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Customers and Customer Users

This topic contains the following sections:

Overview

In OroCommerce terminology, customers are companies who buy your products using OroCommerce store frontend.

Customer users act on behalf of the company and may have a limited set of permissions in OroCommerce, depending on their function in the customer organization. You can manage customer users and roles in the OroCommerce administration interface (see Managing Customer Users and Managing Customer Roles for more information), or you can delegate this function to the customer who will access user and role management in the OroCommmerce front store (see Delegating Users and Role Management to the Customer for more information).

You can assign dedicated sales representatives to support the company purchase process. They can assign custom price lists that are visible to a customer user on the OroCommerce web front instead of the standard prices enabled generally. Assigned sales people can assist with requests for quote, quotes, and orders made by customer users. Sales people can add notes and attachments to share additional information about the customer, their needs or any related information.

You can set specific payment terms that match the payment terms agreement with the company, and label a customer with a tax code that impacts the method of tax calculation in the customer order (e.g. a special tax code should be used for tax-exempt companies, to discard any tax during the checkout). For more information, please see Managing Customers section.

When several divisions of a company are using OroCommerce, you can organize them into the two-level organization structure using the parent customer option. Parent company aggregates information from its children, which may be convenient for monitoring and controlling divisions activities. For more information, please see Managing Customer Hierarchy section.

Companies may be organized into groups to simplify sharing configuration, payment and tax-related settings, and price lists among multiple customers, for example those with the same service level. See Managing Customer Groups for more information.

System-wide Customer Configuration

OroCommerce groups customer configuration options into the following categories:

Global Configuration of Customer Users

You can enable or disable customer user registration, requesting confirmation after registration and the way OroCommerce treats password security for all websites in OroCommerce.

To change the default settings globally:

  1. Navigate to the system configuration (click System > Configuration in the main menu).

  2. Select Commerce > Customer > Customer Users in the menu to the left.

    The following page opens.

    The following table describes the options available on the page:

    Name Description
    Default Customer Owner Service information that governs which user has full access to managing and viewing the customer information. Usually, this is a default customer administrator or administrator assigned to the customer.
    Registration Allowed Enables/disables new customers registration from the Store Frontend login screen.
    Confirmation Required Enables/disables email confirmation step after the user registration.
    Send Plain Text Password In Welcome Emails Please, disable this option in a production environment.
    Show Registration Instructions Enables/disables registration instructions on the front store login page. This option is disabled by default.
    Registration Instructions text

    If Show Registration Instructions is enabled, the text provided in the fields will be displayed on the front store login page.

  3. To customize any of these options:

    1. Clear the Use Default box next to the option.
    2. Select the new option.
  4. Click Save.

Configuration of Customer Users Per Website

You can enable or disable customer user registration, requesting confirmation after registration and the way OroCommerce treats password security for a specific website in OroCommerce.

To change the default settings for a website:

  1. Navigate to the system configuration (click System > Websites in the main menu).

  2. For the necessary website, hover over the more actions menu to the right of the necessary website and click to start editing the configuration.

  3. Select Commerce > Customer Users in the menu on the left.

    The following page opens.

    The following table describes the options available on the page:

    Name Description
    Default Customer Owner Service information that governs which user has full access to managing and viewing the customer information. Usually, this is a default customer administrator or administrator assigned to the customer.
    Registration Allowed Enables/disables new customers registration from the Store Frontend login screen.
    Confirmation Required Enables/disables email confirmation step after the user registration.
    Send Plain Text Password In Welcome Emails Please, disable this option in a production environment. This option is disabled by default.
    Show Registration Instructions Enables/disables registration instructions on the front store login page. This option is disabled by default.
    Registration Instructions text If Show Registration Instructions is enabled, the text provided in the fields will be displayed on the front store login page.
  1. To customize any of these options:

    1. Clear the Use Default box next to the option.
    2. Select the new option.
  2. Click Save.

Configuration of Customer Users Per Organization

You can enable or disable customer user registration, requesting confirmation after registration and the way OroCommerce treats password security for a specific organization in OroCommerce.

To change the default settings for an organization:

  1. Navigate to the system configuration (click System > User Management > Organization in the main menu).

  2. For the necessary organization, hover over the more actions menu to the right of the necessary organization and click to start editing the configuration.

  3. Select Commerce > Customer > Customer Users in the menu to the left.

    The following page opens.

