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MIVA Merchant 5 Online Help
A store administration group is a set of users who are granted specific administration privileges within a single store. For instance, you might want all of your employees to be able to add products to your store, but only allow a few to change your sales tax settings.
You can assign any user to a group, to multiple groups, or to groups in more than one store. If you want to assign certain permissions to a single user, simply create a group that includes only that person.
Once you have set up a group, you can return at any time to change the permissions for the group, or to add or remove users from the group. From the Groups screen, click the Edit button to the right of the group's name, and make any changes you need.
For more information, see Store Administration Groups.
Before we look at the details of each step, here is an overview of the process:
Begin by entering a name for the group of users who will have a given set of privileges. You could have one group called Stock Clerks, and another called Supervisors, and a third called Marketing Pros.
For each aspect of store administration, you can assign four types of access. Check the box for each type of access you want this group to have. So, if you want members of a group to be able to view, add, and modify records, you would select all three check boxes.
In most cases, access is restricted by simply not being presented as an option. For instance, if a group does not have the right to add products, the [Add] link next to Products in the left navigation area, and the Add Products button on the Products page will simply not exist.
View
Enables group members to view the specified data.
Add
Enables group members to create new records, such as new customers, or new products.
Modify
Enables group members to edit existing records.
Delete
Selecting Delete gives the group the ability to permanently delete records from your store. Be conservative in granting this permission.
For each of the administration areas below, allow the desired type of access for the group by selecting the applicable check boxes:
Store Settings
Work with store-level settings under the Settings tab, on the Stores / Edit Store <Store Name> screen. These include selecting the sales tax calculation module, currency formatting, and basket timeout for the store.
States
Edit the States list, on the on the Stores / Edit Store <Store Name> / States screen. States, provinces, or other locations included on this list are displayed in the States drop down list used during the checkout process.
Categories
Work with the categories for the store, on the Stores / Edit Store <Store Name> / Categories screen, including creating categories, uploading category images, and assigning products to a category.
Products
Users who are members of a group with Products privileges, depending on the types of access selected, can view product information, edit descriptions, upload images, change prices, and so on, at Stores / Edit Store <Store Name> / Products.
Sales Tax
Work with tax settings found under the on the Sales Tax or VAT Tax tab (note that the exact name changes, depending on which tax module you use), on the Stores / Edit Store <Store Name> screen.
Shipping Configuration
Edit the shipping settings for the store, on the Stores / Edit Store <Store Name> / Shipping Configuration screen.
Payment Configuration
Work with payment settings for the store, including assigning payment modules, specifying charges, and creating messages, on the Stores / Edit Store <Store Name> / Payment Configuration screen.
Order Fulfillment Configuration
Work with the order fulfillment settings, on the Stores / Edit Store <Store Name> / Order Fulfillment Configuration screen. From this screen, group members can specify that an e-mail be sent to the customer, and/or to the merchant, to confirm receipt of an order.
Order Processing
Work with batched and unbatched orders for the store, under Stores / Edit Store <Store Name> / Order Processing. Users with Order Processing permission can access order details, ship-to and billing information, and payment info (unless encryptions is being used).
Logging Configuration
Select which types of logging files, if any, to use for the store. Logging files accumulate information about visitors to your store, and which pages they visited. Group members can specify the name of the file to be created, and set other options, depending on the logging modules being used. These are available under under Stores / Edit Store <Store Name> / Logging Configuration.
System Extension Configuration
Change settings for any third-party modules that use a configuration screen, at Stores / Edit Store <Store Name> / System Extension Configuration. If you are not using third-party modules, or if those you use do not have a configuration screen, you will not see any settings to change on this screen.
Currency Configuration
Specify a currency symbol, number of decimal places, positive/negative value indicators, and more, under the Generic Currency Formatting tab, on the Stores / Edit Store <Store Name> screen. This tab is only available when you have Generic Currency Formatting selected, under the Settings tab. Generic Currency Configuration does not apply to U.S. or European Currency Formatting.
Store Utility Configuration
Work with store information under Stores / Edit Store <Store Name> / Utilities. Import and export store data, such as customer information, products, orders, and affiliates. Users with this access can also delete shopping baskets.
