03/18/2015 08:11 PM Users Management, Roles and Role Assignment
Virto Commerce

Users Management, Roles and Role Assignment

Updated:

Introduction

Users are individuals working with Virto Commerce management application and services. Users are internal to organization and should not be confused with customers.

In order to manage Virto Commerce functionality each user must be assigned to at least one role. Each role provides the user with certain access permissions.These permissions allow or restrict the user's access to functionalities within Virto Commerce client application. E.g. user can be permitted to view catalog Items but restricted to manipulate Items. These permissions allows to ensure, for example, that the Catalog functionality is not available to warehouse users who do not have Catalog Management related roles.

Common Roles are provided by default with each Virto Commerce installation. User roles can be created or edited to provide their staff with permissions reflecting only the tasks they perform within Virto Commerce management application.

User management and permissions assignement

This section will explain the different security considerations that affect the Virto Commerce management application and the steps you need to take to ensure that permissions are appropriately assigned for users.

This section is intended to assist Virto Commerce administrators with setting up proper permissions on application data and functionality. These individuals must at least be able to create Users and User Roles in the Virto Commerce administration tool, so they must have User Management permissions in the Virto Commerce administration tool.

Permissions

Permissions are controlled by assigning Roles to users. A Role is a collection of permissions. A Role can be assigned to multiple users. Each user can have more than one assigned Role.

Through the combination of assigned Roles, you can ensure that users only have access to the information and functionality they need.

This model provides considerable flexibility, but in complex environments with multiple stores and catalogs, each with their own distinct sets of users, it is critical to establish best practices for managing permissions.

Available permissions and their descriptions can be found in Available Permissions page of the manual.

Users

All individuals in your organization who need access to the Virto Commerce administration tool should have their own personal user accounts.

Each user has certain permissions, defined by their role, which are specified at user’s profile creation. These Virto Commerce users should be configured so that they only have access to the data they need to perform their tasks See the Roles section for more information.

Administrator users

After installation, there is one user in the system with Super User (administrator) privileges. Only administrator users have permission to manage users and roles.

It is strongly recommended that you create a second user with Super User privileges. If one of the administrator user accounts is locked, the other administrator user will be able to unlock it.

Creating a user

To create a user you must have appropriate permissions.

Steps to create user:

  1. Select Users module from the modules list.
  2. Select Accounts tab inside Users module.
  3. Click Add button in the upper right corner of the list of users.
  4. In the wizard popup view first step fill in required fields (Login/Password):
  5. In the wizard popup view step 2 select roles that should be assigned to the user from the list of predefined roles:
  6. After all required roles has been assigned click Finish button.

The just created user will appear in the list of users.

Editing user

  1. Open Users module.
  2. Select Accounts tab.
  3. Double click the selected user.
  4. Edit the required fields.
  5. Save changes.

Disabling/Enabling user

  1. Open Users module.
  2. Select Accounts tab.
  3. Double click the selected user.
  4. Click Reject user/Approve user button.
  5. Save changes.

Reset user's password

  1. Open Users module.
  2. Select Accounts tab.
  3. Double click the selected user.
  4. Click Reset password button.
  5. Enter new password and repeat it.
  6. Press OK to save changes.

Roles

In order to access Virto Commerce administration application features, users must first be granted permissions. You can grant permissions to users indirectly by assigning Roles to them in the Virto Commerce administration application.

Users can be assigned multiple Roles. The creation of a new Role includes specifying which Permissions it has. Permissions refer to the access rights of a user to a particular feature in the Virto Commerce administration tool.

Built-in Roles

The Virto Commerce installation includes the following User Roles:

  • Super User (also referred to as the administrator role), which grants all permissions to all areas of the Virto Commerce administration tool. Do not assign this Role unless you want the user to have full access to all areas and all application data.
  • Catalog manager (role for creating and editing catalogs, categories, items and prices)
  • Store marketing (manage promotions and dynamic content, price list assignment and configure store settings)
  • Customer service agent (manage customers and cases)
  • Shipping receiving (manage fulfillment, complete shipments and edit returns & exchanges)
  • Configuration (manage settings)
  • Private shopper (access restricted stores in storefront)

Permissions structure

Permissions has a hierarchical structure, so if Catalog permission is assigned to the Role, all sub-permissions of this permission will also be assigned to the role.

