited and Deleted via this function.
- Privileges
- Internal
- User profile
Below is the main Logon Management page:
To edit a user’s privileges click on any of the three hyperlinks – Privileges, Internal or User Profile.
To add a new user logon, click on the New Logon tab on the Logon Management
page. You’ll notice that his page is nearly identical to the Security Levels page except that the Security Levels section in the upper left hand corner has been replaced with the User Information.
The Add Logon page contains settings the following functions (starting from the left column top to bottom and then the right column top to bottom):
User Information
Home Page
Adding Records
Viewing/Editing Records
Adding Editing Records
Calendar and Callback / Events
Workgroup Access
Searching Privileges
Reporting
Email Settings
Library
Administration
Integration Options
Offline / Mobile Access Privileges
This page is for setting up the basic logon information plus user privileges at the individual user level.
Each section will be explained in detail.
User Information Fields:
First/Last Name is the Name of the User Account that is being created/modified. This is the name that appears on the Home Page when user signs in. If the user is being set up at one of the four user levels [Organization Contact, Account Manager, Partner Contact, Partner Rep] then the First/Last Name in the appropriate level table must exactly match the First/Last Name of their logon record. As an example, if a user called Brian Smith is accessing the application at the Account Manager level then he must have a record in the Account Managers Page (accessed from Administration) showing a First/Last Name of Brian Smith and he must also have a logon with access to that workgroup with a User Type of Account Manager.
Username is what they'll use to login must be unique (across all users of the application). It is strongly suggested that the users individual email address be used as the Username for uniqueness and ease of remembering one’s Username.
New Password can be anything but it is recommended for ease of implementation that the temporary password for all users be set to some common value such as ‘password’ or the name of your company. The first time the user logs in they will be required to change this initial password setting. If a user has forgotten their password as an administrator you can reset it. The user’s current password is encrypted and cannot be viewed. For security reasons the new password is temporary. When the user logs into the system using the new password they will be instructred to enter a new password.
Group is just for customer identification purposes in order to identify a group of users within a database.
User Type – Defines a type of user. Access to certain features (e.g. record assignment) is restricted base on user type. Select from
· Administrator – to manage logons and workgroup configuration
· Global User – access to all records in the workgroup
· Organization – typically a sales or marketing manager
· Account Manager – a sales rep with access limited to assigned records
· Partner – a business partner sales or marketing manager
· Partner Rep – a business partner sales rep with access limited to assigned records
Default Label Set can be set to Standard Set or customized for a particular company(s). The default label set is the set of labels on the fields that is used when a label set has not been defined for a workgroup. The selected label set is used when the user logs in to a workgroup. Labels are typically the same for everyone in the workgroup. Changing your labels will change it for everyone in the workgroup. If you'd like personalized labels you can 'Save As'.
User Status defaults to active. A user can be made Not Active, which prevents them from logging into the system. The user logon can be deleted by setting the Status to Delete – this will make the logon not accessible to the user or the admin level.
Set Security sets the privileges for the user based upon either a standard or custom security template. Using Security Templates makes it quick and easy to set up a new user.
Advanced Admin Privileges
Last Template shows the last Security Template for this user.
Allow Multiple Logons allows a user to logon multiple times concurrently.
Home Page Fields:
Add / Edit / Delete Message Boards allows the user to update the message board and the events / list manager section of the home page / information center.
Add / Edit / Delete View Dashboard Charts allows the user to view and add reports and charts to the home page / information center.
Adding Records Fields:
Add New Records allows the user to add and import records.
Add Call Back allows the user to add a call back when adding new records.
Import Records allows the user to import records, append comments to records, view imported records and manage import records templates.
Import Records – Import to a Custom Form allows the user to import records to a custom form attached to a record.
Import Records – Match to Existing Contacts this is a de-duplication feature; it allows the user to match existing contacts and add additional contacts to a record instead of creating a new record for the contact. For example, suppose XYZ Company had 10 employees. You could either have 10 records for those employees or you could use this feature to put all 10 employees in a single record for XYZ Company.
Import Records – View All Imported Records allows the user to view details of imports and back out imported records for the workgroup, included other user’s imports for the workgroup.
