Creating and Setting New Users and Jobs

Creating a New User

Open the Hamburger Menu and select “New.” Then enter the user’s full display name, email address, and the account name that the user will enter when logging into Seed System Solution.

Select the Users Privilege Set

The Privilege Set determines which records a user is allowed to see. The default sets commonly used are Data Entry, Sales Rep, and Dealer. Depending on individualized needs, we may need to program a unique set for your organization in order to limit data set views.

Select the Users Job

The Job determines which Layout, Menu, and Tab options the user will have access to. All users who should have access to the same options should be assigned the same job. Different jobs per user are only required if the jobs will have a different setup.

For creating a New Job Set, please see the section below. For setting new layout options for a New Job, please see our video on Menu Security.

Once all of these steps are completed, click Save/Continue. The user will receive an email with their username and temporary password. On the first time they login, the user will be prompted to change their password.

Additional Possible Setup Pieces

Depending on the user, there are some additional pieces of information you may need to setup.

• Sales Rep ID – If the privilege set is “Sales Rep,” you will need to assign the Sales Rep ID that this user will have access to.
• Customer ID – If the privilege set is “Dealer,” or, “Distributor,” this is where you will set the Customer ID number that this user will have access to.
• Vendor ID – If the privilege set is “Conditioner,” this is the Vendor ID that this conditioner would have access to.

Gear Icon Options

• Email Type – “Server” will send an email from your server client while “Client” will open your email client.
• Outgoing SMTP server IP Address.
• Outgoing SMTP Port Number.
• Outgoing SMTP Security Setting – (TLS, SSL, or None).
• Outgoing Mail Password.

If these are left empty, the user will be prompted to enter them upon every login.

Customer Communication Followup Emails

If an email is set up for this user and they are assigned as a Follow-up user on a Customer Communication entry, the user will receive an email with a notice.

Defaults

🌱 Visibility

• Locations – Used to limit the locations this user can see.
• Sales Reps – Used to limit the Sales Rep ID’s this user has access to.
• Departments – Used to limit the departments this user has access to.

* NOTE: All items with a 🌱 require custom programming for functionality to work. Please contact us for assistance.

Please note that whenever the data that a user has access to is restricted based on Sales Rep, Customer ID, Vendor ID, Location, Department, etc., the user will experience lag and slower performance than full access users.

Start Layouts

Default start layouts are assigned by default and only need to be adjusted in special circumstances. This is the layout the user will see upon opening Seed System Solution on this platform.

Editing an Existing User

• Open the edit pencil next to the User Active checkbox.
• The user will start as Active. De-select this to make the user inactive.
• Edit the desired information and click Save.

Resetting a Password

• Open the edit pencil next to the User Active checkbox.
• Select the “Reset Password” checkbox and click Save.
• The user will be emailed a temporary password to enter when logging in. Once they login, the user will be prompted to change their password.

Creating a New Job

• Open the Job Setting Button.
• Press the + Button.
• Name the Job.
• Select the appropriate checkbox setting options.
• Select Default Status assigned to Bookings for this user.

Position Display

Assign whether the user will see the position number for the entire company, for the pick up location, only their allocation assigned, a position word, or for nothing.

The Default data that will be entered upon a new entry creation is as follows:

For Sales Rep

• Enter the Sales Rep and the booking.
• Select initials.

For Dealers

• Dealer ID on the Customer.
  • Select Customer ID.
• Booking Customer ID.
  • If the Dealer will be entering bookings and they are the customer on the booking, then select Customer ID for this. If the customer on the booking will be the grower, then leave this blank.
• Booking Dealer ID – Select Customer ID.

For Distributors

• Customer Distributor.
  • If this user is a distributor, then set the Customer ID.
• Booking Distributor.
  • If this user is a distributor, then set this to Customer ID.
• Customer Price Type.
  • If a default price type should be set for all new customers that this user creates, you can set that here.
• Booking Type.
  • If a default booking type should be set for all new bookings that this user created, you can set that here. The customer preferences will override this setting.
• 🌱 Visible Product Classes.
  • Additional setup is required. Please contact Portage Bay.
• 🌱 Visible Product Sub-Classes.
  • Additional setup is required. Please contact Portage Bay.
• Editable Booking Status.
  • This may require additional setup as it will limit the booking status this user has access to edit.
• Unclosable work orders.
  • Users will not be able to complete work orders with the selected types.