profile management€¦ · The company Flower Power Ltd. is represented in two places, Big Town and Small Town. In Big Town, there is a head office with 3 people, a shop called The

UNIFAUN WWW.UNIFAUN.COM

JANUARY 30, 2018

Profile Management Unifaun Online

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PROFILE MANAGEMENT 2 / 23

Contents

1 Profile Management .................................................................................................... 3

2 Key Concepts in Profile Management ........................................................................... 3

3 The Administrator........................................................................................................ 5

4 Flower Power Ltd. - an Example ................................................................................... 6

5 How to Set up Profile Management in Unifaun Online ................................................ 11

5.1 Roles ............................................................................................................................................... 11

5.1.1 Create a new role ............................................................................................................... 11

5.1.2 Edit, copy or delete Roles ................................................................................................... 12

5.2 Profile Groups ................................................................................................................................. 12

5.2.1 Create a new profile group ................................................................................................. 13

5.2.2 Edit, copy or delete Profile Groups..................................................................................... 13

5.3 Profiles ............................................................................................................................................ 13

5.3.1 Create a new profile ........................................................................................................... 13

5.3.2 Edit, copy or delete Profiles ................................................................................................ 14

5.3.3 Change password ................................................................................................................ 14

6 Printing Favorites....................................................................................................... 15

6.1 Settings ........................................................................................................................................... 16

6.1.1 User ID ................................................................................................................................ 16

6.1.2 Profile Group ...................................................................................................................... 16

6.1.3 Profile.................................................................................................................................. 16

6.2 Some different ways to use Printing Favorites ............................................................................... 16

7 Import address register .............................................................................................. 19

8 Login As-profile for Unifaun Online ............................................................................ 20

8.1 Settings ........................................................................................................................................... 20

8.2 Using Login As ................................................................................................................................. 21

9 Rights for neutral carriers .......................................................................................... 22

9.1 Administer rights ............................................................................................................................ 22

9.2 Administrator.................................................................................................................................. 23

10 Analyze the need ................................................................................................... 23


1 Profile Management Profile Management will increase security and make your working routines in Unifaun Online more

efficient. By controlling user rights and access to information it is possible to streamline each user’s way

of working in the system. The key concepts in profile management are Profile Groups, Profiles and

Roles.

• Right to perform a task is governed by Roles.

• Access to certain information is governed by Profile Groups.

• Each Profile is a unique combination of rights and information access.

Unifaun Online users belong to a Profile owing to their position in the organization, their tasks and their

responsibilities.

2 Key Concepts in Profile Management When discussing Profile Management, it is necessary to be acquainted with the key concepts and what

they relate to. Figure 1 below is a description of the relations between the most important concepts in

Profile Management.

Fig. 1 Relations between key concepts in Profile Management.

User ID

The user ID does not represent a specific person but a company or an organization. The user ID consists

of 10 digits and should be used by all profiles linked to the same customer number.

Standard Profile Group and Standard Profile

Utskriftsfavoriter

Standard - profil

Användar - ID

Profil

Profilgrupp

Rol

User-ID

Profile Group

Standard

Profile Profile Role

Printing Favorites

Standard

Profile Group


There is always one Standard Profile Group per user ID. The Standard Profile Group has access to all data

within the user ID, i.e. the information belonging to all profile groups. Furthermore, there is always a

Standard Profile tied to the Standard Profile Group. The Standard Profile is a kind of super user, an

administrator profile with access to all information in the system. For example, the Standard Profile can

see the history of all the underlying profile groups and may create and change rights for the different

profiles. The data created on the Standard Profile Group level can be seen by all profile groups.

Roles

Different roles are entitled to perform different tasks in the system. By assigning roles to the different

profiles you control rights in Unifaun Online. There is always a predetermined administration role, with

the right to perform any task in the system. The administrator decides which roles should be created.

For example, one role should have the right to create transport documents while another should be able

to collect statistics from the system. A third role should perhaps have the right to do both.

Profile Groups

A profile group governs what information is available for the profiles included in the profile group. A

profile group has access to information, such as sender, receiver and shipment history, tied to its own

profile group. The profile groups do not have access to each other’s information, except for the

information stored on Standard Profile Group level.

Profiles

Profiles are best described as different functions within a company represented by one or several users.

Each profile is assigned a profile login ID and a password. Together with the user login ID it is used for

logging in to Unifaun Online and it is administrated by the Standard Profile. The profile login must be

unique for each profile. Each profile belongs to a profile group and can be assigned one or several roles.

Evidently, if a profile is assigned several different roles it will have all the rights tied to those roles. By

separating profiles and roles the administration of rights is simplified. Several profiles can be updated at

the same time only by changing the rights on role level.