Viewing / Editing Records Fields:
Access to ‘Record Update’ Page - allows the user to access the ‘record update’ page for a record.
Access to ‘Edit Profile’ Page - allows the user to access the ‘edit profile’ page for a record.
Show Custom Forms Section – Turns on or off the display of the "Custom Forms" section on the "Record Update", "Edit Profile" and "View Profile" pages and the "Contacts" popup dialog page. This setting works in conjunction with the configuration of the display of sections in the "Record Update", "Edit Profile" and "View Profile" pages (see the "Customize Pages" feature in the "Administration" page)
Show Attached Files Section – Turns on or off the display of the "Attached Files" section on the "Record Update", "Edit Profile" and "View Profile" pages. This setting works in conjunction with the configuration of the display of sections in the "Record Update", "Edit Profile" and "View Profile" pages (see the "Customize Pages" feature in the "Administration" page)
Show Profile Summary Section – Turns on or off the display of the "Profile Summary" section on the "Record Update" and "View Profile" pages. This setting works in conjunction with the configuration of the display of sections in the "Record Update" and "View Profile" pages (see the "Customize Pages" feature in the "Administration" page)
Show Call Center Stats Section - Turns on or off the display of the "Call Center Stats" section on the "Record Update", "Edit Profile" and "View Profile" pages. This setting works in conjunction with the configuration of the display of sections in the "Record Update", "Edit Profile", "View Profile" and "Search" pages (see the "Customize Pages" feature in the "Administration" page) and also in conjunction with the "Call Center Stats" setting for the workgroup (see the "Manage Workgroups" feature in the "Administration" page).
Show Opportunities Section - Turns on or off the display of the "Opportunities" section on the "Record Update" and "Edit Profile" pages. This setting works in conjunction with the configuration of the display of sections in the "Record Update" and "Edit Profile" pages (see the "Customise Pages" feature in the "Administration" page) and also in conjunction with the "Track Opportunities" setting for the workgroup (see the "Manage Workgroups" feature in the "Administration" page).
Show Callbacks / Events Section - Turns on or off the display of the "Callbacks / Events" section on the "Record Update" and "Edit Profile" pages.. This setting works in conjunction with the configuration of the display of sections in the "Record Update" and "Edit Profile" pages (see the "Customise Pages" feature in the "Administration" page)
Show Lead Highlight Comments Section - Turns on or off the display of the "Lead Highlight Comments" section on the "Record Update", "Edit Profile" and "View Profile" pages. This setting works in conjunction with the configuration of the display of sections in the "Record Update", "Edit Profile" and "View Profile" pages (see the "Customize Pages" feature in the "Administration" page)
Show Cases Section - Turns on or off the display of the "Cases" section on the "Record Update" and "Edit Profile" pages. This setting works in conjunction with the configuration of the display of sections in the "Record Update" and "Edit Profile" pages (see the "Customise Pages" feature in the "Administration" page) and also in conjunction with the "Add / Edit / Delete / View Cases" setting for the user and with the "Access To Case Management" setting for the workgroup (see the "Manage Workgroups" feature in the "Administration" page).
Show Quotes Section - Turns on or off the display of the "Quotes" section on the "Record Update", "Edit Profile" and “Add/Edit Opportunity” pages. This setting works in conjunction with the configuration of the display of sections in the "Record Update", "Edit Profile" and “Add/Edit Opportunity pages (see the "Customise Pages" feature in the "Administration" page) and also in conjunction with the "Access to Quotes" setting for the workgroup (see the Manage Workgroup features for additional details).
Add / Edit Contacts - Allows a user to add a contact to a record and allows a user to update contacts associated with a record
Add Custom Form - Allows a user to attach a custom form to a record, contact or opportunity
Edit Custom Form - Allows user to attach a custom form when adding a record. Also controls whether a sales form or feedback form displayed in the "Record Update" page is updateable; whether custom forms attached to a record are updateable and whether a custom form displayed in the "Opportunity Edit" page is updateable.
Delete Custom Form - Allows a user to delete a custom form attached to a record, contact or opportunity. Also allows a user to delete a custom form (from the "Manage Custom Forms" feature in the "Administration" page).
Edit Highlight and General Comments - Allows a user to update lead comments (background information) on the "Edit Profile" page
Assign Records - Allows a user to assign records to other users.
