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Designating a Company Administrator in Aptify e-Business

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Last updated: Aug 03, 2015
3 min read

To specify an individual as an Aptify e-Business Company Administrator, a staff user needs to open the Person record of the intended contact and modify the settings on the desired person record as follows:

  1. Navigate to the Functions tab.
  2. Place a check mark in the Company Administrator box to make this person a Company Administrator.
  3. Save and Close the Persons record.

 

Note

In some scenarios a user will want to update a Persons Primary Function to Company Administrator, this can be updated via the Primary Function drop-down at the top of the Functions tab. Changing the Primary Function on Persons record to Company Administrator will check the Company Administrator box automatically, however a Person with a different primary function (as shown in the example) can also be designated as a Company Administrator. Also, when a Web User logs into the profile page on e-Business, the user will not see the Company Administrator function listed in the Primary Function drop-down field. If the person's Primary Function is Company Administrator, the user will see the <Select a Function> option in the Primary Job Function menu. The Company Administrator function is not visible on the profile page to prevent Web Users from adding or removing themselves as company administrators. That task is left to internal staff users.

 

Persons Record - Designating a Company Admin

Behind the Scene Details When You Identify a Person as a Company Administrator

When you mark a Person as a Company Administrator and save the record, this triggers an Event Handler on the After Save event for the Persons entity. This Event Handler executes the Create Company Administrator process flow, which performs the following operations:

  • Sets the IsGroupAdmin flag on the Persons record. This field is not shown on the Persons form but it can be queried in views.
  • If the Person has a linked Web Users record already:
    • The system adds the Company Administrator Web Group to the Web Users record, which provides access to the Company Administrator Web Modules:
      • Company Information
      • Manage My Group
      • Membership Management
      • Meetings/Events Management
      • Orders Management
         
    • The system sends the person a "You Have Been Assigned as a Company Administrator" email. This is based on an Aptify Message Template. See the New Company Admin Message Template for the default starter template Aptify provides.
       
  • If the Person does not have a linked Web Users record:
    • Aptify generates a Web Users record for the person. The person's email address is the Web User's User ID, and the system generates a temporary password.
      • The Person receives two emails: a notification that a Web User account has been created (see the New Web User starter template) and an email containing the generated password (see the Account Access starter template).
         
    • The system adds the Company Administrator Web Group to the Web Users record, which provides access to the Company Administrator Web Modules (see above).
    • The system sends the person a "You Have Been Assigned as a Company Administrator" email. This is based on an Aptify Message Template. See the New Company Admin Message Template for the default starter template Aptify provides.
    • When the user logs in for the first time, he/she is prompted to change the account password. The system determines if a user has logged in previously based on the Web Users record's Session Count field. If 0, then the user has not logged in previously and he/she will be prompted to change the password.

 

Note

If the system generates the Web User record for a newly designated company administrator, then that person receives three emails as part of this process. Also, to generate a Web User, the Persons record must have an email address specified (and that email address should be unique to that Persons record). To generate the temporary password, the user must have access to the E-Business Security Key used to encrypt Web User passwords. So, you should also review what users and groups have access to the e-Business Security Key before rolling out the Company Administrator feature within your organization.

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