The administration module is where you customize your software and software users.
Groups
Users
Personalized Fields
Auto Numbering
Catalog
Bar Code
Preferences
Groups are users with certain access privileges. You can select what a group can and cannot view, edit or delete.
Display all the defined groups. You can sort the groups by clicking on the columns header.
Select this option to display a group’s permissions. You must first highlight a group from the list.
Select this option to create a new group. Enter the new group’s name and select its permissions from the available permissions. You can filter the permissions by category by using the drop down list below the group name.
Select this option to change the group’s permissions or name. If you are in the grouplist screen, you must first highlight a groupto access this function.
Select this option to delete an unused group. A group that contains users cannot be deleted.
Users are the accounts that connect to the system, view information and also do operations. Users can be of two types: Internal users and external users. Those types are defined by the user’s company.
Internal user: They are the users who work with at the company license owner. Their access is restricted only by their group. Their company is the company defined in the OLOTech Web software parameters.
External user: They are users that are not associated to the licence company. Their access is restricted by their company type.
Display all the defined users. You can sort the users by clicking on the columns header.
Select this option to display user information such as his username, his password and his company. You must first highlight the user from the list.
Select this option to create a new user. Select a unique username and password for the new user.
While recommended, the other informations are optional. However, to give the account more options, connect it to an existing company, individual and group. You can use the lookup buttons to open search screens, if needed.
The account access type will be defined by the linked company.
There are 5 type of access you can grant to your users:
Internal users: User with with no company defined or linked to the system company.
Customers: Users that are linked to a customer company.
Sales representatives: Users linked to a sales representative company.
Contractor: Users linked to a labor defined in a product made locally. He can also be defined in a cutting slip.
Supplier: Users linked to companies that supply either fabrics, components or is defined in the labor of an imported product.
The date in, date out and connection hours are also optional and limit the user connectivity. Use the date out when you no longer want the user to connect to the system.
If the warehousing is enabled and your system possess more than one warehouse defined, you can limit the account access to a single warehouse.
Select this option to change a user information. You can change easily the password, username, group or linked company. This is also where you inactivate a user by setting a date out. If you are in the user list screen, you must first highlight a user to access this function.
This option deletes a user that was never used. If the user has been in use, set a date out instead to inactivate the account.
A user is defined as an external user when his account is linked to a company other than the system company. Those accesses are restricted by their groups and their company access. The companies can view only their relevant information:
Customers will see only the catalog and his orders-related information.
Sales representative will see the catalog and his customer’s related information.
Contractor will see only his cutting slips and the products where he is defined in the labors.
Supplier will see his purchase orders, his components, fabric and products.
Note: Giving an external access with full access rights can result in hazardous comportment. Be sure that the selected group really reflects the access you want to give the user.
User name
The username used by this user when he connects to the OLOTech Web software.
Password
His password used at his connection.
Date in
The date from where the user can connect to the system.
Date out
The date to where the user can no longer connect to the system.
Associated individual code
Individual linked to the user, to store extra information about the user. Associated individual code will be eventually used with email notifications.
Company code
The Company linked to the user. By default, the proposed company is the company owner of the OLOTech Web software licence (internal user). Change the company for external users.
Calendar: When set, restrict the user login at selected days and/or hours.
Warehouse: User restricted to this warehouse. If warehousing enabled and multiple warehouses exists.
Group
The group associated to the user. A user with no group has no permission at all. Be sure to set the proper groups for users, especially for external users.
Various entities can have extra information specific for your company. The screen of personalized fields allows you to setup this information. Select the entity you want to view or add the personalized fields. There are 3 categories of personalized fields: check boxes (yes-no), text boxes and lists.. If you want to add any fields, check the box next to it and give the field a proper description in English and in French. If you need a free translation service, you can try the Babel Fish free translation. Remove a personalized field by un-checking the box next to it.
Auto numbering is available on some entities. If it is enabled, a number with the specified format will be proposed. Those proposed number can includes a prefix and a number of digits, calculated from the last created entity, plus one. If you select “allow modification of proposed value”, the user will be able to change the proposed number for those entities.
When a user enters manually a custom number, the counter for the auto-numbering can reset to 1 and the next proposed numbers will be of invalid values. To set the counter back to a valid number, enter manually the number it was supposed to generate, or any valid number if you want to leave holes in the number sequences. All subsequent numbers will follow your new number.
The catalog can be fully customised to reflect your needs, and the needs of your customers.
The base catalog includes the products name, codes and their pricing information. You can expand the base catalog to show additional information. To do so, select the additional items to display.
The product thumbnails (when they are available) can also be customised. You define where the thumbnail is to be placed, where the text is to be placed, the thumbnail size, the column count and the row count.
The catalog navigation levels can also be defined here. Those levels will allow the users to quickly navigate through the catalog. This one-click navigation is fully customizable and can contain up to 4 levels of navigation.
You can also select the level of pricing information to show to a connecting customer. You can choose to display or not the products that does not have prices in his currency and price category. If you decide to display all the items, an item with a valid currency, but without a valid price category will display the highest price available for this currency. Items without a valid price in the user’s currency will display the message “price available upon request”.
The OLOTech Web software can support two standardised bar code format. UPC product code and 128B bar code format.
Activate this format if you want to use readable bar codes. You have to select a bar code field separator that isn’t used in product code, color name, size name, cutting slip number and purchase order number. You won’t be able to save if your character is invalid.
Optionally, you can include purchase order or cutting slip provenance in your 128B bar codes. Check the information you want to include.
Activate this number if you want to use the worldly spread UPC bar code format. Enter the UCC (Uniform Code Council) prefix to use for the bar code generation.
UPC will be generated as requested in the export functions. If you run out of UCP codes, you will be notified and you will have to change the UCC prefix to start a new UCP set. You can also set the bar codes manually in the product menu.
This screen allows you to enter the vital preferences for the system to run smoothly. This is where you set the OLOTech Web software license owner, for the users to be defined correctly. You set the default: currency, country, state/province, season, division, color name, shade name, maximum image size, default unit, weight unit, product for specs and the number of items to show in various pages.
This is also where you enable major features like EDI, the warehousing or the product versioning.