Allow Partner View - For users with "User Type" equal to "Partner Rep", and for features that include a list of partner reps (e.g. assign record, add / update records, add / update callbacks), allows the user to assign to other partner reps for the same partner to which the user belongs.
Share Records - Allows a user to share access to records.
Clone Records - Allows a user to clone a record
Archive Records - Allows a user to search for archived records, archive a record or records, restore archived records and merge records.
Delete Records - Allows a user to delete a record or records
Clone Opportunities - Allows a user to clone an opportunity
Add / Delete Marketing Activities - Allows a user to add and delete marketing activities
Add / Edit / Delete / View Cases - Allows a user to add, view, update and delete cases
Delete Email Messages - Allows a user to delete email messages associated with a contact
Allow "Click to Dial" for Phone Numbers - Allows the user to one of the integrated dialing programs. Features range from simple dialing to advanced call center functions like Predictive dialing with advanced reporting. You may also use tools like Skype & Telify in Firefox for click-to-dial.
Add to Lead nurturing Tracks – Allows the user to add contacts to lead nurturing tracks.
Adding / Editing Records and Opportunities – Field Edits Fields:
Initial Status - Read-Only – When checked, makes Initial Status read-only once it has a value.
Campaign - Read-Only - When checked, makes Campaign read-only once it has a value.
Lead Source - Read-Only - When checked, makes Lead Source read-only once it has a value
Enforce Required Fields - When checked, enforces required fields on the Edit Profile and Record Update pages and on Add / Edit Opportunity page.
Disable Adding Sales Rep Comments / Notes - When not checked, allows the user to add sales rep comments to a record and edit existing sales rep comments (if 'Allow Edit of Existing Sales Rep Comments / Notes' is checked)
Allow Edit of Existing Sales Rep Comments / Notes - When checked, allows editing of existing sales rep comments. When this field is check you’ll see all of the HTML tags in the Sales Rep Comments / Notes.
Calendar and Callback / Events Fields:
Add / Edit Callback / Event – Allows a user to add a new callback to a record. Also allows a user to mark a callback as completed and to update a callback.
Delete Callback / Events - Allows a user to delete a callback
Available for Callback / Event Assignment - Indicates that the user can be listed in lists for callback assignments
Access to My Calendar Only - Removes access to the group calendar and group calendar callbacks when checked, enables access to the individual calendar.
Access to My Calendar and Group Calendar - Enables access to the group calendar and group calendar callbacks and individual calendar when checked
Logon Management
Right Side of the Page
Workgroup Access Field: 
Workgroups - The Workgroups field allows for the assignment of a user to one or more workgroups via a single logon. Note that logon privileges defined in the Logon Management page apply to all workgroups that the user is given access to. If a user needs different levels of access to one or more workgroups then multiple logons must be established. Only the Global User and Administrator can have access to more than one Workgroup from a single logon.
Have Access To - This is the workgroup(s) that are available to the Username that is currently being configured.
Searching Fields:
Search Type - If "Search Type" is "Advanced Search", "Power Search", "Sales" or "Call Center", the user can search company revenue, employee size, keyword, custom forms, title code, function code, campaign
If "Search Type" is "Advanced Search", "Power Search", "Sales" or "Call Center", the user can search for fields in the "Assignment" section
If "Search Type" is not "Sales", the user can search probability, lead value, forecast date
If "Search Type" is "Advanced Search", "Power Search" or "Call Center", the user can search industry code (sic code)
If "Search Type" is "Power Search" or "Call Center", the user can search for fields in the "CRM Management" section
If "Search Type" is "Power Search" or "Sales", the user can search for fields in the "Opportunity" section
Search Custom Forms - Allows a user to search for records based on data found in custom forms
Download Records - Allows a user to download records using custom download templates from the "Search Results" page. Also allows a user to manage download templates from the search results page and to download contacts from the "Contacts" page.
Create Public Search / Download Templates - Allows a user to create public saved searches. Also allows a user to create public download templates used to download records from the "Search Results" page.
Access to Public Saved Searches- Allows a user to access and run public saved searches.