Creating a Role

To create a user you must have appropriate permissions.

Steps to create user:

  1. Select Users module from the modules list.
  2. Select Roles tab inside Users module.
  3. Click Add button in the upper right corner of the list of roles.
  4. In the wizard popup view fill in required fields (Name, Permissions)
  5. Click Finish button:

Editing a Role

  1. Open Users module.
  2. Select Roles tab.
  3. Double click the selected Role.
  4. Edit the required fields.
  5. Save changes.

Assigning multiple Roles to the user

If the user has multiple responsibilities and requires permissions of more than in a Role, Virto Commerce system allows user to have multiple Roles.

Deleting a Role

  1. Open Users module.
  2. Select Roles tab.
  3. Click the selected Role.
  4. Click Remove button in the menu strip of the Roles list.
  5. Confirm delete.

Modules

Modules are the top level menu items on the Virto Commerce administration tool. Each module has features, features has permissions. If the user doesn't have permission to any of the module features that module won't be available to the user entirely.

Example of commonly used Roles and permissions assignment

The following table shows examples of Roles that an organization might need and the catalog/store/fulfillment assignments that users assigned to those Roles might have.

Role Modules Has catalog assignments Has store assignments Has fulfillment assignments
Administrator Settings No No No
Catalog manager Catalog Yes No Yes
Customer service agent Customer service Yes Yes Yes
Marketer Marketing Yes Yes No
Merchandiser Maketing
Catalog
Reporting
Yes Yes Yes
Receiver Fulfillment No No Yes
Shipper Fulfillment No No Yes