Printing Favorites

To facilitate your daily work and streamline your workflow, you can create printing favorites. Printing

favorites are used as a kind of templates. You can for example select sender, services, additional

services, etc., that appear as default values when you choose a certain printing favorite. Printing

favorites are not fixed templates, but give you the opportunity to control and limit the choices that can

be made before printing.

NOTE! Consider your transportation requirements, your regular senders and receivers and which

services and additional services you normally use. You can set up as many printing favorites you need.

Remember to optimize for normal cases and not for special cases.

To get the most out of Profile Management, it is important to consider your requirements from the very

beginning. The starting point is always the practice that is/should be established within the

company/organization.


3 The Administrator The company's administrator in Unifaun Online has an important role in terms of Profile Management.

The administrator controls profile groups, profiles and roles in the system and is also responsible for the

user IDs and passwords.

• The Administrator of Unifaun Online always belongs to the Standard Profile Group and the

Standard Profile, and has been assigned the role of "Administration". We recommend that you

appoint at least three people to the administrator role.

• The administrator is responsible for the Standard Profile and can create profiles with their own

unique login from the Maintenance menu.

• Printing favorites may be accessible for the user from the main window in Unifaun Online. This

can be set up by the administrator on profile group level or profile level. It is also possible to

create a default setting on the Standard Profile and distribute to all profile groups, if they should

use the same printing favorites.

• When Profile Management is activated, the administrator should be the notified contact in

Unifaun Online. This person is responsible for the Standard Profile and for creating, updating and

maintaining profile groups, profiles and roles. The administrator can contact Unifaun Online

support on Profile Management issues. However, each user should always contact the

administrator regarding questions about login, rights and authorization in Unifaun Online.

• All profiles should use the link www.unifaunonline.se, www.unifaunonline.fi,

www.unifaunonline.dk or www.unifaunonline.no and their assigned login information, which

consists of User ID, Profile Login and Password. The administrator is responsible for creating and

distributing login information.

As administrator, log in to Unifaun Online, www.unifaunonline.se, www.unifaunonline.fi,

www.unifaunonline.dk or www.unifaunonline.no with your User ID and Password. The Profile Login

field is left blank.

NOTE! The administrator password is unique and must not be distributed.

Login page for administrators:

http://www.unifaunonline.se/

http://www.unifaunonline.fi/

http://www.unifaunonline.dk/

http://www.unifaunonline.no/

http://www.unifaunonline.se/

http://www.unifaunonline.fi/

http://www.unifaunonline.dk/

http://www.unifaunonline.no/


Now the administrator can create roles/profile groups/profiles from the Maintenance menu on the left.

4 Flower Power Ltd. - an Example Flower Power Ltd. is a company that sells cutting flowers and florist services. The company is not very

large but there are several users with different tasks for whom it is desirable to simplify and streamline

the daily work. In addition, the company wants to connect specific senders, receivers and shipments to

different units. By using Profile Management, they also want to achieve a more flexible cost control.

Furthermore, it is important for customer services to promptly handle questions from customers and

suppliers.

The company Flower Power Ltd. is represented in two places, Big Town and Small Town.

In Big Town, there is a head office with 3 people, a shop called The Rose where 2 persons work and

warehousing with 2 employees.

In Small Town there is a shop, the Tulip, with 2 people and warehousing with 1 employee.


What roles are there in the company?

Irrespective of the number of people and tasks in Flower Power Ltd., we can identify the following roles:

Head Office

• Customer Services

• Finance

• CEO

Warehousing

• Warehouse Manager

• Warehouse Staff

Shop

• Shop Manager

• Shop Assistant

If we take a closer look at the shops, we have two different roles to take into account, Shop Manager

and Shop Assistant.

What rights should be assigned to the different roles?

The Shop Managers’ tasks are similar and they should be assigned the same roles and hence the same

rights. This also applies to the Shop Assistants. Also, they should only have the right to manage data

relating to their own shop. It would have been possible not to distinguish between Warehousing, Shop

and Head Office and only create the roles Manager and Assistant. It all depends on the company's

procedures.

Roles

Shop Manager

Shop

Assistant


How are the roles organized within the company? Are there any natural entities, e.g.

geographical entities that should have access to the same information?

Flower Power Ltd. is represented in two different places, Big Town and Small Town. The people working

for the company should only have access to the information of their own site. Members of a profile

group will only have access to the information of the profile group they belong to. In this case we

choose to create two different profile groups, Big Town and Small Town.

Profile Groups

How are the roles organized within the profile group? Are there any natural entities, e.g.

functional entities that should have access to certain information?

