Manage Users

User And User Group Definition

  • After you have created the Organization resource, the next step is to create the following two resources, User Group, and User
  • The User resource represents the actual personnel in an organization
  • The User Group resource represents the actual departments and groups of personnel within an organization, for example, the Route Planning department, the Drivers, etc.

Types Of User Groups In Abivin vRoute System

  • In this model, the User Groups can be classified into the required User Groups and the optional User Groups
  • Required User Groups are the User Groups that must exist, otherwise you will not be able to use the Abivin vRoute system
  • Optional User Groups are the User Groups that do not necessarily need to be created right away. They can be created later on based on actual needs
  • In this model, there are two required User Groups: Administrators and Drivers. Apart from these required User Group types, there are some optional User Group: Salesmen and Consumers

Administrator

  • Administrator User Group consists of Users who will use the Web app to manage the resources of the Organizations to which they belong
  • Every Organization will have its own Administrator User Group

Driver (Deliveryman)

  • Drivers are the users who will directly operate the Delivery Vehicles to deliver the Orders to the Customers. During the delivery process, they will use the Mobile app to submit the delivery task results to the Web app
  • Each Organization of Depot/Sun type will have its own Driver User group
  • To know how the Drivers use the Mobile app to perform the delivery tasks, please refer to the following article: Drivers (Deliverymen)

Salesman

  • In many companies, there exists a group that consists of employees who are salespeople (Salesmen). These salespeople will explore new markets, find and build rapport with new Customers. When the business relationships with the Customers have been established, the salespeople might be required to track the status of the Orders delivered to their associated Customers. They might even be able to create Orders on behalf of their Customers
  • Each Depot/Sun will have its own Salesmen User group
  • To know how to set up this type of User on the Web app, please refer to the following article: Salesmen
  • To know how the Salesmen use the Mobile app, please refer to the following article: Salesmen

Consumer

  • Consumers are the end-users who will ultimately consume the Products. When they have demand for certain Products, they will actively place Orders
  • To know how to set up this type of User on the Web app, please refer to the following article: Consumers
  • To know how the Consumers user the Consumer Mobile app to place Sales Order, please refer to the following article: Consumers

Manage User group

Locate User Group list

  • User groups are listed on Organizations > User Groups tab
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Create User Groups

  • You would notice that after an Organization is created, the Administrator User Group of that Organization will also be automatically created. The Administrator User Groups will have their User Group Code attribute equal to the Organization Code attribute plus the prefix AD-, and the User Group Name attribute equal to the Organization Name plus the prefix Admin_
  • For example: A Branch has the Organization Name Branch Hanoi and the Organization Code Branch_Hanoi. The User Group Administrators of that Branch will have the User Group Name Admin_Branch Hanoi and the User Group Code AD-Branch_Hanoi
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  • If you create the Depot using Web form, the Driver User Group would also be created automatically. They will have the User Group Code DELIVERER
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  • Apart from the User Groups that are automatically created, if you wish to create more User Groups, you need to create them manually using Web form. Please refer to the CRUD functions article to know the general steps about creating single objects using Web form
  • The User Groups of optional User Types (Salesmen; Consumer) will not be created automatically. You have to create those User Groups manually

User Group Information

  • Typically, the information of a User Group will be input in two sections:
  • 1 - Basic User Group Information Section. This section specifies the most essential information of the User Group such as User Group Code, User Group Name. Click here for instruction
  • 2 - Modules Section. This section specifies the modules that the User Group will have access to and the corresponding CRUD rights over the modules that are allocated to that User Group. Click here for instruction
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  • Apart from these two sections, there is also the Route Plan Rights Section. This section is intended for the Route Planner User Groups, which specifies the functions the Route Planner Users can perform to the Route Plan. Click here for instruction
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Basic User Group Information Section

  • Below is the list of basic information fields of a User group

Information field

Description & Input

Organization
(Required)

1. Description:
The organization which manages the User group being created
2. Input rules:
Click on this field. Input the Organization Name/Organization Code of the appropriate management organization into the search bar, then select from the drop down menu
Note:
If the user group being created is Driver/Salesmen user group, the management organization must be of the following types: Depot/Sun
If the user group being created is Consumer user group, the management organization must be of the following type: Manufacturer

Group Code
(Required)

