Account Management

Source: This article refers to Account Management


In a Nutshell

The following is a simplified overview of the steps involved in creating an account, purchasing subscriptions, and managing permissions and subscriptions.


Glossary

Coresystems Cloud Account – the account that you have to create in order to have a Coresystems identity. There are 3 types of accounts:

  • With ERP: data will be synchronized with ERPs. Stand-alone: the data will be ONLY on the cloud, there is no synchronization with an ERP.
  • Trial: a standalone account that is valid for 30 days from the time it is created; contains demo company with demo data and highest subscription and permission types along with 5 demo users.

Coresystems Cloud Company – the virtual storage database that contains information relevant to your company.

Coresystems Cloud User – the user that you will give to your employees to access the cloud data. This cloud user will have a set of subscriptions and permissions. There are 3 types of Person but only ERPUSER can be assigned to the cloud user. The person types are:

  • ERPUSER is used as one of the main constraints when it comes to data filtering and ownership, it will also be the “person” that creates objects in case of data coming to the cloud.
  • SALESEMPLOYEEis used when it comes to sales objects and business partners.
  • EMPLOYEE it is the person type that links other types together. Most of the ERPs have a person type like this that allows centralizing the information related to a person/user.
Note: Cloud users are associated with an account, not a company.

Coresystems subscription –the virtual templates that allow you transfer certain data to and from the cloud, see [Coresystems Field Service Software](http://helpfiles.coresystems.ch/help/downloads Coresystems -mobile/edition-function-overview-mobile.pdf](http://helpfiles.coresystems.ch/help/downloads).


Create a Coresystems Account

The Coresystems account is the first thing you need to create in order to use the Coresystems platform. But how, exactly, do you do that?

Let’s take a look:

  1. Navigate to the Coresuite Store. Here we can see the main page of the Coresystems store.
  2. There are two possibilities from this point:
  • A Trial account.
  • Fully-functional account.

We will work through the steps for creating a fully-functional account. To begin, select the “Register” option on the main page.

  1. In the following screen, fill in the account name and the e-mail you would like to receive the account confirmation email.
  2. You will then receive an email that contains the registration link. Click the confirmation URL.
  3. You will be redirected to the Account registration page where you will have to specify the information related to your company. The most important information that needs to be entered here is:
  • Data location – depending on your location, your database will be located in a specific region in order to improve performance.
  • Account Type – the type of account

Note: For demo purposes we will create a Stand-Alone company.

  1. Once you fill in all the information, click on “Create” and the Account will be created.
  2. Click “Continue” to reach the main page of the newly created Account.

Superb! Now you have a Standalone Coresystems Cloud Account.

Let’s go to the next Step!


Buy Subscriptions

Note: this step isn’t required in order to complete a trial.

The first thing you need to do after the Account is created is to buy some subscriptions. Let’s see how we can do this:

  1. In the main page of the newly created Account, click on the “Buy subscriptions” link.
  2. Depending on your needs select the most suitable subscription type for you by clicking on the shopping bag next to it. For demo purposes I will use FIELD SERVICE GLOBAL. This will take you to the next screen.
  3. In this screen, you will enter the total number of subscriptions you would like to purchase (the price is recalculated each time you modify the quantity). Once this is settled and Checkout is available, click on it. This will take you to the Checkout confirmation screen.
  4. Confirm the order by clicking on “Continue”. This will take to the sales order detail screen.
  5. Click on “Continue”.
  6. Once you receive the invoice and the payment is done, the subscriptions will be available for you to use. Note that they will not be usable until the payment is performed and the order is confirmed.
  7. After they are confirmed, you will see them in the “My subscriptions”.

Create a company on your account

Now we are ready to create a company that will store our data on the cloud.

Let’s see how we can do that:

  1. First we need to navigate to the Companies screen.
  2. As we can see, there are no companies, let’s create one by clicking on the Create button.
  3. In this screen, fill in the name of the company and, if needed the description.
  4. Let’s wrap it up by clicking the Create button

And, just like that, the company is created. 