The roles Shop Manager and Shop Assistant should only handle information and tasks related to the

shops. They must therefore be distinguished from Warehousing and Head Office. Furthermore, they

should only be able to manage information connected to their own shop. It is possible that the company

will expand with more staff or take on vacation substitutes, so we want to avoid linking the profiles to

individuals. As for the shops, we need four profiles:

Profiles

Small Town

Big Town

The Rose 2

The Tulip 1

The Tulip 2

The Rose 1


Profile Management at Flower Power Ltd.:

Fig. 2 Profile Management at Flower Power Ltd.

00

00

00

01

23

45

6

User ID Profile

Group Profile Role

Big Town

The Tulip 1

The Rose 2

The Rose 1

Small Town

The Tulip 2

Shop

Manager

Shop

Assistant


To be able to take care of all customer related issues that might appear the head office wants to give

Customer Services access to the information of all Profile Groups. Therefore, it will be necessary to

create a separate profile for customer services that is linked to the Standard Profile Group. However,

Customer Services should not have administrative rights, so we must create a role to distinguish

Customer Services from Administration.

Fig. 3 Profiles in the Standard Profile Group.

The table below shows the unique combinations created for Flower Power Ltd.

Profile Profile Group Role The Rose 1 Big Town Shop Manager

The Rose 2 Big Town Shop Assistant

The Tulip 1 Small Town Shop Manager

The Tulip 2 Small Town Shop Assistant

Flower Power Standard Profile Group Customer Services

Standard Profile Standard Profile Group Administration

00

00

00

01

23

45

6

User ID Profile

Group Profile Role

Standard

Profile

Group Standard

Profile

Flower

Power

Customer

Services

Administra-

tion


Should we have taken all units of the company into consideration the list would obviously have been longer, containing even more combinations. Initially, Profile Management can be a time-consuming task but it will pay off since the daily work will become much more efficient.

Companies/Organizations that would benefit from Profile Management

• A hospital or a university that wishes to work consistently and reduce unnecessary errors. In

addition, they want to allocate shipment costs per department/unit.

• Industrial companies that want their suppliers to deliver (return) goods to one single location. At

the same time, they want to control the services performed and secure that no services are

performed that is not in the contract.

• Large retail chain stores that want to send goods between stores in a controlled manner. Goods

will also be sent between stores and a central warehouse.

• Agreement buyer that purchases shipments centrally on behalf of their totally independent

member companies. They want an overall control of the business, the possibility to decide which

services the member companies should be allowed to use, and be able to allocate costs to the

member companies.

• 3PL companies with several different clients who have outsourced their warehousing. With Profile

Management, the 3PL company can assign their clients to different profile groups to keep records,

as well as shipment history, apart. They can also provide their clients with a login name (profile)

with appropriate rights (roles) for them to see what is sent on their behalf and be able to place

wild orders.

5 How to Set up Profile Management in

Unifaun Online You can proceed in slightly different ways when setting up Profile Management in Unifaun Online. Here

we choose to start with Roles and then move on to Profile Groups and finally connect Roles and Profile

Groups via Profiles.

5.1 Roles

Role is the term used for defining what rights users have in the system. The different roles have the right

to perform different tasks in the system.

Go to MAINTENANCE > Role.

5.1.1 Create a new role

Choose .

Give the role a suitable name and description. Then select the activities the role should have access to.

Click .


5.1.2 Edit, copy or delete Roles

Choose to see existing Roles if you want to edit, copy or delete information.

• Edit - Click or and then .

• Copy - Click and then .

• Delete - Click or and then .

5.2 Profile Groups

A Profile Group controls what type of information should be available to those who are logged in to the

current Profile Group or the Standard Profile Group.

Go to MAINTENANCE > Profile Group.


5.2.1 Create a new profile group

Choose .

Give the profile group a suitable name and a description.

Click .

5.2.2 Edit, copy or delete Profile Groups

Choose to see existing Profile Groups if you want to edit, copy or delete information.




NOTE! Normally, the Standard Profile Group should not be changed.

5.3 Profiles

Profiles can be seen as different functions within the company that can be represented by one or more

users. A Profile consists of a profile name and a password, which together with the user ID are used for

login.

Go to MAINTENANCE > Profiles.

5.3.1 Create a new profile

Choose .

Enter the Profile Group that the new Profile will belong to by selecting from the list.

Decide the user’s log-in information by entering a name in the Profile field and a unique Password. A

profile may represent either a unit/department/company or a person.

• The password must be between 8 and 32 characters. It should contain at least one letter and one

digit. Only a-z, A-Z and 0-9 are allowed. No alphabetical, numeric or keyboard sequences longer

than three characters are allowed. E.g. aBCd6863, 6789AiTs and QWERTYUI are not valid

passwords.

