Administration Module

How to Get Started and Enter, Edit and Manage Organizations:

· How to Get Started at the Logon Screen

· How to Set Up and Change the Corporate Administrator

· How to Add New or Modify Existing Company Data and Roles

1. Overview:

When a company purchases TrackingPro (TPro) a hyperlink is placed on the company’s home page to link to the TPro application. The first screen that the user will see is a logon screen containing two data fields: “User Name” and “Password”. Once in the application, a number of features are available to the user depending on his/her assigned role (i.e. consignees may only view shipments while import forwarders may edit shipments).

One of the key features in Tracking Pro is the ability to manage those who use the application. The administration module is one of five modules in TPro used to facilitate this management. The administration module allows for the corporate administrator to setup companies with roles, groups, and user IDs.

2. How to Get Started at the Logon Screen:

The logon screen will display the company’s logo in addition to two data fields: “User Name” and “Password.” All users must type in a valid user name and password to enter the application (as assigned by the administrator of the company-specific application).

Note: Sectra will set up the company’s administrator, who will then be able to change his or her password and assign and edit all other user logon information.

Note: As with all logon screens the data being entered must be correctly spelled. The logon data is not case sensitive in that all entered data is automatically changed to upper case.

To logon as a User:

Step 1. Go to the TPro Hyperlink at the hosting company’s web site

Step 2. Enter the assigned User Name.

Step 3. Enter the assigned password.

Step 4. Click on the Logon button.

3. How to Set Up and Change the Corporate Administrator:

When a company purchases TPro, Sectra completes the required set up procedures for the company-designated corporate administrator. That person can then change his or her assigned user and company data after gaining access to the application. The corporate administrator has full privileges and is responsible for managing all of the identification data pertaining to all Companies, Groups and User IDs, within the application.

Although more than one corporate administrator may be assigned, to simplify management of the application, it is advised that the number of corporate administrators be limited as much as possible.

Note: Sectra can assist with setting up others in the application, but it is recommended that the corporate administrator fully manage this effort.

Modifying the existing Corporate Administrator:

Step 1. Click on the Administration button in the main tool bar.

Step 2. Click on the Company button under the main tool bar.

Step 3. Click on the Search button to Search on Get All (Company) Data, Company specific data must have already been entered in the application to conduct a successful search. If company data is lacking see How to set up Companies and Assign Roles.

Step 4. Select the desired company via the Edit hyperlink on left.

Step 5. In the lower table called Select Roles, check the Administrator role.

Step 6. At the bottom click the Save button to save the changes.

Step 7. While still in the administration module, click on the User ID button under the main tool bar.

Step 8. Search on Get all (User ID) Data. User ID specific data must have already been entered in the application to conduct a successful search. If User ID data is lacking, go to How to enter Users.

Step 9. Select the desired user via the Edit hyperlink on left.

Step 10. Check the box titled Allow System Administration?

Step 11. Click Save.

Note: The corporate administrator role must be acknowledged in both the company information (profile) screen under Roles and in the User ID screen. Go to the User ID button to access the user ID screen.

4. How to Add New or Modify Existing Company Data and Roles:

As the number of users of the application grows, so will the need to add and modify company data. Adding company information is the first step to entering an organization or user into the application and is the responsibility of the corporate administrator. All organizations and users having access to, taking part in, or being referenced to a transaction in the application must have a “Company” entry. When in the booking and shipment modules, for example, this data is used in the Parties screen and is made available to the user with the Search function.

To Add companies (refer to the company screen below):

Step 1. Click on the Administration button in the main tool bar.

Step 2. Click on the Company button under the main tool bar.

Step 3. Click on the Add button.

Step 4. Add the company specific data to the Company table.

Step 5. Add the desired roles in the Roles table.

Step 6. At the bottom click on the Save button to save changes.

Note: In the screen image above the Inactive Flag tick box. When this flag is checked it allows a user to deactivate a company’s privilege to use the application, although the company information remains in the database and remains tied to any related transactions.

Note: When in the Company Administration section, the two required fields are Company Code and Name. The company code is the abbreviation viewed by all users of TPro when searching for the desired parties to the transaction. The company code MUST match the company code from Tradepoint’s Alliance system if this is a TRACKPOINT installation.

The table below summarizes the Roles and the Privileges available to each.

Corporate Administrator has access to:



		· Administration

Import and Export Forwarder has access to:

· Ocean Booking	· Ocean Shipment Tracking	· Air Shipment Tracking
· Add/Edit Ocean Shipments	· Add/Edit Air Shipments	· Purchase Orders
· Active Ocean Shipments	· Active Air Shipments	· Partner Connect

Consignee has access to:

· Ocean Booking	· Ocean Shipment Tracking	· Air Shipment Tracking
		· Purchase Orders
· Active Ocean Shipments	· Active Air Shipments

Shipper, Ultimate Consignee, Notify Party, Trucker, Carrier and Supplier have access:

	· Ocean Shipment Tracking	· Air Shipment Tracking
		· Purchase Orders
· Active Ocean Shipments	· Active Air Shipments

Note: Another important concept is the assignment of roles for a company. The Roles check boxes, when checked, allow for specific functionality within the application (as above).

5. How to Enter Group Information:

Groups are a collection of companies. The purpose of the group code is to allow (or prevent) certain parties to have (or not have) ‘collaborating’ privileges when completing transactions. A group may be one company or it may be multiple companies (or entities earmarked as companies – i.e., offices).

Every user must be assigned a group code. In its simplest form, the Company Code entered in the Company Information screen also defaults as a Group Code. The Group Code can then be assigned to a user when entering User ID information in the User ID screen. Multiple companies can be combined into a group via the Group button. Users assigned this group code through their User ID form have access to all transactions involving all of these companies. Note: Group codes have a two character prefix automatically attached to them as the first two characters.

Note: Offices within one company may be assigned as their own company (i.e., IBM East Coast, IBM Corporate, IBM NY) thereby limiting privileges to view and edit such data between and among those offices. The corporate office may desire to see all company data. TPPro allows for this configuration through the Group functionality.

Note: Group codes must be unique within and among all TPro applications.

Note: If a user does not want to add multiple companies to a group (i.e. have only one company in one group) he can bypass this step and continue to the User ID screen (a default group will be created using the company code). When the user is assigned a group code corresponding to his or her company, the user is limited to see only those transactions for that company.

Note: One will always be able to view transactions for which:

he/she is the originator

and/or

has been assigned as a party to a transaction.

Adding multiple companies to a group

Step 1. Click on the Administration button in the main tool bar.

Step 2. Click on the Group button under the main tool bar.

Step 3. Click on the Add button.

Step 4. Add Group Code and Name.

Step 5. To add companies, click on Search to lookup company table.

Step 6. Select Get All Data.

Step 7. Click on desired Company Code from company table.

Step 8. Repeat Step 5 through 7 to add more companies to a group.

Step 9. Click on Save when done to save the Group Code data.

Note: Company code = group code when only one company is entered. This is done in the Company Information screen.

6. How to Enter User IDs:

The third action typically required after entering company data in the Company Information screen is to enter user specific data in the User ID screen. In order to logon to the application, a user name and password are required.

Note: If a company is merely a party in the shipping process and will not require access to the system, a User ID is not required.

Note: An e-mail will automatically be sent to the e-mail address provided on the user ID screen when a new user ID is setup and when the password is changed. (User Name, Password, E-mail Address and Group Code are the required fields).

Adding a User ID:

Step 1. Click on the Administration button in the main tool bar.

Step 2. Click on the User ID button under the main tool bar.

Step 3. Click on the Add button to enter a new user.

Step 3. Enter user information as required (note the required fields).

Step 4. For Group Code click on the Search button to see the list of groups and their respective group codes. For the simplest configuration where no sharing of data is provided, assign the group code for the individual company. Giving the user a group code for another company will allow access to that company’s transactions.

Step 5. At the bottom click on the Save button.

A brief description of the data in the user ID screen is provided below (Required data is noted by *).

· E-Mail Address: * The user will receive an e-mail message when the user name is added or the password is changed.

· Group Code: * Enter the group code that is associated with this user ID. To select a group code click on the Search button.

· Expire Password?: Click on ‘Expire Password’ to expire the existing password.

· Password Expiration Date: Required if ‘Expire Password’ is checked. It defaults to 90 days forward from today. The password will expire based on the expiration date setup by the administrator. Default dates can be overridden by the user.

· Allow System Administration?: Checking the tick box allows the user to access the company, group & user ID tables (administration must also be an assigned role in company roles).

· User Inactive?: The system does not allow users to be deleted although it does allow to be set inactive. When this flag is checked, it allows one to deactivate the user ID even though related data may be in the database.