Salesman Security

Released Date: 08/30/2017

Sometimes your organization may use outside sales representatives.  These reps, often, are not your real employees.  In many cases, they represent multiple vendors' products.  If you choose to let them access your Elliott system (e.g., through a Remote Desktop/Terminal Server) so they can manage their customers and orders for which they are assigned, then you might want to put tighter security in place than you would for your inside employees.

The feature "Salesman Security" has existed since Elliott V7.3 and is designed to restrict an Elliott user's rights based on the user's identity.  The idea is that this salesman (user) can only access those customers and orders to which they are assigned as the salesman.

The following instructions provide guidelines on how you can set up salesman security to limit a user's access.

Step 1 - Identify the user as a salesman in Password Setup
If you leave the Salesman No blank in the User file, then it implies this person is not subject to salesman security. (For example, this may be an accounting person who needs access to all salesman records.)  Enter the Salesman No. ID in the user's Password Setup. See sample screen below:


Step 2 - Determine if there should be a house account
A house account is a pseudo salesman account that all salesmen can access in Global Setup for eContact Manager. A house account is usually a customer that does not have a specific salesman assigned, and any salesman can go after the house account. As of this writing, the house account logic only applies to eContact Manager, eContact Processor, and Export Processor. We may apply the house account logic to other A/R and COP logic as well.


Step 3 - Determine Global eContact Manager Security
The following global user security flag is for the Global eContact Manager, which is an Elliott application that acts like a rollerdex showing a list of eContacts for contacting purposes.  You need to determine if a particular salesman is subject to the Salesman Security in eContact manager.


Step 4 - Determine various Global Setup flags for the salesman's A/R and COP security

The Global Security flag “Disable Salesman View Other’s Customer in A/R” is used for
  • A/R Customer File Maintenance
  • A/R Customer File Inquiry
  • A/R Account Inquiry,
  • A/R Summary Account Inquiry
  • eContact Processor (AR Files & Ship to)
  • Export Processor (AR Files & Ship to)
You need to determine if a particular salesman is subject to the salesman security in the above areas.  

The Global Security flag “Disable Salesman Inquiry For Other’s in COP” is used in
  • COP Order Inquiry, 
  • COP Invoice History Inquiry, 
  • COP Stock Status Inquiry
  • COP Recurring Order Inquiry
  • COP Freight Calculation Inquiry
  • eContact Processor, 
  • Export Processor (COP Files, except Ship To). 
You need to determine whether salesman is subject to salesman security in the above areas.

You should also determine the following global user security flags:
  • Disable Salesman Add Others' COP Orders
  • Disable Salesman Change Others' COP Orders
  • Disable Salesman Printing Others' COP Orders
Step 5 - Limit Salesman's Elliott Menu Security
Salesman Security is not implemented in all areas of Elliott.  For example, it is not implemented with the A/R Aging Report.  Therefore, if you give a salesman menu access to the A/R Aging Report, then that salesman can print all customers' aging information regardless of whether he/she is the salesman for that customer.  The following is list of areas in Elliott where salesman security has been implemented and, therefore, are safe areas for you to grant salesmen access at your discretion:
  • A/R Customer File Maintenance
  • A/R Customer Inquiry
  • A/R Customer Account Inquiry
  • A/R Summary Account Inquiry
  • COP Order Inquiry
  • COP Invoice History Inquiry
  • COP Recurring Order Inquiry
  • COP Stock Status Inquiry
  • COP Freight Calculation Inquiry
  • COP Order Entry
  • COP Sales Desk (Add Other’s Order, No Control on Change Quote)
  • COP Order Edit List (VA,46)
  • COP Order Acknowledgement/Email (not Laser Form) (VA,46)
  • COP Order Quote/Email (not Laser Form) (VA,46)
  • COP Open Order by Salesman (VA,46)
  • eContact Manager
  • eContact Processor
  • Export Processor
We suggest you do not give salesmen more security beyond these menu items. For example, if you wish to let a salesman print reports for his own customers, but you do not want to give them the “Order Status Reports” menu item since there is no salesman security implementation in that area, instead you might want to consider giving your salesman access to “Export Processor,” where the salesman security is implemented.

The following flags determine whether or not you'll use eContact/Export Processor


The reason there is a separate flag for “Disable Interaction w/ eContact & Export Proc” is because for certain people, you may want to allow them to use the “eContact/Export Processor” in batch mode, without wanting them to use the interaction mode in which they will be able to access more information.