Note! Use the button to create a secure and valid password.


Connect the profile to one or several roles to thereby control the rights.

Note! The role Administration is the role that governs profile groups, profiles and roles in the system

and is responsible for user IDs and passwords. The role Administration should therefore only be

assigned to the administrator of Unifaun Online.

Click .

When the password is created and distributed to the users it is important to remember and save the

password in a safe way. It is not possible to see the password anywhere in the system.

5.3.2 Edit, copy or delete Profiles

Choose to see existing Profiles if you want to edit, copy or delete information.




5.3.3 Change password

The administrator can change the password for profiles when needed.


Choose and possibly enter search criteria to search for the Profile for which the password

should be changed.

Click or and then to the left of the entry that should be edited.

Choose to manually enter a password or to let the system

generate a valid and secure password.

Click .

6 Printing Favorites Printing Favorites gives you yet another tool to help you adjust information access, options, choices —

thus, the degree of user influence.

Some values, such as sender, receiver and services can be set as default values. If you choose to lock a

value it cannot be changed by the users. Some values can be set as mandatory for the user to enter

manually.

You can also use filters to create drop-down lists to limit the choices available.

For further instruction on how to create printing favorites, please refer to the user guide Printing

Favorites on Unifaun Online’s help page.


If a printing favorite belongs to the standard profile group it can be tied to all underlying profile groups.

The advantage with that is that you just need to create a few printing favorites that can be tied to all

underlying profiles. This makes updating easier when there is a change in a printing favorite.

6.1 Settings

In Unifaun Online you can create shortcuts to printing favorites that a certain profile or profile group

should be able to access easily. The settings can be made on different levels and are made by the

administrator.

6.1.1 User ID

Choose MAINTENANCE > My account and click and then in the section Interface

Settings. The settings are valid for all users with this specific user ID.

6.1.2 Profile Group

Choose MAINTENANCE > Profile Group and click . Then click the symbol next to the entry in

question, and finally in the section Interface Settings. The settings are valid for all

users within the profile group.

6.1.3 Profile

Choose MAINTENANCE > Profiles and click . Then click the symbol next to the entry in

question, and finally in the section Interface Settings. The settings are valid for that

specific profile.

Note! If you have access to the menu SETTINGS and make the changes there they are only valid for the

profile that is currently logged on. If you are logged on as an administrator the changes are valid only for

the administrator profile. If you do not use Profile Management the changes are valid for everybody

since all users log in with the same user ID and password.

6.2 Some different ways to use Printing Favorites

A general printing favorite tied to several profiles or profile groups

To save time you can create general printing favorites for all profile groups and/or profiles. There are

two different methods depending on how you want to use senders and receivers respectively.

Method 1

To create a printing favorite that can have different senders to one and the same recipient:

1. Link each sender to its own profile group.

2. Give each sender one and the same quick ID, e.g. quick ID ”1”.

3. Connect sender and quick ID for all profiles.

4. Create a printing favorite that belongs to the standard profile group.

1. Create/connect the sender to its own profile group


Go to MAINTENANCE > Senders.

Click and to change existing senders or choose .

Enter the profile group that should be tied to the sender.

Note! The sender should be tied to its own profile group.

2. Same Quick ID for all senders

Enter a value, e.g. ”1” when you create a new sender or import an address register with a value in the

column Quick ID, for all senders.

Click to save the sender.

3. Profile Settings — Connect sender and quick ID for all profiles

Go to MAINTENANCE > My Account and click and then in the section Misc Settings.

Choose a value, for example ”1”, as Default Quick ID for Sender. If you have entered ”1” as Quick ID for

one sender you should use that value for all senders tied to the same profile group.

Click to save.


4. Create the printing favorite so the system automatically chooses the pre-defined sender for the profile that is logged on to the system

Go to MAINTENANCE > Printing Favorites and choose .

Name and describe the printing favorite, that must belong to the standard profile group.

Click in the section Senders and Receivers.

In the Sender section, choose ”Default value from Settings” in the drop-down list Default Sender and

lock the value by checking the checkbox Locked.

Click .


Method 2

The most common method when there are many addresses that can be both senders and receivers is to:

• Register one profile group per work station.

• Tie all senders to the standard profile group.

• Create unique quick Ids for all senders.

• Connect each profile to each sender's quick ID.

• Create a printing favorite that belongs to the standard profile group.

To create profile groups according to method 2, use the same logic as in method 1.