Available Permissions

Permissions by modules Description Effect
Users Hide menu item if no permission selected
Manage Accounts Grants permission to create, remove or edit user accounts Show tab
Manage Roles Grants permission to create, remove or edit roles Show tab
Order Management Hide menu item if no permission selected
Manage Orders Grants permission to create, edit, and delete orders Show tab
Issue Order Refunds Grants permission to create refunds on orders Enables Refund button
Create Order Exchange Grants permission to create and edit exchanges for items in orders Enables Create Exchange button on Summary tab and Return tab of the order edit view
Create Order Returns Grants permission to create and edit returns on orders Enables Create Return button
Complete Order Returns Grants permission to complete order returns Enables Complete button in Return tab of the order edit view
Cancel Order Returns Grants permission to cancel order returns Enables Cancel button in Return tab of the order edit view
Catalog Management Hide Catalog menu item if no permission selected
Manage Catalogs Grants permission to create catalogs, edit and delete catalogs Enables catalog context menu items (Open, Delete catalog). Enables Add catalog button
Manage Categories Grants permission to create, edit, and delete categories in catalogs Enables catalog context menu items (Create, Edit, Delete Category)
Manage Catalog Items (Products and SKUs) Grants permission to create catalogs, edit and delete products in catalogs Enables items management buttons in catalog items list (Add, Edit, Remove)
Manage Virtual Catalogs Grants permission to create virtual catalogs and to create, edit, and delete linked categories in virtual catalogs Enables Virtual catalog management (Create, Edit, Remove)
Manage Linked Categories Grants permission to create linked categories Enables Linked categories management
Manage Catalog Import Jobs Grants permission to create, edit, and delete catalog import jobs in catalogs Enables import jobs management of catalog items
Run Catalog Import Jobs Grants permission to run catalog import jobs in catalogs Enables import jobs run button in import
Manage Item Associations Grants permission to create, edit, and delete product associations in catalogs Shows associations tab on product edit dialog
Create/Edit Editorial Reviews Grants permission to create, edit and delete editorial reviews in items Shows Editorial Review tabs management buttons
Publish Editorial Reviews Grants permission to publish editorial reviews in items Enables manage active ediorial reviews, Enables Publish Editorial and Mark as Draft buttons inside Editorial Review
Remove Editorial Reviews Grants permission to delete editorial reviews Enables Remove button on Editorial Review tab
Manage Customer Reviews Grants permission to manage customers reviews Show Reviews tab in Catalog
Price List Management Hide if "Manage Price Lists" or "Manage PriceList Assignments" not selected
Manage Price Lists Grants permission to add, edit, delete prices Show pricelist tab
Manage Item Pricing Grants permission to add, edit, delete item prices Show tab in edit view details and wizard
PriceList Import Jobs Grants permission to import a price list Show Import tab in price lists
Run PriceList Import Job Enable Run button on Import tab
Manage PriceList Assignments Grants permission to to add, edit, delete price list assignments Show Pricelist assignments tab
Fulfillment Hide if "Manage Fulfillment Inventory" or "Manage Fulfillment Picklists" or "Receive Fulfillment Inventory" not selected
Manage Fulfillment Inventory Grants permission to manage inventory item Enables Inventory tab if "Receive Fulfillment Inventory" permission granted
Manage Fulfillment Picklists Grants permission to create picklists Show tab
Receive Fulfillment Inventory Grants permission to Receive inventory within Inventory tab Enables Add button
Complete Shipment Grants permission to Complete shipments Enables Complete shipment button
Edit Returns and Exchanges Grants permission to edit returns and exchanges inside orders Show "Returns and Exchanges" tab in order edit view
Marketing Hide menu item if no permission selected
Manage Content Publishing Grants permission to manage content publishing conditions Show tab
Manage Dynamic Content Grants permission to manage in Dynamic Content Show tab
Manage Promotions Grants permission to manage promotions in Promotions in stores and catalogs Show tab
Customer Service Hide if no permission selected
View all cases Grants permission to see all cases View cases of all users
View cases only assigned to a user Grants permission to see cases assigned to currently logged in agent View cases of only currently logged in user
Search cases Grants permission to search all cases Show filters
Create new case Grants permission to create new case Enables Create case in menus
Edit case properties Grants permission to edit case properties Enables case edit controls
Delete existing case Grants permission to delete existing case Enables Case Options commands
Add public and private case comments Grants permission to create public and private comments Enables adding new public and private comments
Add private comments Grants permission to create only private comments Enables adding new private comments
Create customer Grants permission to create new contact Enables Add customer button
Edit customer properties Grants permission to manage contact properties Enables customer edit controls
Delete existing customer Grants permission to delete contact Enables Delete customer button in "Contact Options" menu in customer's edit view
Create and reset passwords Grants permission to create/edit edit password Enables Create Login/Password button in "Contact Options" menu in customer's edit view
Suspend and restore access for customers Grants permission to suspend and unsuspend contact Enables Suspend Access and Restore Access buttons in "Contact Options" menu in customer's edit view
Create account for a contact Grants permission to create new account Enables "Contact Options"
Configuration Hide menu item if no permissions selected
Configure Application Settings Grants permission to manage application settings Show Application/Settings tab
Configure Application System Jobs Grants permission to manage application system jobs Show Application/System jobs tab
Configure Application email templates Grants permission to manage application email templates Show Application/Email templates tab
Configure Application display templates Grants permission to manage application display templates Show Application/Display templates tab
Configure Customer Rules Grants permission to manage application customer rules Show Customers/Rules tab
Configure Customer Info Grants permission to manage application customer info settings Show Customers/Info tab
Configure Customer Case types Grants permission to manage application customer case types Show Customers/Case types tab
Configure Content places Grants permission to manage content places Show Content places tab
Configure Fulfillment Grants permission to manage fulfillment settings Show Fulfillment tab
Configure Payments Grants permission to manage payments Show Payments tab
Configure Shipping options Grants permission to manage shipping options Show Shipping/Shipping options tab
Configure Shipping methods Grants permission to manage shipping methods Show Shipping/Shipping methods tab
Configure Shipping packages Grants permission to manage shipping packages Show Shipping/Shipping packages tab
Configure Jurisdictions Grants permission to manage shipping jurisdictions Show Shipping/Jurisdictions tab
Configure Jurisdiction groups Grants permission to manage shipping jurisdiction groups Show Shipping/Jurisdiction groups tab
Configure Tax categories Grants permission to manage tax categories Show Taxes/Tax categories tab
Configure Taxes Grants permission to manage taxes Show Taxes/Taxes tab
Configure Tax import Grants permission to import taxes Show Taxes/Import tab

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