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System Configuration (Corporations)

System Configuration (Corporations)

Jun 19, 2017


Roles

As a corporation, roles provide you with the option of tailoring APEXA functionality for your use by employees within your company. APEXA provides several permissions that control access to specific functions within the system, and you can combine these available permissions to create roles that make sense for your corporation. Every user on the system will be assigned a role, which will then dictate the permissions he/she has to access functionality in the system. For example, you may create a role for your administrative staff and assign basic permissions like viewing the advisor’s contact information, viewing internal codes and profile history.

How to - Create a Role
  1. Select Corporation from the left-hand menu.
  2. Select Roles from the resulting sub-menu.
  3. Click Add from the upper right-hand corner.
  4. Enter a Name for your Role.
  5. Enter a Description for your role (optional).
  6. Choose the applicable permissions (see Appendix A – Permissions) by clicking on the corresponding checkbox.
  7. Click Save.

Permissions

As part of role creation, you will be asked to select a set of permissions for that role. The list of available permissions, along with their functionality, is listed in Appendix A – Permissions. 

User Accounts

Users (employees) are not those advisors that sell on behalf of your corporation. You only need to use user accounts and roles for employees that will access APEXA on behalf of your corporation (it is completely optional).

Individuals who will be using APEXA at your corporation will each need their own user account. You can add users by sending an invitation via email, or if the individual already has an APEXA account, you can link that user to your organization. Note: you’ll need to create your roles prior to creating your users as each user needs to be placed into a role. 

After setting up the account, an email is sent to the user’s email address, with a link and instructions for how to login the first time and setup their password. 

Pending Invitations

All employees that you have invited to APEXA and not yet on-boarded to APEXA will show up in the “Pending Invitations” section. You can keep track of the employees who are not yet onboard to APEXA. 


How to - Create a User Account (New User)
  1. Select Corporation from the left-hand menu.
  2. Select Users from the resulting sub-menu.
  3. Click Add from the upper right-hand corner.
  4. Enter the user’s Email address.
  5. Enter the user’s Name.
  6. Enter the user’s External ID (this is an optional field that allows you to track an ID to link the employee back to your own record of this user).
  7. Enter the user’s Position (optional).
  8. Select the Role you wish the user to belong to – this drop down will display all of the roles available in the system (for more information refer to Managing Roles).
  9. Select the preferred Language for the user.
  10. Click the Send Invitation button to send the invitation email to the user.


How to - Create a User Account (Existing User)
  1. Select Corporation from the left-hand menu.
  2. Select Users from the resulting sub-menu.
  3. Click Add from the upper right-hand corner.
  4. Select the Associated Individual from the drop down – this will automatically populate the user’s Email and Name fields.
  5. Enter the user’s External ID (this is an optional field that allows you to track an ID to link the employee back to your own record of this user).
  6. Enter the user’s Position (optional).
  7. Select the Role you wish the user to belong to – this drop down will display all of the roles available in the system (for more information refer to Roles).
  8. Select the preferred Language for the user.
  9. Click the Add Employee button to add the user to your organization.

Deleting User Accounts

Simply click the trash can iconadjacent to the user account that you wish to delete.

Note: Users with a deleted user account can no longer login to APEXA. However, the user account information is retained in the system for historical purposes. You can view the deleted user accounts on the User’s section and click Show All.

You cannot delete a role if a user is assigned to that role.  

Reactivating User Accounts

At any time, you can reactivate a deleted user accounts. Simply click the "add user" icon adjacent to the deleted user account that you want to reactivate.

Temporarily Removing User Access

At any time, you can temporarily remove a user access to the system. Simply click the pen icon adjacent to the user account and change the account’s Status to “Inactive”.

Tag Administration

Tags allow a user to “tag” various items throughout the system with a word or phrase that can help to organize assets and make searching for items easier. Tags can be added to Logos, Sections, Agreements, Documents Packages and Contracts.

Creating & Maintaining Tags

You can pre-populate the tags within APEXA to ensure consistency throughout the organization. 

You can only create or add tags if you are granted permission. For information on how to grant a user permission to manage tags (see Roles for more information).


How to - Create a Tag
  1. Select Corporation from the left-hand menu.
  2. Select Tag Admin.
  3. Select the type of tag you wish to add (Assets, Packages, Cases).
  4. Click Add.
  5. Enter the Tag name in Tag Value.
  6. Click Ok.


Tags can be a single word or a whole phrase. You can assign multiple tags to an item.

Only those who are granted permission are allowed to create new tags, edit existing tags, merge tags and delete tags. To Edit an existing tag record, click . To Delete an existing record, click .   If a tag is deleted, the tag will be removed from any record it is currently on. 

How to - Merge Tags
  1. Select Corporation from the left-hand menu.
  2. Select Tag Admin from the sub-menu.
  3. Select the tag that you want to merge another tag into (the tag that will remain)
  4. Click the      icon.
  5. Select the tag you wish to merge with the first tag (the tag that will not remain)
  6. Click save.
  7. All of the sections with the relinquishing tag (tag in step 5) will now reflect the new tag (tag in step 3).