The effect will be the same with both methods except when you for example have 300 addresses that

should send between both receivers and senders. Using method 2 you only need to enter those

addresses once and use them as both receivers and senders. Senders can be seen by the profile group

they belong to but all receivers can be seen by everybody.

Note! The latter will not work using method 1.

Method 2 is particularly useful when you want several senders to be able to send to many receivers and

they share the same address register. The difference is that each sender is pre-defined by the value

registered as quick-ID. In your register, you have probably indicated that the address parties can be both

senders and receivers.

7 Import address register It is possible to import addresses to Unifaun Online. The only prerequisite is that you can edit the data

you want to import and create a text file as specified by Unifaun.


In the text file you can specify the profile group for each sender/receiver and thereby connect them

directly into the system.

• First you need to enter profile groups.

• In the text file, in the field [profilegroup], you specify which profile group the sender/receiver

should belong to.

• Go to MAINTENANCE > Receivers (or Senders) and click .

For more information about importing address registers, please refer to Import Address Register on

Unifaun Online’s help page.

Example: A Major Multiple Chain Store

Let us take a closer look at an example with a major multiple chain stores that send goods between

stores. Each shop should be registered as sender with all the other shops as receivers.

1. Enter the profile groups needed.

2. Import a register with all shops set as receivers but without specifying the profile group. All

senders will then end up in the standard profile group.

3. Import the same register once again but with all shops set as senders and a unique profile group

for each sender.

4. Go to MAINTENANCE > Printing Favorites. Click and enter your profile

group and the name of the printing favorite.

5. Go to the section Senders and Receivers and click . Choose your own shop as Default

Sender in the drop-down and check the checkbox Locked.

8 Login As-profile for Unifaun Online The function Login as gives a user the possibility to log in as any of the profiles connected to the

account. The user may then make settings, monitor and help profile users.

8.1 Settings

Start by adding the right Login as to a role that the user then can be connected to.

Go to MAINTENANCE > Role.

Choose to create a new role or and then to add the right to an existing role.

Go to the section Rights > Misc and select “Login As”.

Click to save.


All users with access to that specific role will now be able to use the right Login As.

8.2 Using Login As

Go to MAINTENANCE > Profiles.

Enter a search value for the profile you want to log in as and click .

A list of matching profiles is displayed.

By clicking you can log in as the profile you chose.

If you cannot see the -button it means that you logged in using a profile that does not have the right

Log in As.


9 Rights for neutral carriers For some regions Unifaun Online includes the function neutral carrier which is used for shipments with

manually created carriers. Neutral shipping labels may be needed for minor carriers that do not have

pre-defined demands and EDI. The neutral carriers that you create will be listed together with the other

services and will be an option when you create your shipping documents.

9.1 Administer rights

Go to MAINTENANCE > Role. Enter a search value to find the role where the right to neutral carrier

should be added or changed, and click . A list with roles matching your search criteria is

displayed.

Click or and then .

The list containing all rights a role can have is displayed together with the name of the role and other

details. To change/add the settings for neutral carriers go to the section Neutral Carrier.

A role can be assigned the following rights for neutral carriers:

• Modify neutral carrier

Modify details for all neutral carriers on the account.

• Remove neutral carrier

Remove existing neutral carriers.

• New neutral carrier

Create new neutral carriers.

• See neutral carrier

Search for and see neutral carriers in the user interface. This does not limit the ability to use a

neutral carrier for sending goods. To use the other rights the user must also have the right to see

neutral carriers.


When changes have been made the user must log out and log in again to be allocated the rights.

You can also choose to create a new role by clicking and specify the rights the role should

have.

9.2 Administrator

The user that is administrator for the standard profile group has all the rights concerning neutral

carriers.

10 Analyze the need To take full advantage of profile management, it is important to start by analyzing the need. To do a

thorough review of the need from the beginning allows you to efficiently use Unifaun Online and Profile

Management.

Questions that may be helpful in the analysis:

• How many profile groups are needed?

• How many roles, with different limitations are needed?

• How many profiles are needed for login to be unique? One login per local unit/cost center or one

per user?

• Should there be limitations for choosing/changing/adding senders or receivers?

• How should the work be managed for the different profiles so they only have access to certain

services, senders and receivers?

• How should printing favorites be used?

• How should the access to services and additional services be delimited?

• Should a unique value for senders/receivers be locked as reference for the shipments?

• Should some other information be mandatory/pre-defined/locked for the profiles?

• Should redundant information be hidden?

When you have a good picture of which profiles are needed, you can gradually start adding the required

data in Unifaun Online.

Documents

profile management€¦ · The company Flower Power Ltd. is represented in two places, Big Town and Small Town. In Big Town, there is a head office with 3 people, a shop called The