From the Companies screen we can now see our newly-created company. 


Create a Cloud User

Permissions and Subscriptions assignments are a direct way of controlling application behavior. After a “Cloud User” has been created, you can then assign permissions that will dictate what functionality they can use.

Note: For a more in-depth look at permissions, refer to the Permissions Management guide.

What is a “Cloud User”?

The cloud user is the entity responsible for transferring data between the cloud and the application. This will be the key used to send data to the cloud.

In order to create a cloud user, we have to complete the following steps:

  1. Navigate to the Cloud Users page. we do this by selecting the “Cloud Users” link.
  2. No cloud users? Let’s fix that! Click on the Create button.
  3. In case you do not have a cloud user default password set (which in our case we do not) the cloud is kind enough to let you specify one. Enter a password and click Update.
  4. You will be taken to the Cloud Users screen and you can see your newly created Cloud User.

Notes:

  • Cloud users are always asked to change the password the first time they log in using one of the clients.
  • If you change the default cloud user password, it is applied only to users who haven’t changed their initial password yet.”
  • Once we get this out of the way and we have set up a default password, we will reach the user creation screen.
  • Fill in the mandatory information and click on “Create”(we need to set up the default password for this user as this is created by the administrator)

Create Permissions Group

Now we’re ready to create a permissions group that we can assign to our cloud user.

Coresystems has already generated some standard permissions groups that fill some of the roles your FSM company may have, but you can customize them to fit your own needs as needed.

Let’s find out how we can create Permissions group:

  1. First, let’s click on the “Cloud Users” link so we can navigate to the Permissions Groups.
  2. Once the Cloud Users page is loaded, let’s go ahead and click on the Permissions Groups button.
  3. In the Permissions page we will see the default permissions created by Coresystems. Now we can create a new one by clicking on Create a Permission Group button.

Now we have reached the create permission group section. It’s important to note that each business object has its own permission section. Let’s take a moment and observe the screen:

Field Description
Name and Description The name and description of the permission group you are about to create.
Business Object Represents one of the business objects that the user will have access to.
Create / Read / Update / Delete Possible actions on that specific business object.
Advanced actions These are special options that allow the user to customize the way that Coresystems applications behave. (ex: visible – will show or hide this specific module)

Once you have set up all the permissions accordingly go ahead and click on Create button. This will create the subscription and take you back to the Permissions Groups screen.

Now we have a new permissions group ready to be used.


Assign Subscriptions to a Cloud User

This means that this user will be allowed to synchronize to and from the cloud a certain set of business objects. The subscriptions are a template of what the user may do.

Let’s go ahead and assign subscriptions to our demo user.

  1. In the Coresystems store, click on “Assign subscriptions” link.

Lets take a moment and take a look at this screen:

Field Description
Subscription Type This dropdown contains all account subscriptions.
Company The company associated with the license.
Available Users The list of users to which you can assign licenses.
Assigned Users The list of users that have already been assigned a license.
Add or Remove Subscriptions Picklist. Used to add or remove subscriptions from users.
Save When you’re satisfied with your changes. 

Before we move to the next step, let’s make sure you have selected the correct subscription type and that it is assigned to the correct company.

  1. Next, select the user you want to assign the subscription to using the picklist feature.
  2. Click on Add button. The assigned user will now be in the “Assigned users” column.
  3. Click the Save button.

Once the modifications are saved, the application will display a message stating: “The subscriptions have been assigned.”

At this point, your user has the permission it needs!


Assign Permission Group to a Cloud User

The next thing we will need to do is assign the permission to the user in order to access the application functionality.

Let’s assign the demo permission we created in the last step.

  1. From the store main page click on the “Cloud Users” link.
  2. Search for the cloud user you want to add the permission to.
  3. Click on the user.
  4. Click on the dropdown list corresponding to your company in the “Linked Permission Groups” section.
  5. Chose the permission group you want to assign (“Demo Permission Group” in our case).
  6. Click on “Update”.

Once the changes are saved, we’ll be redirected to the “Cloud Users” page.

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