User Configuration Screen

The user configuration page is where you configure the contact/login details of a user, update passwords for the user, as well as the user permissions and email notifications

Home Menu Configuration (Back Office) Users > Add or Edit user


User Configuration Introduction


There are six sections that can be configured for each user. This includes:

Section

Description

Contact Information

Mandatory Fields that can only seen by you and UltraCart staff
New Password

You only need to populate these fields for new passwords. The are intentionally left blank the rest of the time.

A secure password should contain both letters and numbers and not contain an English word or easily guessable value.

New FTP Password

You only need to configure this if you are going to use UltraCart's FTP.

FTP: merchantftp.ultracart.com

User ID: <Your Merchant ID>/<Your Login ID>, Example: DEMO/johna

Password: Whatever you fill in the New FTP Password field.

UltraSecure One-Time Password Token

You only need to configure this if you are going to use UltraSecure.

A secure password should contain both letters and numbers and not contain an English word or easily guessable value. This password will need to be different then your main

account password.

Permissions

Please spend some time considering how to set these up. There could be security risks to your company if you are not careful with who has access to what areas of UltraCart.

Email NotificationsEmail Notifications are what are sent to you when certain actions take place in your account. These are not for your customer, but for your information only.

Contact Information

The contact information applies to this individual user only. It is very important that you configure each user with correct names and emails for obvious reasons. When a user contacts support via phone or email regarding account information, our support personnel will use the information entered here to help make accurate identification. 

Field

Description

LoginIn the login field, enter the user's first initial and last name. If there are very few users, then first names only are acceptable. This will be the login name that the user will use to access their account.
NamePlease enter the full name of the user.
EmailPlease enter the email address used to contact this user. It is very important to make sure this field is correct and a valid email.
PhonePlease enter the phone number used to contact the user.

New Password

This section allows you to set a secure password for the new user or change the password for an existing user. 
 
A secure password (8-25 characters) should contain both letters and numbers and not contain an English word or easily guessable value. The password has to be reentered into the confirm password field a second time (since the password is not visible the first time it's typed). A good technique for creating a safe password is to think of a memorable, but not easily guessable phrase, then use the first letter of each word plus an additional digit or two inserted somewhere within the password, so that the final password is not something that would be contained in the dictionary.

New FTP Password

This Section allows you to setup access to the account via FTP. This is mostly used for catalog and screen branding configuration.
 

The Password here will need to be something different from the main password but again should contain both letters and numbers and not contain an English word or easily guessable value.

Related: FTP Server Access

UltraSecure One-Time Password Token

UltraCart supports two factor authentication on your UltraCart account to enhance the security of your account.  Two factor authentication means you have something you know (your regular password) and something you have (the token on your phone that is generating the one time password).  Previously UltraCart used physical tokens from CryptoCard (deprecated) and our own OTP application for Android (deprecated), but has now standardized on the open source project Google Authenticator that is available for all the major mobile phone platforms.  There are two primary benefits to using an OTP token:

  1. Enhanced security
  2. Removes the requirement for IP activation
  3. Removes the requirement for a password change every 90 days.

Related: UltraSecure OTP Tokens

Group Membership

Use group memberships to assign same permissions to multiple Users.

Permissions

Permissions allows you to set the level of access you want each user within your account to have. You should only grant each user the minimum permissions they need to perform their job tasks. 
Simply place a check in the box to the left of the permissions you want to grant to this user. 

Field

Description

Access Accounts ReceivableAllows the user to navigate to the Accounts Receivables location.
Access QuotationsAllows the user to go into the Quotes review location.
Access ReportsAllows the user to navigate to the Reporting location.
Access Shipping DepartmentAllows the user to navigate to to the Shipping Department location.
Affiliate ManagementAllows the user to navigate to the Affiliate Management location.
API Access
([IP Addresses])

This is a special use setting typically configured on a user that is configured on the account specifically for use in API integration. Limiting this setting to users that are otherwise limited to very little access to the UltraCart backend improves security.

IP Addresses (white-listing)

When configuring a user with API permission, you will also click on   [IP Addresses] then enter in the IP address(s) of the servers where you are implementing API scripts, this "white-listing" process protects against intrusion attempts where a hacker attempts to copy and edit your API implementation and then place their version on another website.