Create Searches For Other Users (only active for Administrators) - Allows a user to save a search for another user (user saving search must have a "User Type" setting of "Administrator")
Reporting Fields: 
Run Reports - Allows a user to access reports from the home page and search results
Add / Edit / Delete Custom Reports - Allows a user to create, edit and delete custom reports .
Email Settings Fields:
Send Email Message - Allows a user to send an email message to the primary contact or any contacts from the record update, edit profile or view profile pages.
Receive Email Messages - Allows a user to receive email notifications.
Receive Email Notification Messages - Controls whether an express email notification message is sent to a user who is an account manager or a partner rep when a record is assigned
Send Bulk Email Messages - Allows a user to send email messages to contacts from the "Search Results", "Accounts" and "Contacts" pages
Bulk email Messages Allowed:
Per Day – Sets a maximum limit on email messages per day.
Per Search - Sets a maximum limit on email messages per search.
Add / Edit / Delete Group Email Templates - Allows a user to add, update and delete group email message templates.
Access to Group Email Templates - Allows a user to access and use group email message templates when sending email messages.
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Library Fields:
View Library - Allows a user to view the library.
Add Files - Allows a user to upload files into the library.
Add / Edit Public Folders and Files - Allows a user to manage folders and files in the library.
Add / Edit Private Folders & Files - Allows a user to manage private folders and files in the library.
Delete Files - Allows a user to delete files and folders from the library.
Administration Fields:
Access to Administration - Allows access to things like Logon Management, Workgroup Management, Custom Forms etc.
Add / Edit / Delete Logons - Allows a user with the "Access to Administration" privilege to manage the logons for a workgroup.
Manage Custom Labels - Allows a user with the "Access to Administration" privilege to customize pages in the application and customize the labels for fields in the application.
Add / Edit / Delete / Assign Campaigns - Allows a user to add, view, update and delete campaigns. Also allows a user to create a new campaign when importing records and to assign a campaign to records in search results.
Add / Edit / Delete Custom Forms - Allows a user with the "Access to Administration" privilege to add, update and delete custom forms and add, update and delete web form to custom form mappings.
Set Required Fields - Allows a user with the "Access to Administration" privilege to set required fields. Required fields are those that must be completed prior to submitting the record for updating in the database.
Add / Edit / Delete Reference Table Values - Allows a user with the "Access to Administration" privilege to set manage reference tables. Reference tables allow you to modify things like drop down lists. For example, Lead Status = Hot, Warm, Cold.
Track User Activity - Allows a user to view the "Administration" page and to report on user activity for a period of time and for a particular workgroup or workgroups.
Track Library Activity - Allows a user to report on library activity for a period of time.
Integration Options Fields: 
Upload Contacts to eMarketing System - Allows a user to upload a record or records or contacts to an e-Marketing system.
Upload Contacts to Lead Nurturing System- Allows a user to upload a record or records or contacts to a CRM system.
Offline client access - Allows a user to access an offline application that can be used to access data when not connected to the internet. Downloading online data into the offline client is required – then periodic sync’ing keeps the data the same on both platforms. It has the same look & feel as the online client. (requires installation of separate add-on module on user’s PC)
Mobile access - Allows a user to access their data through their cell phone browser or PDA. Works well for iPhone, Blackberry, iTouch and other mobile devices.
Outlook Sync access - Allows a user to synchronize their offline data and online data. Typically used in conjunction with the Offline Client Access module. (requires installation of separate add-on module on user’s PC)
Email History access - Allows a user the ability to upload Outlook emails from the user’s PC to the assigned records on the server (requires installation of separate add-on module on user’s PC)s
Advanced Privileges Fields:
Access to File Update Maintenance - Allows the user to replace specific fields in the system, including custom fields. This cannot be undone. It can’t be backed out.
Access to Opportunity Load - Allows the user to take a set of opportunities and load them into the opportunity section of the record for a company. This is a valuable tool for importing data from another CRM system.
Please remember that existing Logons can be edited by clicking on the hyperlink on the main Logon Management page.
After setting up the user logon page the administrator will be presented with the Internal Security Logon page (also available for existing logons by clicking on the hyperlink on the main Logon Management page) that further defines the users access to a particular workgroup.
Below is an example of the Internal Security page. For Admin level logons that have access to more than one workgroup the user will be presented with a “summary” level page showing all workgroups.