    The following table describes the options available on the page:

    Name Description
    Show Registration Instructions Enables/disables registration instructions on the front store login page. This option is disabled by default.
    Registration Instructions text If Show Registration Instructions is enabled, the text provided in the fields will be displayed on the front store login page.
  1. To customize any of these options:

    1. Clear the Use Default box next to the option.
    2. Select the new option.
  2. Click Save.

Visibility

You can control default visibility settings (e.g. visible or hidden) for products and product categories for customer users.

To change the default product and category visibility settings:

  1. Navigate to the system configuration (click System > Configuration in the main menu).

  2. Select Commerce > Customer > Visibility in the menu to the left.

    The following page opens.

  3. To customize any of the options:

    1. Clear the Use Default box next to the option.
    2. Select the updated setting (e.g. visible or hidden).
  4. Click Save.

Customer Accounts

In Customer section you can manage the customers who represent a group of buyers related to the same business organization: add a new customer and view, edit and delete existing customers, and access the aggregated information about customer users activities and eCommerce operations (requests for quotes, quotes, and sales orders).

You can also quickly get to the customer organization structure, an address book with a preview on the map, customer users:, price lists enabled for the customer, and overview of requests for quote, sales orders, quotes created by and for customer users. Finally, you can get to a summary of activity from every operation triggered by the customer users.

Create a Customer

To create a new Customer:

  1. Navigate to Customers > Customers in the main menu.

  2. Click Create Customer.

    The following page opens:

  3. Optionally, select an existing account to help tracking sales actions and metrics for the customer that is a member of bigger customer organization. When remains empty, the new account is created for the new customer automatically.

  4. Fill in the customer Name.

  5. Optionally, add a customer to a customer group if you already have a group with the settings and configuration that fits the new customer.

  6. If you are adding a subsidiary of the existing customer, select Parent Customer.

  7. Assign a sales representative who will be assisting customer users.

  8. Select Tax Code that will label the customer group taxation schema.

  9. Add a billing and shipping address as described in the address book section.

  10. In the Additional section, select a Payment term to be used as a payment option available to the customer users during on the checkout.

  11. In the Price Lists section, add pricelists and prioritize them as described in Price List Management for a Customer Group section.

  12. When OroCommerce is deployed with InfinitePay payments support, the customer’s VAT Id shall be captured for their credit worthiness verification. VAT Id should be valid and the billing address should match the one provided for the VAT registration. These are prere uisites to enable payments via InfinitePay for the customer users.

  13. Click Save in the top right right corner of the page.

A new Customer is created.

Export

You can export the customer details in the .csv format:

  1. Select the items to export using check boxes at the beginning of the corresponding rows. You can filter the list and use the Select All option in the table header, if necessary.
  2. Click Export.

Later you can import the updated or processed customer information using import as described below.

Import

To streamline adding a large bulk of items, like customer information, products, prices or inventory information, you can import the bulk details from a .csv file.

Import the customer information using the .csv file that follows the customer details data structure.

To import a bulk of customer information:

  1. Navigate to the Customers > Customers.
  1. Get a sample: To download a sample .csv file with the necessary headers, click Download Data Template in the list next to Import.

    Note

    Follow the on-screen guidance for any additional actions. For example, for the inventory template, select one of the options: a) inventory statuses only or b) detailed inventory levels.

  2. Prepare data for import: Based on the downloaded file, create your bulk information in .csv format. Once your file is ready, click Import, select the prepared comma-separated values (.csv) file, and click Submit.

  3. Validate import results: Review import validation results. If there are any Records with errors, fix them in the .csv file prior to starting the import.

  4. Launch import: After successful validation, click Import.

Interactive status messages inform about the import progress and once the import is complete, the changes are reflected in the list upon refresh. Additionally, an email message with the import status is delivered to your mailbox.

See this two minute demo of the import process:

Customer User Management

Customer users act on behalf of the company and may have a limited set of permissions in OroCommerce, depending on their function in the customer organization.

For customer user management, navigate to Customers > Customer Users in the main menu.

In Customer Users section, you can:

  • View, edit and create new customer users

  • Select their roles in OroCommerce to define their level of permissions and access to the actions and data in OroCommerce store frontend

  • Manage customer user information:

    • Name
    • Birthday
    • Email address
    • Billing and shipping address and phone number (using address book)
    • Customer user role(s)
    • Website to redirect the customer upon login
  • View requests for quotes, sales orders, quotes created or submitted by the customer user

  • View communication with the customer that happened using email, notes or scheduled events

  • View additional information attached to customer user

  • Enable and disable the customer

  • Reset the customer user password

Note

You can delegate this function to the customer who will access user and role management in the OroCommmerce front store (see Delegating Users and Role Management to the Customer section for more information).