The "IP Addresses" field can hold about 15 IP addresses. You can use The asterisk character to apply an IP range. The wildcard format is ###.###.###.*

Back End Order EntryAllows access to the Back End Order Entry (BEOE). Since the BEOE tool allows for overriding of item costs and shipping costs on-the-fly, you may choose to be selective about which users have access to the BEOE tool.
Back End Order Entry (Customer Profiles)Allows the user to access customer profiles search tool when using the BEOE tool.
Delete OrderDeleting an order removes it from your system there is no way to get it back.
Edit CatalogAllow the user access to the Catalog configuration pages.
Edit Customer NotificationAllows the user to access the email notification section, which controls the emails sent to customers.
Edit Export SettingsAllows the user to use the Exporting Orders section. The user will also need the Edit Settings permission.
Edit Gift GivingAllows the user to make changes to the gift giving section. The user will also need the permission to edit settings.
Edit ItemsAllows the user to make changes to the items configured within the account. This also includes adding and removing items from the account.
Edit Look and FeelAllows the user to make changes to the screen branding themes. Screen branding themes control the look and feel of you checkout pages.
Edit OrderAllows the user to Edit, Delete and make changes to customers orders.
Edit Return PolicyAllows the user to make changes to the global Return Policy page.
Edit ReviewsAllows the user to view and make changes to customer reviews.
Edit Service Plan

This gives a user access to the account's billing (SERVICE PLAN) area.

This Permission also triggers Service Plan "Billing Activity" Notification emails

Any user that has this permission configured will receive the automated service billing email notification for the account. This may confuse the user into thinking they are being charged when the message is indicating billing activity on the UltraCart account. Only give this permission to users on the account that need to be able to review the UltraCart related Service Plan billing activity and the updating of the billing credit card number on file.

Edit SettingsAllows the user access to the configuration section.
Edit Tax RatesAllows the user access to Sales Tax. The user will also need the Edit Setting permission.
Edit UsersNo one but the Owner on the account and/or a very trusted employee should have access to this permission. With this setting you can add or delete users whenever you want.
FacebookAllows the user to access to configure the Facebook-UltraCart Integration.
Manage Auto OrdersAllows the user to have access to review or make changes to auto orders. The user will also need the permission to Review Orders.
Manage ChargebacksAllows the user to access the Chargeback Processing section. The user will also need the Edit setting permission.
Manage Customer ProfilesAllow the user to have access to the Customer Profiles section. This will allow the user to edit, delete, and add customer profiles.
Manage Gift CertificatesAllows the user to edit and create Gift certificates within the marketing section.
Manage MarketingAllows the user to access the marketing section, which includes Emails and 3rd party Emails.
RecordingsAllows user to access the shopping session recordings.
Refund OrderAllows the user to issue a refund on orders.
Review OrdersAllows the user access into the Order Management section.
View Amazon PIIEnable this for users that are reviewing orders and need to be able to see the Personally Identifiable Information.
View ItemsRead only permission to view the items and item editor but can't make changes to the items configuration.
Edit StoreFrontAllows user to access the storefront menu.
Edit StoreFront - Download Lists/SegmentsAllows the user to download Email Lists and Email Segments from the Storefront Communications.
Edit StoreFront - Use CommunicationAllows the user to access the Communications menu within the Storefronts menu.


Email Notification

Just like Permissions the Email Notification section allow you to set each user with their own set of email notifications. This allows you to have one user that only handles order that need to be shipped or another user that is looking at auto order (recurring orders).

Simply place a check in the box to the left of the notification you want to grant to this user. 


The Configurable Email Notifications Appear in Sections

Affiliate Management

FieldDescription
Affiliate SignupCheck this box to have UltraCart  send notification for any new "Affiliate" Signups.


Channel Partners

FieldDescription
eBayNotifications related to sales activity on eBay.

Customers

FieldDescription
Auto Order CancellationsSelect this checkbox to be notified whenever an auto order is cancelled.
Auto OrdersSelect this box to be alerted to any problem with processing of a scheduled auto order.
(The message will include reference to the auto order customer and the transaction response recorded from the gateway.)
Customer FeedbackSelect this box to receive notifications related to the "Case Management" tool that is part of the "My Account, Customer Portal"
Wholesale SignupSelect this box to receive notifications related to Wholesale Signups


External Integrations

FieldDescription
Integration Log Health Report
Sends a daily email notification related to the account integrations.

See also the integration logs reports in the reporting area:
  • Integration Logs - All Provides a snapshot view of the integration logs unfiltered.
  • Integration Logs - Critical Provides a snapshot view of the integration logs filtered on critical errors.
  • Integration Logs - Errors Provides a snapshot view of the integration logs filtered on all errors/warnings.

Daily Integration Health Report Delivery

The report will only be sent if there are 1 or more critical issues in the log reports.

PLEASE NOTE: Starting on August 1, 2021, if your account does not have at least one user with the notification enabled, UltraCart will send the notification to all users on the account with edit settings permissions.