1. Description:
Management code assigned to the user group being created
2. Input rules:
Format: Must not contain spaces
If the User group being created is Driver User group, input the following value into this field (All letters must be capitalized): DELIVERER
If the User group being created is Salesmen User group, input the following value into this field (All letters must be capitalized): SALESMAN
If the User group being created is Consumer User group, input the following value into this field (All letters must be capitalized): CONSUMER
Note:
When you create User Group using Web form, all letters of the Group Code will be automatically capitalized

Group Name
(Required)

1. Description:
Name of the user group being created
2. Input rules:
Format: Free-form

Description
(Optional)

1. Description:
Short introduction about the user group being created
2. Input rules:
Format: Free-form

Modules Section

  • This section is where you can set up the modules that the User Group can get access to, and the corresponding level of authority over those modules
  • Below is the description for each permission
  • Note: There are certain permissions that are not yet available for some modules

Module Permission

Permission Description

Create

Can create the resources of that module

Read

Can read the resources of that module

Update

Can update/edit the resources of that module

Delete

Can delete the resources of that module

View All

Can view the resources of that module from other Organizations of the same level

Export

Can export the resources of that module to Excel spreadsheet

All

All of the above permissions

Integration-Input

Can pull the resource of that module from external databases (TMS; ERP etc.) into Abivin vRoute database

Integration-Output

Can push the resource of that module from Abivin vRoute database to external databases (TMS; ERP etc.)

  • Furthermore, in order for the User Group of an upper-level Organization to view the resources of all lower-level Organizations below that upper-level Organization, you need to tick the Can see Children Organization checkbox
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  • Below are the essential rights you are recommended to set for each User Group of this model
  • Note: The Users who belong to the automatically created Administrator User Group of an Organization will always be able to see all resources of every lower level Organization of that Organization, regardless of whether the Can see Children Organization checkbox is ticked or not. For example, a User who belongs to the automatically created Administrator User Group of a Branch will always be able to see the resources of all Depots under that Branch
Manufacturer Administrator User group
  • The table below list the essential modules and permissions you need to enable for the Manufacturer Administrator User Group of this model

Module

Module Permission

Organizations

All

Reports

All

Roles

All

Users

All

Customers

All

Orders

All

Vehicle

All

Tasks

All

Task actions

All

  • Below are the optional permissions which can be enabled depending on your needs:
  • If you wish to use the function to retrieve Unplanned (Missing) Orders and Failed Orders from past dates, you also need to tick the Integration - Input checkbox of the Orders module
  • If your operation involves using Discounts and Promotions, tick the All checkbox of the Promotion module
  • If you wish to use the Convert Tool (Built-in) to convert your Delivery Order files to Abivin vRoute data format, tick the All checkbox of the Mapping Profile module
Depot/Sun Driver User group

Module

Module Permission

Organizations

Read

Tasks

Read
Update

Customers

Read

Products

Read

Orders

Read

  • If you want to allow the Drivers to actively rearrange the Stop sequence of their assigned Delivery Route right on their Mobile App (Read more here: Driver (Delivery Men)), then you'll need to navigate to the Other Permissions sub-tab and enable the Move Order/Stop permission
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Route Plan Rights Section
  • For the Route Planner (Dispatcher) User Groups (Of the Organization Types Manufacturer; Distributor; Branch), there are various functions related to the Route Plan that requires a dedicated setup section apart from the Module section above
  • Before going into details, there are some notes:
  • 1 - The automatically created Administrator User Group of the Manufacturer will always have full Route Planning permissions regardless of whether the functions in this section are enabled for that User Group or not
  • 2 - Some functions in this section will have the same effect as some configurations at some Organization Type (Mostly at the Branch). However, the configurations set up at the Organization will always have priority over the functions described in this section. For example, if you don't enable a function in this section but enable the configuration with the same effect at the Organization, then the Users can still use that function
  • 3 - Some functions in this section are only available on either Route Plan (Map View) or Route Plan (List View), not yet available on both modes
  • To access the Route Plan Rights setup section, on the Update Group form navigate to the sub-tab Other Permissions
  • To enable a function, simply tick its respective checkbox
  • To quickly enable all functions, tick the Route Plan checkbox
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  • Below is the list of all functions related to the Route Plan:

