Setting Up Your Customers In SAFE

Ollie is very easy to use once you get set up. However, it is important to recognize that each Customer’s Ollie will appear to them as their program. There are a lot of possible customizations and, if your customer is of a certain size, a lot of potential work involved in getting them started!
So, while you can let your Users set up their version of set up Users directly from Ollie, it is far more common to do so (at least initially) inside SAFE. This provides you (the DA) with control over the crucial initial user experience and can save you many headaches in correcting mistakes. Finally, it also wins you invaluable ‘brownie points’ with your customers by showing them how much you care. And the good news is that, if they have been your customer for any time at all, your work is probably already largely complete!

Set Up Your Cost Centers And Users: A User Is A Contact?
Yes, an Ollie ‘User’ is simply a ‘Contact’ inside SAFE. We’ll use the terms interchangeably, but they are the same thing, just viewed from a different angle: in SAFE they are Contacts; in Ollie they are Users.
Since we are dealing with multiple types of data that are all inter-related, it’s probably a good idea to begin by getting familiar with the organization of data in SAFE (and Ollie).
As you can see from the chart below, Contacts are related to a particular Customer. Every Contact assigned to this Customer ID may be a User in Ollie. In order to allow a User to log in they must have a Password, set in their Contact Master.

Customers also have one or more Cost Centers, which are defined in the End User document. A Contact must be assigned to at least one Cost Center, so, even if you don’t use Cost Centers, you must create at least one Cost Center for each Customer and assign each Contact/User to that Cost Center. (SAFE automatically creates a Default Cost Center for each Customer so not to worry if this does not apply. Just realize that this is what is happening ‘under the hood’.)
A Contact can be assigned to as many Cost Centers as are set up for a Customer. Every Cost Center has a Default Contact. This is the Owner of this Cost Center and is therefore the Approver for the Cost Center (if this Customer is set up to Approve By Cost Center). You can assign Contacts to their Cost Centers in their Contact Master or you can assign all Contacts to a particular Cost Center in the Cost Center Master. Again, if you do not use Cost Centers, SAFE still assigns each Contact to the Default Cost Center ‘under the hood’.

Contact/User Specifics

Now let’s discuss the fields in the Contact Master that affect Ollie Users. Most of these are set on the On-Line Options tab.
Every Contact has a Dollar Limit. This is the default maximum for any given Shopping Cart. Each Contact also requires a User ID and Password. This User ID must be unique in SAFE. In
other words, you may not have two Users with the ID, ‘JACKIEO’, even if they work for different Customer IDs.
Each User requires a password in order to log into Ollie. This password may require periodic updating, depending on your customer’s requirements. If so, enter an expiration date after which the User’s password becomes invalid. (If the User logs in within 10 days of expiration they are prompted to change their password.)
If the User’s password expires, or they are locked out of Ollie after failed log in attempts, their password will be blanked out. If this happens, you can enter a new password into SAFE an send them an e-mail with a temporary password.

If you issue them a new password, also change the Expiration Date to something like today’s date plus two days. When they log in they will be automatically informed to change their password to another value and thus reset their Expiration Date to the normal amount (the default is 90 days.)

Each User can be set up to accommodate various types of approval as discussed in the <span >Ollie End

User Document. The Approve By Cost Center box acts as the central control for this.

If the Approve By Cost Center box is checked then you may not select an Approver Contact for this Contact/User. In that case, approvals are handled by the Default Contact for each Cost Center the User logs into.
If the Approve By Cost Center box is unchecked then you should select an Approver Contact ID
for this User. (The default is the System Administrator set up for the Customer ID.)

class=”note”>You may not set a User to be their own Approver.

Common Question: How Do I Set This Box If The User Is An Approver?
If the User is also an Approver, you must still specify a different Contact ID as their Approver.
In this case, simply use the System Administrator’s Contact ID.
Finally, you can control which reports each Contact/User may run in Ollie. This is done by right clicking on the Contact from the Contacts Browse and selecting Linked Reports. By default all reports for a given Contact/User are disabled.