Customer Account Confirmation

Upon registration, customer user receives an email confirmation request. Once they follow up with the requested action, their account is marked as confirmed.

Create a Customer Users

To create a new Customer:

  1. Navigate to Customers > Customer Users in the main menu.

  2. Click Create Customer User.

    The following page opens:

  3. Fill in customer Name and other personal information.

  4. Select a customer this user represents.

  5. If you are adding a subsidiary of the existing customer, select Parent Customer.

  6. Assign a sales representative who will be assisting this customer user. By default, the customer sales representative applies to the customer user.

  7. Check the Generate Password and Send Welcome Email boxes.

  8. Select the Website the customer user will be redirected to upon the login. See Managing Websites for more information.

  9. Add billing and shipping address as described in Address Book section.

  10. In the Roles section, select the roles that should apply to the customer user. When several roles are selected, granted permissions are accumulated from all the assigned roles. See Managing Customer User Roles for more information.

  11. Click Save on the top right of the page.

The new Customer User is created.

Export

You can export the customer user details in the .csv format:

  1. Select the items to export using check boxes at the beginning of the corresponding rows. You can filter the list and use the Select All option in the table header, if necessary.
  2. Click Export.

Later you can import the updated or processed customer information using import as described below.

Import

To streamline adding, editing, and deleting a large bulk of items, like customer information, products, prices or inventory information, you can import the bulk details from a .csv file.

Import the customer user information using the .csv file that follows the customer user details data structure.

Example of customer user bulk import template

ID Name Prefix First Name Middle Name Last Name Name Suffix Birthday Email Address Customer Id Customer Name Roles 1 Role Enabled Confirmed Owner Id Website Id
  Mr Jerry John Coleman Jr. 04/19/1987 example@email.com   Oro Inc. ROLE_FRONTEND_BUYER 1 0 1 1

To import a bulk of customer users information:

  1. Navigate to the Customers > Customer Users.
  1. Get a sample: To download a sample .csv file with the necessary headers, click Download Data Template in the list next to Import.

    Note

    Follow the on-screen guidance for any additional actions. For example, for the inventory template, select one of the options: a) inventory statuses only or b) detailed inventory levels.

  2. Prepare data for import: Based on the downloaded file, create your bulk information in .csv format. Once your file is ready, click Import, select the prepared comma-separated values (.csv) file, and click Submit.

  3. Validate import results: Review import validation results. If there are any Records with errors, fix them in the .csv file prior to starting the import.

  4. Launch import: After successful validation, click Import.

Interactive status messages inform about the import progress and once the import is complete, the changes are reflected in the list upon refresh. Additionally, an email message with the import status is delivered to your mailbox.

See this two minute demo of the import process:

Customer Roles and Permissions Management

In Customer User Roles section, you can view, edit and create new customer roles to define the level of permissions and access to the actions and data in OroCommerce store frontend for the users of this role.

The following roles are predefined and available for every customer by default:

  • Administrator
  • Buyer
  • Non-authenticated user

Any new role is labeled as customizable and may apply either to the customer specified in the role details or globally for all customers when the customer is not provided.

With the Customer User Role you can manage the following access- and permissions-related settings:

  • Profile management permission: A user may be able to view and edit their user profile, when the Self-Managed option is enabled for their role.

  • Permissions to view workflows and/or perform transitions through the workflow steps.

  • Data access/management permissions and capabilities that are organized in the following groups:

    • Account Management permissions to view, create, edit, delete, and, optionally, assign the following items:

      • Address (customer address)
      • Customer
      • Customer user
      • Customer user address
    • Account Management capabilities:

      • Access data audit
      • Access system information
      • Audit history for Customer User
      • Enter the billing address manually
      • Enter the shipping address manually
      • Override customer payment term
      • Use any billing address from the customer address book
      • Use any billing address from the customer user’s address book
      • Use any shipping address from the customer address book
      • Use any shipping address from the customer user’s address book
      • Use the default billing address from the customer user’s address book
      • Use the default shipping address from the customer user’s address book
      • Work with payments
      • [Attribute] Create attribute
      • [Attribute] Edit attribute
      • [Attribute] Manage attributes
      • [Attribute] Remove attribute
      • [Attribute] Restore attribute
      • [Product Family] Create Product Family
      • [Product Family] Delete Product Family
      • [Product Family] Edit Product Family
      • [Product Family] Manage Product Families
      • [Product Family] View Product Family
      • [Quote] Enter the shipping address manually
      • [Quote] Enter the shipping address manually
      • [Quote] Override customer payment term
      • [Quote] Use any shipping address from the customer address book
      • [Quote] Use any shipping address from the customer address book
      • [Quote] Use any shipping address from the customer user’s address book
      • [Quote] Use any shipping address from the customer user’s address book
      • [Quote] Use the default shipping address from the customer user’s address book
      • [Quote] Use the default shipping address from the customer user’s address book
    • Shopping permissions to view, create, edit, delete, and, optionally, assign the following items:

