Trade Org - Site Organization & Employees Management Settings
Once you have selected the Trade Organization check box in Accounting set-up, you are able to configure online organization management options on the Trade Org tab in the Web Site Editor. To enable that tab, make sure the Trade Organization check box is selected in the Account Information section of Accounting set-up.
The Trade Org tab contains the following check boxes:
- Enable online organization management
- Enable online employees management
- Enable online employees relationship management
- Allow primary contacts
- Allow individuals with specific relationship types
However, note that some check boxes do not become available until others are selected first, beginning with the top check box which enables online organization management.
Users can enable functionality that allows the following functionality on the Web site related to an individual's management of an organization's customer record:
- Individual can add an organization record
- Primary contact (or designated relationship) can request removal of or edit employees linked to organization
- Primary contact (or designated relationship) can manage the relationships of employees linked to organization
- Primary contact can request removal as primary contact
- Individual can link themselves as primary contact if no other primary contact exists
- Individual can request to be linked as new primary contact
This functionality is configured on the Trade Org tab in the Web Site Editor.
Tip: This eWeb functionality verifies if an organization is in the user's database by matching the logged in user's e-mail address and matches it to the organization's domain name. For example, test@abila.com - where "Abila" is the domain name. Then the search runs based on the following: Organization name contains the domain name; or Organization acronym contains the domain name; or Organization Web site address contains the domain name.
The Online Organization Management functionality allows for several requests to be made by the eWeb customer. Requests are communicated to the Primary Contact person through a system generated e-mail.
This allows users to better control the management of primary contacts linked to an organization and controls changes to individual records that may receive benefits from an organization’s membership.
Note: When the Primary Contact person logs in, the system will verify that the user’s e-mail address (e.g., MSmith@abila.com) matches the organization based on:
- Organization Name contains the domain name (e.g., Abila); or
- Organization Acronym contains the domain name (e.g., Abila); or
- Organization Web site address contains the domain name (e.g., www.Abila.com)
To set up the Organization Management Staff Notification system options:
- Go to the E-Marketing module.
- On the E-Marketing Overview, click Set Up.
- Next to the EwebOrganizationManagementStaffNotificationAddress system option, click the edit icon.
- In the System Option Value field, enter the e-mail address for the staff person who should receive all system-generated change requests related to the management of their organization's records.
- Click Save. When the designated staff person receives the automated e-mail, they will be responsible for making the requested changes.
As noted, once organization management has been enabled, the Primary Contact or designated contact for the organization will be able to log-in and manage several aspects of the organization through the My Information section on the Web Site. View the Managing an Organization's Information Online Help topic for more information.
Enable online organization management: Selecting this check box enables online organization management for your organization and allows you to dictate which options you want to enable on eWeb for specific relationships as well.
When it is disabled, no online organization management is possible and you may only view the organizations that you are affiliated with but make no edits to them. You may, however, edit your own individual record. Further, all other online organization management options are hidden as seen in the image above until you click the Enable online organization management check box.
Once selected, however, a series of check boxes appears beneath the check box, seen in the image below, that enable you to make further online organization management selections for eWeb such as the ability to edit employees and relationships for the organization.
Tip: Once you have enabled online organization management, you need to select the Organization Management Permissions that will be able to manage (or edit) the organization information. If you enable this check box (or any of the other settings on this tab) and then fail to select either a Primary Contact or other Individual in the Permissions section as a designee, the organization contact information will still not be editable.
Online Employee management enables the Primary Contact or an Individual with a specific relationship to the organization (that has been granted permission) the ability to manage the organization through eWeb. Specifically, the person can:
- Add employees to an organization
- Search for a specific employee
- Modify an employee’s record
- Request removal as an employee.
You must select the Enable online organization management check box first on the Trade Org tab of the Web Site Editor before the Enable online employees management check box will become available (seen below).
Once the Enable online employees management check box has been selected, the Organization Management Permissions that are selected will be able manage individual employee records from eWeb once logged in. Permissions include the Allow primary contacts and Allow individuals with specific relationship types check boxes. Selecting this check box will add the Manage Org Individuals link on eWeb, seen below.
Enabling online employees relationship management allows those with Organization Management Permissions to manage the relationships between the individual employees and organizations on eWeb. The Enable online employees management checkbox is not available until you select the Enable online organization management checkbox. The Enable online employees relationship management check box is not available until you also select the Enable online employees management check box on the Trade Org tab.
Individual to Organization relationships are first defined in CRM set-up through the Relationship tab. Define the types of relationships that individuals may have with your organizations by clicking the Add button. Note that you can also specify if the relationship should be available online as well by clicking the Show Online check box. If Show Online is not selected, the relationship type will not be available on eWeb.
Note: Specific relationship types can also be granted permission to shop for the organization by clicking the Allow Shopping? checkbox. This feature allows you to have more specialized relationship (roles) to differentiate between those who manage organization information online from those who are able to make purchases on the organization's behalf.
Once you have the Enable online employees relationship management check box enabled, the Organization Management Permissions are able to view each individual’s relationships with an organization as seen in the image below.
If you selected the Show Online check box when you set-up a relationship, the Organization Management Permissions will be able to Add or Edit the relationship online as well, as seen below.
Even if you want to manage your own relationship to an Organization, you will need to do so through this interface. Further, netFORUM does not allow you to delete a relationship so that a historical record may be maintained. Rather, you should complete the End Date field instead, depicted in the image above, when you Add or Edit a new relationship.
In addition, checking the Show Online? checkbox will enable the Search Results / Related Individuals list to appear on the My Organization page. This list shows all individuals who currently have a relationship/role with your organization.
Once you decide which online organization management options you want to enable, you need to designate which people will be able to edit the options you have set. The Organization Management Permissions, found at the bottom of the Trade Org tab, enable you to designate the Primary Contact down to regular employees to manage your online options should you choose. Each is explained in more detail below.
Allow primary contacts: Selecting this check box will enable the Primary Contact of organizations to manage the organization’s online information. This includes the addition, deletion, and editing of employee records.
Allow individuals with specific relationship types: In addition to enabling the Primary Contact of an organization to manage online information for an organization, you can specify that other relationships to the organization also have access to manage them as well. For example, you can specify that not only does the Primary Contact have this ability but the President of the organization does as well. This is accomplished by selecting President in the Relationship Types to Manage Organization & Employees Records Online drop-down. If you want to add more than one relationship type to manage online content, such as the President and the Vice President, click the Add button to add another drop-down selection. You are then able to add additional roles that are able to manage online content for your organization.
Specific relationship types can also be granted permission to shop for the organization. This feature allows you to have more specialized relationship (roles) to differentiate between those who manage organization information online from those who are able to make purchases on the organization's behalf.
Note that if you have online organization management check boxes enabled but you have not specified the Organization Management Permissions that are able to manage your content by making a selection in one of the two check boxes described above, no content will be editable for your organization!
Tip: There are certain circumstances where an Individual may be the Primary Contact and have a specific relationship type with the Organization that is a defined permission. In this one instance, if one or the other permission types is disabled, that person will still be able to manage organizations because of their other permission type.