Cost Centers Specifics

Each Cost Center has a default Site. This automatically sets this Site as the default for all orders/releases placed using the Cost Center. You can also Enable Ordering On Behalf Of Other Users for a User at a particular Cost Center.

Customer Master Specifics

There are a number of tables that control the presentation for each customer. These are accessed by right clicking the selection on the Customer Browse and selecting On-Line.

CUSTOM PRODUCT CATEGORIES
This browse lets you create customized lists of Products for each customer. For example, you
could create a list for a particular customer called HCFA Forms and then assign all related products to this list. This allows the User to instantly view only those products in either the Stock Order or Release pages.
Each Product may be assigned up to eight Custom Product Categories.

Remember that these Categories are customer specific and are completely independent of Product Categories1-4 which are global and thus apply to all customers.

ON LINE ARTICLES
This browse allows you to add a series of ‘articles’ to the Main Menu. An Article is simply any
HTML content, up to 8k bytes in size. Examples, might include:
· Weekly Specials
· Frequently Asked Questions
· Testimonials From Customers
· Customer Service Tips
The easiest way to create this content is to open your favourite web editor (such as FrontPage®
or Dreamweaver® and cut/paste from those programs’ source.

ON LINE LINKS (URLS)
These are links to external web sites, or to your own web pages outside of Ollie.
DELIVERY METHODS
This list determines which Delivery Methods (Ship Vias) are available for on-line ordering.
ON LINE OPTIONS BROWSE
And last but not least is the On Line Items Browse. This is also activated by right clicking on the
selected Customer in the Customer Browse. This browse is very similar to the Global Options Browse in Company Setup. It consists of a number of records customize various aspects of the Ollie experience for that particular customer.

One of the most common (and frustrating) problems Distributors encounter is a complaint that ‘Ollie isn’t working right all of a sudden.’ Which is to say, it works differently for one customer but not for the next. Right! The options for each customer are the options for each customer. You cannot assume that because Ollie is set up correctly for one customer that same configuration is also set for other customers. If you run into a situation where Ollie is not behaving as you expect, or it’s behavior has suddenly changed, check the On Line OptionsBrowse first!

A Quick Legend…

Items in Green may only be edited by Suntower Systems

Items in Red should usually only be edited by your Network Administrator or Suntower Systems

Items in Blue may only be edited by the Distributor Administrator and Suntower Systems

All other items may be edited by either your Customer’s System Administrator, the Distributor
Administrator or Suntower Systems.
E-Mail Server Configuration

These are usually set by your network administrator.in consult with Suntower Systems. Don’t touch unless expresslyinstructed by us your network administrator or us!

PARAMETER	VALUE	DESCRIPTION
POP3 Server NamePOP3 User IDPOP 3 PasswordSMTP Domain	TextTextTextText	The name of the e-mail server you will be using for sending Ollie-generated e-mails.The User ID of the user account Ollie is assigned to on the e-mail server you will be using. (May not be necessary)The password for the User ID Ollie is assigned to on the e-mail server. (May not be necessary)The domain name of the e-mail server which sends mail. This is usually only necessary if your mail is being sent by a proxy server.

SYSTEM PARAMETERS

These are only set by Suntower Systems. Don’t touch unless expressly instructed by us!

PARAMETER	VALUE	DESCRIPTION
ConnectionString	Text	This string lets Ollie connect to your database. Normally you would never touch this!