Countries
Edit the Countries list, on the on the Stores / Edit Store <Store Name> / Countries screen. Countries included on this list are displayed in the Countries drop down list during the checkout process.
Encryption
Enables members of the group to edit order encryption settings, under Stores / Edit Store <Store Name> / Order Processing / Encryption. Assign this privilege with caution. Members of groups with Encryption rights can set up a pass phrase, without which other administration interface users will not be able to view the payment information for incoming orders.
Affiliates
Edit settings found on the Stores / Edit Store <Store Name> / Affiliate Configuration screen, including adding new, and editing existing, affiliates, and specifying fees or percentages of orders generated via affiliate links.
Affiliate Money
Gives group members the ability to mark payouts to affiliates as paid, on the Stores / Edit Store <Store Name> / Affiliate Configuration / Add Payout screen. Does not grant permission to change affiliates' commission rates.
Attribute Templates
Enables group members to work with Attribute Templates, including adding new templates, specifying attributes for each template, uploading attribute images, and writing the prompts. These settings are available at Stores / Edit Store <Store Name> / Attribute Templates.
Customers
Work with customer information on the Stores / Edit Store <Store Name> / Customers screen, including adding, editing, and deleting customers, and changing shipping and billing information. Members of groups with this access can also change a customer's password, and the e-mail address to which their password will be mailed, when they request it.
Availability Groups
Create groups of customers with special access to certain categories,and products. Specify which customers belong to each availability group, and what categories and products they can see in your store. For instance, you might make bulk-packaged products availably only to your wholesale customers. This feature is available under Stores / Edit Store <Store Name> / Availability Groups.
Price Groups
Create groups of customers who get special pricing on certain products, under Stores / Edit Store <Store Name> / Price Groups. Specify which customers belong to a given price group, and which categories and products are discounted for them. The discounted prices will be displayed in place of the normal prices when they browse in your store. For instance, you might offer your best customers 10% off for a few popular products.
Inventory
Edit the store inventory settings, including default stock levels. Specify when e-mail messages will be sent to the customer and/or designated store administrator after an order has been received. For instance, MIVA Merchant can send a message letting you know that the stock level on an item has fallen below a certain level. Inventory settings are available under Stores / Edit Store <Store Name> / Inventory.
Upsold Products
Work with upsale settings on the Stores / Edit Store <Store Name> / Upsale screen. Specify when upsale offers will be made, and what products are offered.
Marketing Configuration
Work with MIVA Mailer, MIVA Marketplace, and MIVA Submit, under Stores / Edit Store <Store Name> / Marketing. Each of these is a service, with various charges. Changing settings for these services can affect charges to your accounts for those services, so use discretion in granting this permission.
Marketing Products
Create or edit product ads, and specify keywords and bids, in MIVA Marketplace, from the Stores / Edit Store <Store Name> / Marketing / MIVA Marketplace screen.
Marketing Reports
Create and run reports in MIVA Marketplace, from the Stores / Edit Store <Store Name> / Marketing / MIVA Marketplace screen.
Pages
Work with information on the Stores / Edit Store <Store Name> / Pages screen. Remove unneeded pages and items (user interface elements such as certain buttons or fields) from your store. For instance, remove pages and items relating to affiliates, if you do not have an affiliates program. Note that pages and items are removed permanently, so use this feature conservatively. You can also create entirely new pages and items here.
When training someone to administer your MIVA Merchant system, assign them to a Group that has view only privileges. The trainee will become familiar with the system by viewing aspects of administration without potentially causing problems for your storefront.
Assigning Users to different Groups can allow one person in your organization to process orders and another to maintain the product data.
Note: Users you have designated as Administrators and Store Managers will retain their full privileges, even if you assign those individuals to a group that has more restricted privileges.
Once you have created a group, you will choose the users you want to include as members of the group. The process for assigning users to the group goes as follows:
You can return at any time to add or remove users from the group.
If someone you want to include in a group is not already a user, first add them to the users list. To add a user, locate Users [Add] in the left navigation area, click [Add], and follow the instructions there.
If you discover that you need to edit a user's information while working on this screen, click Edit to the right of their name, and make whatever changes you need. Remember to click Update.
If you have many users recorded in your MIVA Merchant system, you might want to use some of the following techniques for finding the ones you want for this group: