User Permissions: Terminology and Export
User Permissions
The User Manager tool is considered high-level access and is permission based.
It allows a user to create, edit, enable and disable user permissions.
- User permissions are CRITICALLY important for the security of your data.
- Along with solid standard operating procedures, user permissions are at the core of data consistency.
- For the utmost security, it is imperative that the User Manager permission be granted to only a few high-level managers in a company.
- Permissions should be granted with knowledge of the associated actions as described in this Help Doc.
Add and Edit User Permissions:
- In the Admin Panel > Company Tab, access User Manager. The Module Permissions screen displays all the modules available to a user.
- Check the box in the Access column to give access to the permission for the selected user.
- Uncheck the box to remove permissions.
- Click [save changes] at the bottom of the screen.
IP restrictions:
- Require the user to have the IP address(es) from the location they are logging in from in their User Account.
- Each user can have up to 15 approved IP addresses in their account at a time so access to eCellar can be from several locations.
- If you try to login and see the message "Invalid Authentication", the new IP address needs to be validated to authorize your login.
- Submit the IP address from the eCellar login page to the Support Team. It will be added to your user account, access will be granted to access to eCellar.
- The IP address can easily be identified on the eCELLAR Administrative Control Panel Log-in Page:
User Permissions Terminology:
NOTE: These may not all be present in your data base. They are contingent upon the modules used by your winery.
| Allocation | Create, Edit and Manage Allocation Tiers & Events. |
| Campaign (Parent permission required for sub-permission) | Create, Edit and Manage Campaigns Sub-permission under this category: - Add/Download/Delete Wrappers: Manage and store wrappers. Designers should have this permission. |
| Company (Parent permission required for sub-permissions) | This permission allows access to the following: - General Info: Contact information for sales, wine club, and reservations, Master Company Settings including web store - Locations: Create and Manage Inventory Location and Physical Location Settings - Txn Source Locations: Assign Transaction Sources to Inventory Locations Sub-permissions under this category: - Gift Cards: Allows the user to access and search the gift card ledger. - Payment Gateway: This is a high-level permission that only one or two managers should have access to and requires IP lock. Provides the ability to edit the payment gateway settings - Vouchers: Allows the user to have visibility of the Voucher creation screen and create/edit vouchers. |
| Content (Parent permission required for sub-permissions) | Manage the product on your web site. Create, Manage, and Edit Deep Links, Magic Links. Create a QR Code. Sub-permissions under this category: - Allow Edit Email Templates: Allows edits to 'automatic' consumer and admin email templates such as Consumer Club Join, Consumer Password Reset, Admin Account Created, and several more. - Asset Manager: This is a high-level permission and requires IP lock. Image directory for Email Campaigns. Designers should have access to this. |
| Customers (Parent permission required for sub-permissions) | Create, Edit and View Customer Records Sub-permissions under this category: - Allow Customer Export: This is a high-level permission and requires IP lock. Provides the ability to export customers information from your database into an excel file - Customer Dedupe: Merge duplicate records |
| Discount Engine | Create, Edit and Manage Product and Shipping Discounts |
| Events Manager | Not in use |
| Gift Cards (Parent permission required for sub-permissions) | Access to Gift Card Ledger Sub-permissions under this category: - Allow Change Recipient: In order detail user can edit the recipient and resend a virtual gift card - Allow Adjustments: In order detail and ledger view a user can void a virtual gift card |
| Inventory (Parent permission required for sub-permissions) | Create, Edit and Manage Inventory Locations Sub-permission under this category: - Allow Adjustments: Perform adjustments or deductions of inventory |
Orders (parent permission required for sub-perms) |
View Orders Sub-permissions under this category: - Allow Brand Change: This is a high-level permission that only one or two managers should have access to. - Allow Edit Closed Order: Edit a closed order - Allow Edit Sales Rep: Edit the sales rep in Order Detail. This is a high-level permission that only one or two managers should have access to. - Allow Export to Fulfillment: Export and/or send orders for shipping. Updates Shipping Status to Exported. - Allow Order Close: Close an order. (Mainly used if your brand closes orders to send to Navision or Great Plains) - Custom Receipts: Manage and Send custom order receipts. Designers should have access to this. - Multi-Ship: Set up and perform Multi-Ship |
| POS (parent permission required for sub-perms) | Enables POS functionality from the ACP Sub-permissions under this category: - Allow Discount Override: Ability to override an automated discount or apply a manual discount - Allow Inventory Override: Ability to pull inventory from a location other than the default - Allow Open / Close Terminal: Ability to open the terminal and close it - Allow Open Cash Drawer: Ability to open the cash drawer - Allow Returns & Credits: Ability to process returns or credits - Allow Voids: Ability to Void an order - Quick User Change Manager: Ability to edit the quick user change menu - Terminal Manager: Ability to Add, Register, Un-register & Re-register Terminals |
| Products (parent permission required for sub-perms) | View, edit, and create products. Sub-permissions under this category: - Allow Sell Limits: Manage product quantities - Product Personalization: Control if a product can be personalized and the details there of. |
| Reports (parent permission required for sub-perms) | Access report categories as determined by the below. Sub-permissions under this category: - Allocation Manager: Allocation reports - Club Manager: Wine Club reports - Company Manager: Company reports - Reservation Manager: Reservation reports - Tasting Room Manager: Tasting Room reports |
| Reservation Manager (parent permission required for sub-perms) | Enables Calendar and Booking Agents functionality from the ACP. Sub-permissions under this category: - Admin: Create, Edit and View Calendar Reservations - Read Only: View Calendar Reservations only - Tock Import: Set up Tock experiences for the integration |
| Shipping (parent permission required for sub-perms) | Provides access to Shipping Zones and Methods, Package Types for Shipping Manager, and Utilities: Add Ship Tracking (manually add tracking information) Sub-permission under this category: - Ship Manager: Multi order shipments with one billing customer. IE.: Corporate Gifting. |
| Task Manager | Allows the user to use the Task Manager functionalities |
| Taxes & Fees | Override Built-in Tax Service, Manage Tax Rates and Tax on Shipping. Access to manage CRV and locally imposed compliance fees. |
| User Manager | Highest level permission in eCELLAR. IP restriction is required for this permission. Allows granting of user permissions, and the creation of new users. Includes access to the Exchange API User Permissions (For information on eCellar eXchange (REST) Open API usage, please refer to our Swagger Doc). Sub-permission under this category: - Export Users: Audit all enabled user's permissions. |
| Wholesale | Not in use. |
| Wine Club | Create, Edit and Manage Wine Club Tiers & Events Sub-permissions under this category: - Allow Wine Club Bulk Auth: Capture Wine Club Events in bulk - Allow Wine Club Ship Method Override: Override a club member's shipping method preference from their individual club preferences - Wine Club Read Only: Allows navigation on the Wine Club module only and not effect a club |
User Permission Export
- The User Export requires the sub-permission “Export Users”.
- This audit tool will help in assessing the permissions granted to each enabled user.
- If Enterprise the export is by brand context.
- Use this tool and review user permissions regularly.
- Recommend once a year at least.
- More often may be required depending on the company size and how the User Manager permission is used.
Export key:
- Bold title: Indicates a Parent Permission.
- Each Sub-permission column is formatted parent permission: sub-permission.
- Yellow Highlight: Indicates a permission for which IP restrictions are strongly recommended.