SYSTEM ADMIN E-MAIL ADDRESSES AND OPTIONS

PARAMETER	VALUE	DESCRIPTION
Enable System E-MailsEmail_Print_Footer Send Confirming E-Mails Send 2nd Level Approver E-Mails Send E-Mails When Orders AreCancelled?Global E-Mail From Address Global E-Mail To Address Distributor Administrator E-Mail System Administrator E-Mail	0,1Text0,10,10,1TextTextTextText	Globally disables or enables all e-mail traffic generated by Ollie.Type up to 8k of text (it can include HTML) which will print at the bottom of all e-mails generated by Ollie. This typically includes a privacy statement or other general message.Always send e-mails when an order is submitted or the status has changed. Normally this is enabled.If your company requires two levels of approvers, this box tells Ollie whether or not to automatically send an e-mail to the 2nd Level Approver every time it sends one to the primary approver. Send the User a confirming e-mail when they cancel an order? The address from which all Ollie e-mails are sent. The general e-mail to which e-mails are sent from Ollie in tracking the status of orders. The e-mail address Users will use to communicate with you. This is separate from the Global E-Mail address to distinguish between order generated e- mail and specific User requests. The e-mail address Users will use to communicate with their System Administrator. Note that this is may

Other Formulas And Ordering Options

PARAMETER	VALUE	DESCRIPTION
Stock Order ID Formula Template Order ID Formula Release Order ID FormulaEnable Shopping ListsImprint Orders: Enable ShippingAddress LookupEnable Order On Behalf OfAlert User If Already Waiting Orders? Allow Duplicate Logins?Enable Password Security? Password Formula Password Renewal Days Customer Header Logo	Text Text Text0,10,10,10,10,10,1TextInteger Text	A formula used to uniquely identify Stock Orders generated from Ollie. Note that this can be the same or different from the Order ID used in SAFE.A formula used to uniquely identify Imprint Orders generated from Ollie. Note that this can be the same or different from the Order ID used in SAFE.A formula used to uniquely identify Release Orders generated from Ollie. Note that this can be the same or different from the Release Order ID used in SAFE.Globally turns the Shopping List function on or off. Turns on/off the Select Shipping Address Link in theImprint Orders page. This feature auto-populates the address fields in the page from a selected Shipping Address.Globally enables or disable the ability of users to order on behalf of someone else.Alert Users if they attempt to start a new order with another order already awaiting approval.Allow multiple logins to the same User ID. Check this box to force users to renew theirpasswords periodically and to demand a strongerformula for choosing passwords.A regular expression which determines the length and type of characters acceptable in a password. Only applies if Enable Password Security is checked. The number of days between Users being forced to renew their passwords. The default is 90. Users are reminded at each log in, 10 days before the Expiration Date. Only applies if Enable Password Security is checked. The small logo Users see at the Main Menu while using Ollie. Typically this is the customer’s logo in GIF

or JPG format. Note that in order to look it’s best, this file should be sized precisely as desired in Ollie. That said, it is recommended to keep this file as small as possible in order to maximize display speed. Footer HTML Include For Each Page Text A file containing any HTML code you would like to display at the bottom of each Ollie page. Header HTML Include For Each Page Text A file containing any HTML code you would like to display at the top of each Ollie page just below the Main Menu, but just above any other screen activity. Automatically Assign User P.O. # 0,1 The User must enter a P.O. in order to submit an order from the Shopping Cart. Check here to have Ollie automatically assign one for the User. Maximum Line Items Per Shopping CartInteger The maximum number of line items that may be ordered on a given Shopping Cart.

Use Hi-Res Image For Vendor Pos 0,1 Check this box if you will have a separate folder for high resolution PDF Templates.

Auto-Populate Imprint Orders Integer Should the User’s bio be used to automatically fill-in fields on Imprint Orders such as ‘Name’ and ‘Address’? There are 3 possible values: 0. No fields get automatically populated. Actually, that’s not quite true: If this value is selected, there are 3 other options that can come into play. This lets you populate only portions of the address, without the User’s actual name. · <span >Address1: Populate the User’s Address1 field. · <span >Address2: Populate the User’s Address2 field. · <span >CityStateZip: : Populate the User’s City, State and Zip fields. 1. The User’s contact info is automatically populated, including address 2. The contact info from the User’s default Shipping Address (the Default Site in the SAFE Contact Master) are populated. Language Text The language in which static text will be displayed.This also includes date, time, phone number and