The Internal Security attributes for each workgroup can be viewed by clicking on the Settings hyperlink. [If the logon has access to only one workgroup then this page will not appear and it will automatically display the detailed Internal Security page below]
The individual Internal Security level can be edited by clicking on the hyperlink. Below is an example of the detailed Internal Security level for a single workgroup: 
The Set Bulletin Board pull-down establishes what Bulletin Board will be presented to the user when they log into a particular Workgroup via this user logon.
The Label Set pull-down establishes what Label Set will be used for this Logon/Workgroup.
The Campaign/Geography Access function restricts Workgroup access by campaign(s), State(s), Zip code(s) and County(s). Multiple selections can be made by holding down the CTRL key for individual selection or the SHIFT key for range selection.
NOTE - These additional restrictions are usually used only at the Global workgroup level since access at the Group, Account Manager, Partner, Partner Rep level are already restricted to only those records assigned to that particular level.
The Library Private Folders Access function allows the user to be set up to view previously set up Private Folders in that Workgroup [this is a function within the Library maintenance options].
The Reports function can be used to explicitly define what reports this logon will be allowed to see for this Workgroup.
The Email Template Print Folder Access function allows the user to be set up to view Email Templates folders that have been set up as private in this Workgroup [this is a function within the Library maintenance options].
The Group/Partner Access function allows for an Admin type logon to be restricted at the Group/Partner or Account Manager/Partner Rep level [this should only be used for User Type = Administrator level logons]. This can be used for the purpose of setting up other level of access such as one that might have access to several Groups such as a regional manager.
After setting up the Security Logon page the user will be presented with the User Profile page (also available for existing logons by clicking on the User Settings hyperlink on the Home Page):
Key fields on the User Profile page:
The following fields are for informational purposes only and are not required within the application:
Company
Title
Phone
Fax
Mobile
Address 1
Address 2
City
State/Prov
Zip/Postal Code
Country
Company – name of the company the user works for.
Title – user’s business title.
Phone – the user’s primary phone.
Fax – user’s fax number.
Email address – is the email address that the application will use if the user has Email Notification or Express Mail activated.
Default Page – an individual user can set what page is used when they click on the company name in the Search Results page or from the Accounts Page.
Appointments & Call Back Appointments & Call Backs home page link – determines whether the Call Backs/Events hyperlink appears on the user’s Home Page
· Filter Call Backs/Events – determines whether the user can view all Call Backs/Events for the records they have access to or just the ones that they have created
· Add to Sales Rep Comments/Notes – determines what the Call Backs/Events are appended to the Sales Rep Comments/Notes field
· Prompt to send email notification for added or updated appointments and callbacks – determines whether the user will get a auto-email every time that they update a Call Back/Event
Outlook Sync – determines whether a record is to be automatically created when there is no match during the Outlook Sync option or whether it should be put in the File Cabinet for later manual matching by the user [Outlook Sync must be enabled in the user’s logon profile for this to be activated in addition to installation of a special add-on module on the user’s PC]
Address 1 – first line of the address of the user.
Address 2 – second line of the address of the user.
City – city of the user.
State / Province – state or of the user.
Zip/Postal Code – zip code of the user.
Country – provision for entering country of user.
Time Zone – is used by the application to establish the correct user date/time [this is used in many functions with the application including date/time stamping as for displaying the correct date/time in the Call Back/Events function] – the Adjust for daylight savings time add an additional our during the standard daylight savings time period
Date Format – determines whether month or day shows first.
Calendar Before/After Hours – is a special parameter that pertains to a special function within the application for certain users who measure response times for support type activities
Group Calendar Display – determines whether all group list names are displayed or only ones with assigned Call Backs/Events
Show Preview Pages – determines whether a pop-up appears when you mouse over a contact or company.
Spell Check – determines whether Spell Check in turned ON/OFF
Spell Check Language – determines which dictionary is to be used [US or UK]
Message Ticker – determines whether or not the user sees the scrolling ticker on the top banner. The message ticker can be configured in the Automation and Workflow Management tool.
Email Signature – this determines whether Email Signature is activated in the send email function from the Contact page [Send Email must be turned on in the user’s logon profile]
