Manage backoffice users

Goal

To create and manage backoffice users in Propeller Commerce, assigning appropriate roles and permissions for secure, controlled access to various modules within the system.

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Understanding Backoffice Users

Backoffice users are administrative users who manage different aspects of your Propeller Commerce platform. Each user can be assigned specific roles that determine their access level to various modules.

Access Levels

Each role can have one of three access levels:

• Viewer: Read-only access - can view items but cannot create or edit
• Editor: Can edit items
• Owner: Full privileges - can create, edit, and delete items

Generic Access Roles

• Sales management: Provides access to the Sales Portal for managing quotes and orders
• Backoffice management: Provides access to core administrative functions

Available Modules

The system includes the following management modules:

• User management: Manage contacts, customers, and companies
• Shop & channel management: Configure shops, channels, and related settings
• Role & permission management: Manage user roles and permissions
• Pricing management: Configure pricing, pricesheets, and discounts
• Logistics management: Manage warehouses, carriers, and inventory
• Configuration management: System configuration and settings
• Product Data management: Manage products, categories, and attributes
• Order Data management: Access to order data and reporting

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Step 1: Navigate to Backoffice Users

1. From the main menu, select Admin.
2. Click on Backoffice Users.
3. You'll see a list of existing backoffice users showing:
   • User ID
   • Name
   • Email address
   • Date created
   • Date last updated

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Step 2: Create a New Backoffice User

1. Click the New Backoffice User button in the top right corner.
2. The new user form will open with three tabs:
   • General
   • Roles & Permissions
   • Information

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Step 3: Fill in General Information

In the General tab, provide the following details:

Personal Information

• Gender: Select F (Female), M (Male), or U (Unknown)
• First name: User's first name (required)
• Middle name: User's middle name (optional)
• Last name: User's last name (required)

Contact Information

• Email: User's email address (required) - this will be used for login
• Phone: User's phone number (optional)

Work Information

• Job: User's job title or position (optional)
• Language: Select the user's preferred language from the dropdown (defaults to the system language)

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Step 4: Assign Roles and Permissions

1. Switch to the Roles & Permissions tab.
2. For each module, select the appropriate access level from the dropdown:
   • Owner: Full access
   • Editor: Edit access
   • Viewer: Read-only access
   • (no selection): No access to this module

Important Notes:

• Sales Portal Access: To grant full Sales Portal functionality, ensure you enable:
  • Sales management role (required)
  • Order Data management (for viewing and managing orders)
  • Product Data management (for product information)
  • User management (for customer information)

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Step 5: Save the User

1. After configuring all settings, click the Save button in the top right corner.
2. The system will create the backoffice user with the specified permissions.

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Step 6: User Activation

1. The new backoffice user will receive an activation email at the provided email address.
2. The email contains a link to set up their password and activate their account.
3. Once activated, the user can log in using their email address and chosen password.

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Editing Existing Users

To modify an existing backoffice user:

1. Click on the user's row in the Backoffice Users list.
2. The edit form will open with the current settings.
3. Make necessary changes to:
   • General information
   • Role assignments and access levels
4. Click Save to apply the changes.

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Managing User Access

Disabling a User

To temporarily disable a user's access without deleting their account:

1. Edit the user
2. Remove all role assignments
3. Save the changes

Changing Access Levels

1. Navigate to the user's Roles & Permissions tab
2. Change the dropdown selection for specific modules
3. Save to apply the new permissions immediately

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Role Functionality Reference

Menu Item	Submenu Item	Role Required
Sales		Sales management
	Companies	User management
	Requests	Order Data management
	Quotes	Order Data management
	Orders	Order Data management
	Product Catalogue	Product Data management
PIM		Product Data management
	Products & Clusters	Product Data management
	Categories	Product Data management
Users
	Users	User management
	Favorites	Shop & channel management
	Orderlists	Product Data management
Orders
	Orders	Order Data management
	Carriers	Logistics management
	Warehouses	Logistics management
	Paymethods	Shop & channel management
	Order Statuses	Order Data management
Pricing		Pricing management
	Pricesheets	Pricing management
	Taxes	Pricing management
	Surcharges	Pricing management
	Incentives	Pricing management
Admin
	Backoffice Users	Role & permission management
	Attributes	Configuration management
	Valuesets	Configuration management
	Data Import	Configuration management
	Cluster Definitions	Product Data management
	Event Actions	Configuration management
	Templates	Configuration management
	Login tokens	Configuration management

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Best Practices

• Principle of Least Privilege: Assign only the minimum access required for each user's role
• Regular Reviews: Periodically review user access levels and remove unnecessary permissions
• Documentation: Keep a record of why specific permissions were granted to users