Creating and Configuring a New Party

Note

You can set up the name and address details for a new user, but when the user has been assigned a role, your account must have the appropriate sub-role privileges over that role to make further changes to the user's party record.

See Working with Sub-Role Privileges for more information.

To create a new party

  1. Click Parties to open the Parties module.
  2. Click Add New party to create a new party.
  3. Complete whatever fields you need on the Details tab. This table provides guidance for some fields:
    PropertyDescription

    Surname

    This field is required

    Preferred/Given Name

    		(Optional) If a preferred name is provided, it is typically used on reports and in the web ordering interface.

    Type

    Specify whether the party is an individual or a group.

      

    Customer Number

    Used to record customer identification numbers from an external system such as a billing system. If you do use this field, it must be unique.

    User Name

    A User Name is required to log in to some Rubicon desktop applications. It is not case sensitive. 

    If you are using Windows Authentication to log in, make sure that the party's User Name is the same as their Windows login name.

    User Number

    The User Number is assigned by the system. Customers will usually log in using the user number.

    When you start using account management, the User Number will be set to be the same as the original User No field so that customers can continue to use their existing login ID. New parties will receive a randomly generated User Number according to some rules.

    Address/Contact Details

    Enter whatever contact details you need to integrate with system communication. For example, to send order confirmations by email, you must provide an email address. 

    If you need to enter custom details or informal notes, use the Contact Method field.

  4. Click Save to save the new party.

To configure log in access for a party you must also do the following:

  • Assign a role for the party on the Authority tab. You must have Grant authority privilege over any role that you assign.
  • Configure the party account settings on the Accounts tab.You must have Edit user accounts privilege over the party's assigned role.