Before you decide a user’s security information for eContact, customer and sales orders, you should consider the following factors:
  • Is this user a salesman? Do you want to limit this user to access only those eContacts for which he/she is a salesman?
  • Do you have a house account?  If so, do you allow house account information to be accessed by all salesmen? 
  • Will this user use Global eContact? Global eContact is like a Rolodex where you can have a list of contacts for phone, email and faxes…etc. Do you want to allow this user to see all Contact information in Global eContact, or you would like to limit the salesman's access to see only his/her contacts in Global eContact? 
  • Do you want to let this user to view eContact information only without the ability to edit it? 
  • Do you want to let this user add/edit credit card, or view the credit card number?  Typically, you may allow collecting of credit card info. But once the credit card is collected, you probably do not want to let users see the credit card number for security reasons.
  • Do you allow this user to access eContact/Export Processor? eContact/Export Processor is like a report writer where this user can access a lot information from the Elliott system. You may want to consider giving the user access for pre-written reports without the ability to change the reports. If that is what you wish, then you will give the user access to eContact/Export Processor, but disable the “Interaction” with eContact/Export Processor.
  • If you decide to give the user the ability to Interact with eContact/Export Processor, you need to decide whether this user will use and view other’s people’s templates or not. If a user is allowed to Interact with eContact/Export processor, even though they may be prevented from using other’s templates, they can still create a new template or change their own template criteria.
  • Once you allow a user to “Interact” with eContact/Export Processor, you should consider the Elliott menu security. For example, if you allow this user to access Customer File maintenance, then they can access all information in the Customer Category.  As another example, if you allow this user to access order entry, then this user will have access to all information in the Order Category. This may be subjected to the Salesman Security depending on how you set the following flags:
  • Disable Salesman from View Other’s Customer in A/R
  • Disable Salesman from Inquiry Other’s in COP
  •  If this user is a supervisor (IT) and develops templates (pre-written reports) for other users, you need to give this user the ability to change templates for other users.
The following are areas in Elliott that are also related to Salesman Security. It shows how the security is controlled:
  • A/R Customer File Maintenance
  • Elliott Menu Security
  • Global Security: “Disable Salesman from View Other Customers in A/R”.
  • Global Security: “Disable Change Customer”
  • Global Security: “Disable Delete Customer”
  • Global Security: “Disable Print Customer List/Label”
  • A/R Customer Inquiry
  • Elliott Menu Security
  • Global Security “Disable Salesman from View Other Customers in A/R”
  • A/R Customer Account Inquiry
  • Elliott Menu Security
  • Global Security: “Disable Salesman from View Other Customers in A/R”.
  • A/R Summary Account Inquiry
  • Elliott Menu Security
  • Global Security: “Disable Salesman from View Other Customers in A/R”.
  • COP Order Inquiry
  • Elliott Menu Security
  • Global Security: “Disable Salesman Inquiry for Other’s in COP”
  • COP Invoice History Inquiry
  • Elliott Menu Security
  • Global Security: “Disable Salesman Inquiry for Other’s in COP”
  • COP Recurring Order Inquiry
  • Elliott Menu Security
  • Global Security: “Disable Salesman Inquiry for Other’s in COP”
  • COP Stock Status Inquiry
  • Elliott Menu Security
  • Global Security: “Disable Salesman Inquiry for Other’s in COP”
  • COP Freight Calculation Inquiry
  • Elliott Menu Security
  • Global Security: “Disable Salesman Inquiry for Other’s in COP”
  • COP Order Entry
  • Elliott Menu Security
  • Global Security: “Disable User from Adding Orders in Ord Entry”
  • Global Security: “Create Credit Memo in Order Entry”
  • Global Security: “Create COP Credit Memo from Invoice History”
  • Global Security: “Allow User Enter Negative Qty in Order Entry”
  • Global Security: “Change COP Orders After Pick Ticket Printed”
  • Global Security: “Allow to Delete COP Orders”
  • Global Security: “Allow to Override Terms in Order Entry”
  • Global Security: “Allow to Override Salesman in Order Entry”
  • Global Security: “Allow to Override Disc Pct in Order Entry”
  • Global Security: “Allow to Override Line Item Unit Cost”
  • Global Security: “Allow to Override Order Commission Field”
  • Global Security: “Change COP Pre-Paid Info”
  • Global Security: “Disable User from Printing Order Edit List”
  • Global Security: “Disable Salesman Add Other’s COP Orders”.
  • Global Security: “Disable Salesman Change Other’s COP Orders”.
  • Global Security: “Disable Salesman Printing Other’s COP Orders”.
If you are using multiple warehouse locations, you can also control which location a salesman have privilege to access. See the following article for more detail:
    http://support.elliott.com/knowledgebase/articles/1190149-feature-group-location-security


EMK

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