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View only and Administer access

logisticaHQ Client Portal
View only and Administer access

Your warehouse decides, person by person, what you can see in the Client Portal and whether you can change anything. This page explains the two kinds of access, lists every access switch and says what each one gives you. It is for everyone who uses the portal.

The two kinds of access

Your warehouse sets your access in two boxes on your user: View only and Administer.

  • View only means what you may look at. You can open the pages and read them, search and filter lists, and export lists to Excel. You cannot create or change anything.
  • Administer means what you may create or change. It adds buttons such as New order, New purchase order, New product, New customer, New vendor and Import from Excel, and it lets you change records and save the changes.

What View only looks like

  • The pages for a product, a customer and a vendor show their values as plain text. No input box of any kind is drawn, not even a greyed-out one, and an empty value shows a dash. Sales order and purchase order pages are plain text for everyone; a view-only user simply has no button to edit them.
  • A blue note at the top of the page says: You have view-only access to this section. Contact your warehouse provider if you need to make changes. It appears on product, customer, vendor, sales order and purchase order pages.
  • There are no create, save or import buttons, and the buttons to add or remove an address on a customer are hidden.
  • Lists keep their search box, filters, columns, Refresh and export buttons. They lose New ... and Import from Excel.
  • Sales orders work slightly differently. The order pages show no blue note. Without Place outbound orders you simply have no New order button, no Edit order button on an order's page, and the order editor shows You don't have access to this section.
  • You cannot upload or replace a product image. The Upload image button is shown only with Manage Products, and the portal refuses an upload from a view-only user as well.

A product page with the blue view-only note and values shown as text

A product page for a user with View only access.

What Administer adds

  • The New ... buttons on the lists and on the Dashboard.
  • Buttons to create and update records, and the boxes to type in.
  • Import from Excel for Products, Customers and Vendors. People without the matching Administer access who open an import address see You don't have access to this section.
  • For Customers, adding and removing addresses. For Products, uploading the product image.

The Products list with the New product and Import from Excel buttons

The Products list for a user with Administer access.

Administer includes View

An Administer switch also allows you to look at the same area, so you never need both. For example, Manage Products lets you see the product list even if View Products is off. When your warehouse turns on an Administer switch, its matching View switch is shown as on and locked, with the note Included with and the name of the Administer switch beside it. Your warehouse cannot switch it off while the Administer switch is on.

These five Administer switches are the only cases where one switch includes another. Everything else is independent. View Dashboard, View Inventory, View Invoices and View reports do not include one another, and no View switch ever lets you create or change anything. For example, Place outbound orders does not give you View Inventory or View Products.

All 14 access switches

Your warehouse sees these switch names on your user, in the card Portal access. You do not see the switches yourself. Your menu shows the result.

SwitchBoxWhat it lets you see or do
View DashboardView onlyThe Dashboard item and the page you land on after sign-in. Each panel on the Dashboard also needs its own switch below. With only this switch the Dashboard says Nothing to show yet. Ask us to enable more of your portal to see KPIs here.
View InventoryView onlyReports > Inventory, and the product, bin and license plate pages you open from it. On the Dashboard: the panels for units on hand, active SKUs and Inventory by warehouse.
View orders & shipmentsView onlySales > Sales orders and Closed Sales orders, and each order's page. On the Dashboard: the shipment, order status, on-time shipments and recent activity panels.
View Purchase ordersView onlyPurchasing > Purchase orders and Closed Purchase orders, and each purchase order's page, as read-only. The purchase order panels on the Dashboard need Create Purchase orders.
View InvoicesView onlyInvoices and each invoice's page, with the PDF and Excel downloads. Only posted Invoices are shown. On the Dashboard: the View Invoices button and the last posted invoice in recent activity.
View reportsView onlyReports > Inventory detail, Bulk Inventory and Expiry. On the Dashboard: the expiring tile.
View ProductsView onlyMaster data > Products, with each product's page as read-only.
View CustomersView onlyMaster data > Customers, with each customer's page as read-only.
View VendorsView onlyMaster data > Vendors, with each vendor's page as read-only.
Place outbound ordersAdministerThe New order button on the Sales orders list and the Dashboard, the order editor, and the Edit order button for orders that can still be changed. Includes View orders & shipments.
Create Purchase ordersAdministerThe New purchase order button on the Purchase orders list and the Dashboard, and the purchase order editor. Includes View Purchase orders. Also shows the purchase order panels on the Dashboard.
Manage ProductsAdministerCreate, change and import Products, and upload product images. Includes View Products.
Manage CustomersAdministerCreate, change and import Customers, and add or remove their addresses. Includes View Customers.
Manage VendorsAdministerCreate, change and import Vendors. Includes View Vendors.

Good to know

  • The stock section of the Dashboard needs both View Inventory and View reports. With only one of them, the stock figures do not appear. See Dashboard.
  • Closed Sales orders and closed Purchase orders use the same switch as the open ones.
  • Draft Invoices are never shown, whatever your access.
  • If you have no access at all, you can sign in but the portal shows only You don't have access to this section.

Changing your access

You cannot change your own access. If you need to see more, or to create or change something, ask your warehouse to change your access. The warehouse side of this is described in Portal access switches.

Related pages

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