Route Plan Function

Description

Create

Available for: Map View and List View
The ability to generate the Route Plan

Read

Available for: Map View and List View
The ability to view the details of an optimized Route Plan
Important Note
This function is the most fundamental function. If this function is not enabled, no other function can be performed even if they are enabled

Delete

Available for: Map View and List View
The ability to delete/remove a Delivery Shift from the Route Plan
Same effect as the following Branch's configuration:
Enable Unlock And Remove Route

Export

Available for: Map View and List View
The ability to export the Route Plan

Optimize

Available for: Map View and List View
The ability to optimize the Route Plan

Lock Route

Available for: Map View and List View
The ability to lock the Delivery Routes within the Route Plan

Unlock Route

Available for: Map View and List View
The ability to unlock the locked Delivery Routes within the Route Plan
Same effect as the following Branch's configuration:
Enable Unlock And Remove Route

Finalize Route

Available for: Map View and List View
The ability to finalize the locked Delivery Routes within the Route Plan

Integration Output

Available for: List View
The ability to synchronize the finalized Route Plan to the external Transportation Management Systems

Close Trip

Available for: List View
The ability to 'close' the Delivery Trips within the Route Plan, confirming the Orders within the Delivery Trips have been completed

Change Driver

Available for: Map View and List View
The ability to change driver for the Delivery Shifts within the Route Plan

Change Vehicle

Available for: Map View and List View
The ability to change vehicle for the Delivery Shifts within the Route Plan

Move Order/Stop

Available for: Map View and List View
The ability to move the Orders within a Stop or an entire Stop to another position within the Route Plan; or move Unplanned (Missing) Orders into the Route Plan
Note
Moving Order is currently not available for Map View mode

Update Stop Location

Available for: Map View
The ability to update the coordinate information of a Stop within the Route Plan

Remove Order/Stop

Available for: Map View and List View
The ability to remove the Orders within a Stop or an entire Stop out of the Route Plan
Note
Removing Order is currently not available for Map View mode

  • After you have completed creating User groups, let's move on to create Users

Manage Users

Locate User list

  • The Users are listed on the Organizations > Users tab
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Create Users

  • You can create the Users via two methods: Webform and Excel import file

Method 1: Create a single User using the Webform

  • When you use the Webform to create a single User, you need to input the basic information fields of that User in the following sequence to ensure no mistake:
  • 1 - Organization Name
  • 2 - Group
  • 3 - Username
  • 4 - Password, Re-password
  • 5 - Email
  • 6 - Phone Number
  • 7 - Full Name
  • If the User being created is a Driver (Deliveryman), then apart from the basic information above, you also have to fill in some Driver-specific information fields. These information fields are described in the following section: Driver-specific information
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Method 2: Create multiple Users using the Excel file

  • You will notice that in the Excel file, there are no Password/Re-password fields like on the Webform. This is because upon uploading the Excel file onto the Web app, the system will automatically generate random passwords for each user and send the password to the Users' email addresses input in the Excel file. The Users have to use those random passwords to login to their accounts for the first time. After logging in, they can change their passwords to new ones (Note that the new passwords must adhere to the Strong Password rules)

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How to change password?

Basic User information

  • Below are the basic information of a User

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Apart from the information fields mentioned below, other information fields can be left blank during the creation/update processes

Information field

Description & Input

Organization Name (Webform); Organization Code (Excel File)
(Required Field)

1. Description:
The Organization which directly manages the User being created
2. Input rules:
Webform:
Click on this field. Input the appropriate Organization Name into the search bar then select from the drop-down menu
Excel File:
Copy the appropriate Organization Code on the Web app then paste into this cell
Notes:
When using the Webform, you can select multiple Organizations for a User. On the Excel file, however, you can only input one Organization Code per User
The Organization Code can be found under the "Organization Code" column in the "Organizations > Organizations" tab
If the user being created is a Driver (Deliveryman), the Organization must be of Depot or Sun type

Groups (Webform); User Group Code (Excel File)
(Optional Field)

