Sherpa Administration - Manage Users and Quotas 4.0

 

 

To get to the Manage Users area, click on Administration in the Main Menu Bar, select Manage Users, then choose Add/Edit Users.

You will see a list of existing users.  You will also see a count of how many regular licenses you are currently using and how many are available based on the number of licenses purchased by your company. (Unauthorized users do not count toward your regular license total, but unauthorized users can use a SherpaGo license.) Within the grid choose to add columns for your Regions assigned and Teams assigned to each user. Choose to adjust column and move columns around and use the Save Grid layout feature to save it with that view for when you next access user profiles.

To Add a New User:

Click on the Add User button.  The following screen will appear.  Within the screen you will enter in the Rep’s username, contact information, Territory Information, Security level, Manager, etc.

General Information: (fields with an * are mandatory fields)

*User Name:  Enter the user’s Compass username here.  This is what the user will login to Compass as. First and Last name is what will auto-populate on the proposals, not the user name.  Usernames cannot be edited after you submit and save the user.  

*First Name:  First Name of user

*Last Name: Last Name of user

*Password: Passwords are required to be entered upon logging into Compass. There are no alpha/numeric password requirements. The default password is “password” but can be edited to whatever the user would like it to be.  When looking at the User's Profile, the password will have ** in place of the characters.  To see the password, check the check box next to the Password field.

*Verify Pass:  Verify password by re-entering the password here

*Title: Title of user

*Email: Email address of user

ERP ID: The user’s ID number as set up in your ERP System.  This is only used if you are linking to E-Automate.  If the Rep is set up in EA and you are using the Submit to EA feature in Financials, it will put the Rep’s name on the order when submitted to a Quote in EA.

Phone 1:  Primary Phone number of users

Extension:  Extension number of users

Phone 2: Secondary Phone number of users

Fax:  Fax number for user

*Security: Enter the security level of the user.  Refer to the Sherpa Security Level Manual document for details on each security level.

Manager:  Select the user’s Manager from the dropdown list.

*Authorized: Check this box to give the user access to log in to Sherpa. This means they are a current user and will be counted towards your license count.  When unchecked, this will prevent the user from the future use of the product. This person will not be counted towards your license count.  As soon as you delete the user from your server’s user list, they will no longer have access to the software. Unauthorized can be used if you are setting up a person but they are not active yet.

SherpaGo: If you have the SherpaGo Module, check this box to give the user access to log in to SherpaGo – this will use a SherpaGo license.

Password Reset: By checking this box you will force the user to change their password upon their next log in.

Authorizations:

General -

Edit Completed Activities:  If checked, this will give the user the ability to edit activities that have been completed in the Activity tab in the Accounts area.  Status and Date Created fields will NOT be editable.  If unchecked, Activity Notes can still be edited unless Lock Closed Activity Notes is also checked.  This same option in the Global Settings tab in the Control Panel will override this option.  

Lock Closed Activity Notes: If checked, this locks the Activity Notes field from being edited after completed.  This only locks the Activity Notes field; unless Edit Completed Activities is unchecked, the other fields can be edited (except for the Status and Date Created fields, which can never be edited).

Allow Evolved Campaign: If the Evolved Office Marketing Campaigns Module is turned on, and this is checked, the user can access this feature.

Allow Outlook Sync: If checked, this will give the user the option to use the automatic Outlook Sync Module - See Outlook Sync Manual Section.

No Account Approval Needed: If the Account Approval Module is turned on, and this is checked, the user can enter accounts without waiting for approval - See Account Approval Manual Section.

Can Approve Accounts: If the Account Approval Module or the Import Account features are turned on, and this is checked, the user has authority to approve any added or imported accounts - See Account Approval or Account Import Manual Sections.

Sherpa Navigator Access: If checked, the user can access Sherpa Navigator from the Reports Menu. (Note – do not check both Sherpa Navigator boxes, you must select one or the other if any access to Sherpa Navigator is desired).

Sherpa Navigator Filter Only: If checked, the user cannot create filters in Sherpa Navigator, they can only use filters that have been saved for them by an Administrator.  They also cannot access the Sample Filters or edit any filter created for them. (Note – do not check both Sherpa Navigator boxes, you must select one or the other if any access to Sherpa Navigator is desired).

Allow Reassignment of Orders: If the Order Processing Module is turned on, and this is checked, the user can reassign orders to other reps in the Orders Queue stage.

Allow Activity Batch Edit: If checked, the user has bulk editing capabilities in the Activity List to move activities to a new date, delete, or change activities to a new rep in bulk.

Reports / Exports -

Sherpa Navigator Export: If checked, the user can export the Sherpa Navigator data mining results to an Excel document.

Direct Marketing Export: If checked, this gives the user a button in the account Search window to export the displayed account list to a .csv file with Company Name, Contact, Email, Phone, Address and SIC.  

Price Book Reports: If checked, this will give the user the ability to run MPS Price Book pricing reports in the Reports menu.

Lease Tracker Reports: If checked, the user has the ability to run the Lease Portfolio reports in the Reports menu.

Document Storage Saving: If using the Document Storage feature, and this is checked, this will force the user to save the populated bookmark template to Document Storage instead of to a file path.

Document Storage Opening: If using the Document Storage feature, and this is checked, this will force the user to select a bookmark template from Document Storage. If unchecked, the user can browse to a saved template outside of Document Storage.

Document Storage Download: If using the Document Storage feature, and this is unchecked, a user can download MS Office files to wherever they want on their computer or network. If checked, the user can only open and view files, but not save to the destination of their choice, only into the Document Storage location.

Rep Search Export: If checked, this gives the user a button in the Search area to export the displayed account list to Excel. Note that users with administrative rights already have access to this feature without needing this item be checked.

Disable Sales Stages Export: If checked, this removes the Excel export option from the users Sales Stages

Territory Information:  

Territory Type:  Select the type of territory or data that you want this user to have access to. You can assign territories based on Zip.. SIC code or County

Named Only:  If you want this user to have access to named accounts only, with no default territory, select this option. Note: To assign a Rep to a named account – go to the record in the Accounts Tab and Assign the rep manually.

County + Named: If you want this user to have access to a specific County and some Named accounts select this option.  Once selected, you will enter in each County’s name and select Add.  Do this for all the Counties that you want this user to have access to.

SIC + Named: If you want this user to have access to specific SIC type or Industry, and some Named accounts select this option.  Once selected you will enter in the SIC type and select Add.  Do this for all the SIC types that you want this user to have access to.

Zip + Named: If you want this user to have access to specific Zip codes and some Named accounts select this option.  Once selected, you will enter in each zip code and select add.  Do this for all the Zip codes that you want this user to have access to.

Zones + Named: If you want this user to have access to specific Zones (that have been set up in the Control Panel) and some Named accounts select this option.  Once selected, you will enter in each zone and select add.  Do this for all of the zones that you want this user to have access to.

Region All + Named: If you want this user to have access to all accounts within their assigned region(s) as well as any accounts named to them.

All: If you want this user to have access to the entire database, select All.  This includes Named Accounts.

Region Information:

Each User must be assigned to a Region.  Regions can be set up as your branch offices or locations, or you can have one region for all locations.  Select the region that this user is part of from the column on top (Regions Available for User).  By clicking on the Region, it will transfer it to the column on the bottom (Regions to be Assigned to User). 

To remove a user from a Region, click on the Region on the bottom and it will move back up to the top.

If you have multiple regions, simply because a user is assigned to a specific region, it doesn't mean they will have access to all accounts within that region, or mean they cannot have access to any accounts outside that region.  A user can have access to any account outside of their territory with their name listed as a Primary rep or assigned rep.  

Setting up accounts in different regions:

Pro:

• If you are using the territory type of “Region All + Named” for any users, you can limit what those users can see by moving accounts to different regions. However, we do not typically suggest this territory type for very large companies with lots of users and lots of accounts in Sherpa as the queries needed can run a little slower.
• If you have pricing differences between different branches and want to load separate equipment and service pricing for the different branches, setting up multiple regions allows you to do that.

Con:

• Putting accounts in different regions gets confusing! Having an account in a different region does not hide it from a Rep – for example, if Rep A can see accounts in zip code 12345, Rep A will have access to those accounts even if they are in a region that Rep A is not assigned to. But, if Rep A is trying to price out a deal for an account, the Rep region assignment and the account region assignment need to match up for pricing to be able to be pulled from the Item Pricing area properly.
• Maintaining separate pricing lists and service rate tables for multiple regions increases the amount of admin time needed to maintain pricing in Sherpa.

If you are using one item pricing and service list for all users, typically we would suggest leaving all accounts in the same region. You can still assign different regions to different reps for reporting and that type of thing, but you avoid some of the complications and work of maintaining account region assignments as well.