Item Management

FieldDescription
Low Activation CodesIf selected, user receives notifications when items which are configured with the "Activation Codes from List" in the Digital Delivery tab of the item editor.
Safety StockIf selected, user receives notification when items configured with Safety Stock threshold reaches the configured quantity. (See Safety Stock Reporting)
Unapproved ReviewsIf selected, user receives notifications of newly submitted reviews that require approval. (see My Account Customer Portal#Reviews)

Marketing

FieldDescription
Storefront CommunicationsIf checked, user receives notifications related to activity/errors occurring with Storefront Communications email campaigns and flows..

Orders > Overall

FieldDescription

Order Placed

If checked, user receives notification whenever an order is placed.

This notification has the following optional settings:

OptionDescription
 Include Order Details
  • If checked, the notifications will include the order details in the body of the message.
  • If not checked,  the notification will only have a hyperlink appearing in the body of the message,
    which when clicked will take the merchant to the order in the UltraCart backend.
 Include UltraROI DetailsIf checked, and the UltraROI is configured on the account, UltraROI details will be included in the body of the message.
Include Affiliate DetailsIf checked, and the UltraCart Affiliate Management system is configured, will include Affiliate details (when applicable.)

Orders > Payments

FieldDescription
Fraud Review

Sends notification whenever an order triggers a Fraud Review rule configured in the Fraud Prevention configuration page.

OptionDescription
Include Order Details
  • If checked, the notifications will include the order details in the body of the message.
Process Credit Card Payment

Check this box to have UltraCart send notification any time a credit card order needs to be processed.

OptionDescription
Include Order Details
  • If checked, the notifications will include the order details in the body of the message.
Process PayPal Payment

Check this box to have UltraCart send notification any time a PayPal order needs to be processed.

OptionDescription
Include Order Details
  • If checked, the notifications will include the order details in the body of the message.
Quotation Request

Check this box to have UltraCart send notification any time a quote request is generated.


OptionDescription
Include Order Details
  • If checked, the notifications will include the order details in the body of the message.

Orders > Shipping

FieldDescription
BCC Shipment NotificationsCheck this box to have UltraCart  send a BCC of the customers' shipment notification.
No Shipping MethodCheck this box to have UltraCart  send notification any time an Auto order can not be placed because no shipping method could be found.
Order Needs Shipping

Check this box to have UltraCart  send notification any time an order goes into the shipping department.

OptionDescription
Include Order Details
  • If checked, the notifications will include the order details in the body of the message.
Distribution (Shipping Department) Specific settingsIf you have more than on Distribution Center configured, you can use these checkbox settings to selectively receive the shipment notification only for the specific Distribution Center(s).


Split Shipment

Check this box to have UltraCart send notification any time an order is being slip between (2) two or more distribution centers.

OptionDescription
Include Order Details
  • If checked, the notifications will include the order details in the body of the message.


Reporting

FieldDescription
Automated Sales ReportIf selected, will send out the automated sales summary report (see Report Delivery)

Frequently Asked Questions

Question: "Recently we've been missing some email notifications of orders, and in a couple of cases the emails are showing up hours later. Why might this happen?"

Answer:  You'll need to contact your email server administrator to discuss delivery processing. It can very wildly based upon the target server. For example someone on gmail will usually have the email in their inbox within 1-2 seconds after it's sent to them, but other email servers may be overloaded and take an hour or more to receive an email. If your email server is down for any reason when our high speed outbound sends attempt to contact it then the message requeues at progressive intervals until the target server becomes available.

Question: "Is there a way to get text alerts when new orders come in? Sometimes we get folks to order online past our normal business hours and we were wondering if Ultracart could send text notifications to our cell phones?"

Answer: We do not have text alerts. Hoever, you can setup a user with no permissions (since the user is not being used for accessing the account backend), then configure this user with the appropriate email notifications for that user, configuring this user with the email associated with the users mobile phone email address, so that the notifications are forwared to the phone.For example if you are using Verizon and google "verizon email to text" you'll see Google give you the instructions as the first result.

Question: "I was attempting to edit a user and the login changed from the users' login to my own, why?"

Answer:  The web browser form filling is inserting your login into the page. You can temporarily disable form filling in your web browser or setup an additional browser profile that does not contain your stored autofill information.

In Chrome browser: 

To Turn Off 'Autofill':

  1. Click the three dots menu
  2. Click 'Settings'
  3. Click 'AutoFill' 
  4. Click 'Addresses and more'
  5. Click the slider button to the off setting.

To Add a new browser profile:

  1. Click your active browser profile (It's directly to the left of the "three dots" menu)
  2. Click the '+Add' button
  3. Enter an name and photo.
  4. Save 

Password Manager

If you have a password manager installed, such as LastPass, please also inspect the settings in the password manager, as well.



Related Documentation

Receiving Email Notifications of Orders
Logging Into Your UltraCart Account