1. Description:
The User Group(s) of the managing Organization in which the User being created belongs
2. Input rules:
Webform:
Click on this field. Input the appropriate User Group Name into the search bar, then select from the drop-down menu
Excel File:
Copy the appropriate User Group Code on the Web app then paste it into this cell
Notes:
In this model, one User can belong in multiple User Groups within its managing Organization
The User Group Name and User Group Code can be found under the "Group Name" and "Group Code" columns in the "Organizations > User Groups" tab
If you leave this cell blank in the Excel file, you will still be able to upload the file onto the system. However, after the file has been successfully imported, you will then need to manually allocate the Users into their appropriate User Groups via the Webform because without doing so the Users would not be able to perform anything

Username
(Webform + Excel import file)
(Required Field)

1. Description:
Username of the User being created. The User will use this username to login to the Web App/Mobile App
2. Input rules:
Format: Can contain letters, numbers, special characters (including spaces)

Password; Re-password
(Webform)
(Required Field)

1. Description:
The password of the User being created. The User will use this password to login to the Web app/Mobile app
2. Input rules:
The password must comply with the rules outlined in the following article: User Account Setup
Input the same password value into both the Password and Re-password fields
Notes:
These fields are not present in the Excel file. If you create the Users using the Excel file, the system will automatically generate random passwords for each User and send an email attached with the password to the Users' email addresses

Email
(Webform + Excel import file)
(Required Field)

1. Description:
The email address of the User being created
2. Input rules:
Input the correct, existing email address into this field/cell
Note when using Excel template:
You MUST remove all hyperlinks from the email addresses before uploading. Read this article for instruction: CRUD functions

Phone Number
(Webform + Excel import file)
(Required Field)

1. Description:
The phone number of the User being created
2. Input rules:
Format: Numbers only. Must not contain spaces and special characters
For example: "090 181 0800" or "090.181.0800" is invalid; "0901810800" is valid

Full Name
(Webform + Excel import file)
(Required Field)

1. Description:
Full name of the User being created
2. Input rules:
Format: Can contain letters, numbers, special characters (including spaces)

Driver-specific information

  • Apart from the basic information fields above, there will be some additional information fields for Users who are Drivers (Deliverymen). These fields are optional, however
  • On the Webform, these information fields will be visible when you click on the MORE CONFIGURATIONS text
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Information field

Description & Input

Vehicle Type (Webform); Type Of Vehicle (Excel File)
(Optional Field)

1. Description:
The Vehicle Type that the Driver being created will operate
One Driver can only operate one Vehicle Type
2. Input rules:
Webform:
Click on this field. Select the appropriate Vehicle Type from the drop-down menu
Excel file:
If you use the default Vehicle Types of this model (Truck; Semi-truck and Motorbike), then input as follows:
If the User being created operates trucks, input the following value: "truck". Omit the quotation marks when inputting
If the User being created operates semi-trucks, input the following value: "semi-truck". Omit the quotation marks when inputting
If the User being created operates motorbikes, input the following value: "bike". Omit the quotation marks when inputting
If you use custom Vehicle Types, copy the appropriate Vehicle Type Code from the Web app then paste it into this cell
Notes:
The Vehicle Type Code can be found under the "Type Code" column in the "Transportation > Vehicle Types" tab
In the Excel file, this value is case sensitive. Do not input values such as: Truck; BIKE
With the default Vehicle Types, this value must always be input in English as shown above. Do not input in any other language, for example, Xemay; Xetai

Position
(Webform + Excel File)
(Optional Field)

1. Description:
Position of the driver being created in the driver user group
2. Input rules:
Web form:
Click on this field then choose from the drop down menu
Excel template:
Input the following value into the cell if the driver being created is a Light duty truck driver: "LDD". Omit the quotation marks when inputting
Input the following value into the cell if the driver being created is a Heavy duty truck driver: "HDD". Omit the quotation marks when inputting
Input the following value into the cell if the driver being created is the leader of the driver group: "Driver Leader". Omit the quotation marks when inputting
Input the following value into the cell if the driver being created is a driver who normally operates motorbikes: "Delivery Man". Omit the quotation marks when inputting
Note when using Excel template:
This value is case-sensitive. You must input one of the values as shown above into the cell

Driver License Number
(Webform + Excel File)
(Optional Field)

1. Description:
Driver license number of the driver being created
2. Input rules:
Format: Must not contain spaces

License Class
(Webform + Excel File)
(Optional Field)