Equipment Pricing Information Tab: This is where you decide which Manufactures and Sale Pricing each Rep will have access to when putting a proposal together in Product Configurator.

Allow user to sell all manufacturers – check this box if this user can see and sell all manufacturers.  If they cannot sell all Makes & Manufacturers, then uncheck this box and check the box for the individual Manufacturers that they can sell.

Allow user to use all special pricing levels – check this box if this user can create a proposal with all Equipment special pricing levels.  If they cannot use all pricing levels, then uncheck this box and check the box for the individual price levels that they can have access to.

Note: At least one pricing level must be selected.  If you would like the user to ONLY see Regular Pricing, select a pricing level that is not currently being used.  This will allow the user to see the Regular Out cost Pricing, but because there is no pricing listed in the level that you choose, they will not see it in the dropdown when pricing out the machine.  

Supplies Network Tab: If you are using the Supplies Network’s mpsSELECT™ CPI Cost Per Image Service or A La Carte Program you can set the Program Options they have access to here (Sherpa SQL users only).  Choose from Consumables Only and/or CPI Program and select any or all from the list using the check box next to the option.  Programs are automatically populated by what Supplies Network has available through their API, this does not have to be set up by you.

Dealer IDs: If you are using the Great America Lease Application feature, this is where you can assign the Dealer ID to the user’s profile.

Default File Paths:

Template Open Path:  Enter in the default file path for where the user’s templates are stored.  This will save the user from having to browse and find their Compass templates.  You can type in the path or use the square to the right of the path field to browse to the location.

Template Save Path:  Enter in the default file path for where the user’s proposals and sales paperwork will be saved.  You can type in the path or use the square to the right of the path field to browse to the location.

Once you have entered in all needed information, select the Submit button and the user will be added.  Then click the Cancel button to return to the user list.

Edit User:

Highlight the user and click on the Edit User Button.  Make changes as needed and click on the Submit button.  A screen will appear confirming you have made the changes and they have been saved.  You can also double click on the user to open the edit screen.

Delete User:

Highlight the user and click on the Delete User Button.  A screen will appear and ask you to confirm that you want to delete the selected user.  Select Yes.  Note: make sure you have transferred all the User's Accounts and Activities through the Transfer Accounts feature before deleting.

Bulk Edit:

Click on the Bulk Edit button to make changes in bulk to the user settings for any of the users listed on the main screen of the User Management System.  The following screen will appear.  

Within the screen you can click on the Select All or Deselect All buttons to select or deselect all the users at once.  Otherwise, to select specific users from the displayed list you can click on each of their names one at a time to highlight those users for the bulk editing changes.  To unselect a specific user simply click on their name after it has been highlighted to remove that user’s name from the selected group of users you will be bulk editing.  

Once you have selected the desired group of users to make the bulk editing changes to, you must click on the name of the section of the Manage Users settings (listed below) which you would like to edit all at once for these users.  Upon clicking one of these buttons, the Bulk Edit screen will expand to display the options you have for editing those user settings in bulk.  Select the item or items you would like to make the changes to, and as you do this you will notice the Edit box column will automatically place a checkmark in the boxes of areas you are about to change the setting for.  To finish and apply the setting changes, click on the Save button below.  You may click on the Cancel button to cancel any potential changes.

General: Select this button to make bulk changes to the Security Levels, Manager assignments, Authorized users, SherpaGo users and/or to do a Password Reset in bulk.

Equipment Pricing: Select this button to make bulk changes to the manufacturers and/or pricing levels the users have access to.  If either of these items is already checked, you may uncheck the box to get access to list below where you can then click on a single item at a time to highlight that item or items to make specific selections here.

Checks - General: Select this button to make bulk changes to any items in the list of General settings (Edit Completed Activities, Lock Closed Activity Notes, Allow Evolved Campaign, Allow Outlook Sync, No Acct Approval Needed, Can Approve Accounts, Sherpa Navigator Access, Sherpa Navigator Filter Only, Allow Reassignment of Orders, and/or Allow Activity Batch Edit).

Checks - Reports: Select this button to make bulk changes to any items in the list of Reports/Exports settings (Sherpa Navigator Export, Direct Marketing Export, Price Book Reports, Lease Tracker Reports, Document Storage Saving/Opening/Download, and/or Rep Search Export).

Territories: Select this button to make bulk changes to the Territory Type (Named Only, Zip + Named, etc.)

File Paths: Select this button to make bulk changes to the Default File Paths for both the Open and/or Save paths.