      • Product Price
      • Shopping List
      • Shopping List Line Item
    • Quotes permissions to view, create, edit, delete, and, optionally, assign the following items:

      • Quote
      • Request for Quote
    • Checkout permissions to view, create, edit, delete, and, optionally, assign the following items:

      • Open Order
    • Checkout capabilities:

      • Approve orders that exceed the allowable amount
      • Enter the billing address manually
      • Enter the shipping address manually
      • Use any billing address from the customer address book
      • Use any billing address from the customer user’s address book
      • Use any shipping address from the customer address book
      • Use any shipping address from the customer user’s address book
      • Use the default billing address from the customer user’s address book
      • Use the default shipping address from the customer user’s address book
    • Orders permissions to view, create, edit, delete, and, optionally, assign the following items:

      • Invoice
      • Order
    • System capabilities:

      • Address

        • Access address drop-downs
      • Application

        • Access job queue
        • Access job queue
        • Access personal configuration
        • Access system configuration
        • Assign/unassign tags
        • Export grid view
        • Manage Menus
        • Manage passwords
        • Select the assignee of the integration
        • Share grid view
        • Unassign other tags
        • Unshare grid view
        • Update User Profile
        • View SQL query of a report/segment
      • Calendar

        • Manage organization calendar events
        • Manage system calendar events
        • Manage system calendars
      • Entity

        • Access entity management
        • Export entity records
        • Import entity records
        • Merge entities
        • Search

Finally, in the customer role details, you may view customer users with this role assigned. If the role is global, this list contains users from all customer accounts.

Create a Customer User Role

To create a new Customer User Role, navigate to Customers > Customer User Roles in the main menu and click Create Customer User Role.

Preview:

You can perform the following actions at the customer user role creation page:

  • Cancel
  • Save And Close

Customer Organization Structure and Account Hierarchy

Note

For customer management, navigate to the Customers > Customers in the main menu.

You can create a hierarchy of business units or customer divisions by providing a parent company when editing the company details.

Navigate to the parent company and to the subsidiaries by clicking on the company name next to the parent

or in the subsidiary hierarchy.

Customer Groups

In Customer Group section, you can organize customers into groups and share the price lists, payment and tax-related settings between several customers.

Create a Customer Group

To create a new Customer Groups:

  1. Navigate to Customers > Customer Groups in the main menu.

  2. Click Create Customer Groups.

    The following page opens:

  3. Fill in the customer Name.

  4. Select Tax Code that will label the customer group taxation schema.

  5. In the Additional section, select a Payment term to be used as a payment option available to the customer users during on the checkout.

  6. In the Customers section, check the customers to add them to the customer group.

  7. In the Price Lists section as described in the pricelist management section.

  8. Click Save in the top right corner of the page.

A new Customer Group is created.

Price List Management for a Customer Group

To configure the price list priority and controlled merge for the customer group:

  1. Navigate to Customers > Customer Groups in the main menu.

  2. Find the necessary Customer Group in the list, hover over the more actions menu in the line and click the to start editing the customer group details.

  3. In the Price Lists section, you can build an aggregated price list for every website you have configured in OroCommerce. Use tabs to switch between the websites, e.g. Default, US, Australia, etc. in the example below.

    To form an aggregated price list:

    1. Set up the fallback option to provide the price source if the price is not available in the directly configured price lists.

    2. Select the price list to enable it for the customer group.

      Note

      You can add more than one price list:

      • Click + Add Price List.
      • Select the additional price list from the list.
      • Set the numeric priority. OroCommerce searches for the product price in the higher priority price lists first.
      • Enable price lists merge, if necessary. When the merge is enabled, the unit prices may be merged from the lower priority price lists, when they are missing in the higher priority ones.
  4. Click Save once you are happy with the price list set up.

Delegate Account Management to a Customer User

You may want delegate some the customer user management capabilities to the customer users with administrator role by enabling Account Management permissions and capabilities. See Customer User Role section for more information about permission and capability management.

Related Information