1. Description:
License class of the driver being created
2. Input rules:
Web form:
Click on this field. Select the appropriate license class from the drop down menu
You can select more than one value, meaning the driver being created has more than one license class
Excel template:
Input license class like on Web form into the cell
If the driver being created has more than one license class, separate two adjacent license classes only by commas. Do not add spaces
For example: The driver being created has two driver licenses of class A and class B. Input the following value into this cell: A,B

Medically Cleared
(Webform + Excel File)
(Optional Field)

1. Description:
Specify whether the driver being created has passed the required medical examination of your organization or not
2. Input rules:
Web form:
Click on the check box if the user being created has passed required medical exams
Excel template:
Input the following value into the cell if the driver being created has passed required medical examination: TRUE
Input the following value into the cell if the driver being created has not passed required medical examination: FALSE
Note when using Excel template:
This field is case sensitive. You must input one of the exact values above into this cell

Secret
(Webform)
(Optional Field)

1. Description:
Secret of the driver being created
2. Input rules:
Format: Free-form

sub scription Code
(Webform)
(Optional Field)

1. Description:
Subscription Code of the driver being created
2. Input rules:
Format: Free-form

sub scription Expiry
(Webform)
(Optional Field)

1. Description:
Subscription Expiry date of the driver being created
2. Input rules:
Format: Free-form

Change Active Status of Driver Users

  • Besides the Organizations > Users tab, the driver users also have a dedicated tab, Transportation > Drivers. On this tab, you can change their Active Status
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  • By default, after being created, all drivers will have the Active Status Active, represented by the icon under the column Active. This means the drivers can be selected to operate the vehicles during the Route Plan optimization process
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  • To change the active status of a driver, click on that icon. When that icon turns to , that means the Active Status of the driver has been switched to Inactive, which means that driver will not appear anymore in the Route Plan optimization process, unless prior to this you have locked a Delivery Shift with that driver

Beginner's Guide

After creating an organizational chart (you can see the tutorial for beginners here), you can proceed to the next step in the Route Optimization Process: Creating users. In this tutorial, we will determine users as drivers.

Create a User Group

  • Below are the simple steps on how to create a Driver user group using Web form:

  • Step 1: Navigate to Organizations > User Group tab.

  • Step 2: Click on the symbol Create (the symbol).

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  • Step 3: Input information to complete the Group Information section. There are 3 required fields:
  • Group Code: Input the following value: SAMPLE-DELIVERER
  • Organization: The organization type must be Depot/Sun: Sample Depot
  • Group Name: Input the name of the Driver user group: Sample Deliverers
  • Example:
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  • Step 4: In the Configurations section, set up the modules that the Driver User Group can get access to, and the corresponding level of authority over those modules by ticking the boxes:
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  • Step 5: Click SAVE
  • Beside Web form, Excel files can be used to create a Driver user group. Here are the steps to import an Excel file into the system:
  • Step 1: Navigate to Organizations > User Group tab.
  • Step 2: Click on the symbol Import.
  • Step 3: Choose the Excel you want to import by dropping it to the area or clicking the area.
  • Note: The chosen file must be in the right format and contain required fields (Group Code, Organization, Group Name). You can also download a sample with a correct format provided by us. To do this, click DOWNLOAD SAMPLE. Then you can paste your data onto the sample file.

Create a User

Next, here are the steps you should follow to create a user (driver)

  • Step 1: Navigate to Organizations > Users tab.
  • Step 2: Click on the symbol Create (the symbol).
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  • Step 3: Fill in information to complete the User information section. These are the required fields:
  • Organization Name: Input the organization in which the user being created belongs: Sample Depot
  • Username: Input the username the driver will use to login to the Web app/Mobile app
  • Phone Number: Input the phone number of the driver being created
  • Full Name: Input the full name of the driver being created
  • Password/Re-password: Input the password the driver will use to login to Web app/Mobile app. The password must follow password rules
  • E-mail: Input the e-mail address of the driver being created. After being created, each new user will receive a email attached with a random password. The user must use that password to log in their account on the first time. After successfully logging in, they can freely change the password as instructed in the following article: Change login password
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  • Vehicle: Click MORE CONFIGURATIONS for the Vehicle field to be shown, then click on vehicle assigned to the driver.
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  • Step 4: Click SAVE

What's Next
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