ERP’s: Select this button to make bulk changes to the ERP’s Available for User and/or the ERP’s Assigned to User.

Regions: Select this button to make bulk changes to the Regions Available to User and/or the Regions Assigned to User.

Export User List:

Click on the Export Users button to export to Excel a complete list of all the Users and Zones set up in the database. The spreadsheet will default to opening to the Users tab which lists all the users’ contact info, license permissions, Security Levels, Territory information, and File Paths.  

The second tab of the spreadsheet lists all the sales Zones and the corresponding values of any zip codes within those zones, if Zone territories have been defined in the Sales Zones area of the Control Panel.

Edit Sales Zones:

If Sales Zones are in use, click this button to open a new window that will allow you to make changes to the setup of the Zones, including adding/deleting Zones, editing the Zone names and corresponding zip codes assigned to the Zones, as well as which users are assigned to the zones.  To add a new Zone, click on the green Plus Button, fill in the corresponding fields and click Save.  To delete an existing Zone, highlight the Zone name from the list and click on the red X button above, which will open a new window prompting you to confirm that you do want to delete this Zone.  To edit an existing Zone, highlight the Zone name from the list and make the desired changes, then click Remove or Save.

Manager View:

Click this button to open a new window that will allow you to view the current hierarchy of manager assignments within Sherpa for your active users.  Any user that is not assigned to a manager will appear on the far left of the list, then any users that are assigned to that person will be listed slightly indented underneath that user’s name, and so forth.  

In the example to the right, Angela, Karen and Kelly are not assigned to any managers so their names appear all the way to the left of the list.  Angela does not have any users assigned underneath her.  Karen is the manager to Olivia.  Kelly is assigned as the manager to a user named Manager, and Manager is the manager to 5 sales reps.  Kelly is also assigned as the manager to a user named President, who is the manager to 4 sales reps.

  

Also, in this case Kelly is the Corporate Administrator who needs to be able to view the full Dashboard data for all of the sales reps, so since the two teams of sales rep’s report to two different managers, Kelly needs to be listed as the manager (in Sherpa) for the 2 managers who oversee the sales teams.

Classic View:

Click this button to be reverted to an older version of the User Management System screen.  There is less functionality in this version, such as not being able to complete any Bulk Edits, no access to editing Sales Zones, and no access to the Manager View. Also, the Export User List spreadsheet has an older design containing less detailed information.

 

Manage User Quotas

 

To get to the Manage User Quotas area, click on Administration in the Main Menu Bar, select Manage Users, then choose Manage Quotas.

This feature allows you to select a quota type, select a user and enter in a monthly revenue quota for that user for that quota type.  You can enter a monthly quota for hardware, software, managed print, etc. and these category types are set up by the Administrator in the Item Pricing area (see Item pricing manual.)  This monthly quota is then populated to the data on the home screen Dashboards.  The quota does not have to be the same revenue amount every month.  Enter the quota amounts as needed and then click the Submit button.

Set Quota Type and January Quota for All Months:

After selecting a quota type from the dropdown menu and user name from the list on the left, type a revenue amount into the January field for that user’s quota, then click this button to set the same quota for all months for an individual user.  You must then click the Submit button for the changes to save.

Set Quota for Selected:

If you want to enter the same quota amount for more than one user,  you must first select the group of users from the list on the left by using your shift or control keys, then enter the quota amounts as desired (you may use the Set January Quota button if needed), and finally click the Submit button to set the same quota for the group of users all at once.  You will get a message to confirm you want set this selected quota for the users.  Select ‘yes’ to confirm or ‘no’ to cancel.

Teams

If you have multiple sales teams in place, or need to assign a user to multiple teams (such as a specialist), this can now be set up through the Teams feature in the Manage Users grid.  

1. Select Administration, Manage Users, Add/Edit Users, Teams.
2. Once in the Teams area, you have the option to manually create teams or create teams from Regions (if you have more than one Region set up).

1. Manually Add Teams – Click on the green Plus button, fill in the Team Name, then drag and drop the desired users from the Available Users section in the middle to either the Team Leads or Team Members sections on the right.
2. Create Teams from Regions – Click on the Create Teams from Regions button, which will prompt the following message about adding one new team for every region.  Determine if you’d like to proceed with this set up.

3. When a user that is assigned to a Team creates an Opportunity, there is now a column that will indicate which Team the user belongs to.
4. In the Sales Reports, there is the option for Managers and Administrators to run these reports by Team rather than having to select the individual group of Users.