This article describes the various access rights (including the ability to view, modify, or make purchases for an organization) that can be provided to an eWeb user affiliated with one or more organizations on their eWeb profile. With the help of the DefaultEWebBillingCustomerToOrganization system option and the Individual/Organization relationship type configuration, different scenarios are described in the article that will help you understand how the system behaves in various configurations.
Relationship Type configuration
An Individual Record with Multiple Organizations
Scenario 1
- Individual/Organization Relationship Type grants no Organization Access
- Relationship to Organization is the Individual’s Primary Relationship (does not impact organization management functionality)
- DefaultEWebBillingCustomerToOrganization system option = true
This relationship is not giving any permission in the eWeb section, and hence the user will not be able to view, edit, and shop on behalf of their organization in eWeb.
Example: Note that Community Brands is not listed under the Organizations You Manage child form. Here, Community Brands is Primary Organization but cannot make any changes because Organization Access flag is not set on the Relationship Type form.
eWeb > My Account tab > My Profile form
On the Organization Information form:
- The Edit Organization button is disabled.
- The View Transactions button is disabled.
- The Organization Roster child form is not available.
Change Customer form
As the system option DefaultEWebBillingCustomerToOrganization is set to true (in this scenario) the Primary Organization name is mentioned in the Welcome note in the header. But the same organization is not listed in the shop as - bill to drop-down field on the Change Customer form as the relationship type do not grant the Shop for Organization access.
If the DefaultEWebBillingCustomertoOrganization set to false, the Welcome note will display following note:
‘Welcome, you are signed in and shopping as Individual’s First + Last Name’
User can still update the shop as - bill to information as needed using the link in the Welcome note.
Choosing between Organizations You Manage
If an eWeb user has access to multiple organizations, then they will have an option to change organizations to manage by using the following two ways:
User can do it from the My Profile page by clicking the Edit button on the desired organization record available on the Organization You Manage child form.
The other way is to access it from the Organization Information page by clicking the Change organizations link.
Scenario 2
- Individual/Organization Relationship Type grants Organization Access Only
- Relationship to Organization is not the Individual’s Primary Relationship (does not impact org management functionality)
- DefaultEWebBillingCustomerToOrganization system option = true
This relationship is only giving Organization Access permission in the eWeb section, and hence the user will only be able to view organization information in eWeb.
On the Organization Information form:
- User can only view the organization information.
- The Edit Organization button is disabled.
- The View Transactions button is disabled.
- The Organization Roster child form is not available.
Change Customer form
As the system option DefaultEWebBillingCustomerToOrganization is set to true (in this scenario) the Primary Organization name is mentioned in the Welcome note in the header. But the organization (ABC Company in this scenario) is not listed in the shop as - bill to drop-down field on the Change Customer form as the relationship type only has view access.
Scenario 3
- Relationship Type grants Organization Access + Organization Edit permissions
- Relationship to Organization is not the Individual’s Primary Relationship (does not impact org management functionality)
- DefaultEWebBillingCustomerToOrganization system option = true
- Individual is not the Organization Primary Contact
This relationship is only granting Organization Access and Edit permissions in the eWeb section, and hence the user will only be able to view and edit the following information in eWeb.
On the Organization Information form:
- User can view the organization information.
- The Edit Organization button is disabled. (not an Organization Primary Contact)
- The View Transactions button is disabled.
- The Organization Roster child form is visible and editable
Organization Roster allows eWeb user to:
- Add New individuals to the roster
- Edit Individual roster (Note that the same form is used for both Add New and Edit Individual buttons.)
- Edit Relationship
Clicking the Add New button:
Clicking the Edit Individual button will prepopulate individual’s information:
Clicking the Title link on a record on the Organization Roster child form or clicking the Edit Relation button will redirect the user to the Edit Roster|Edit Individual form.
This form allows the user to update the title and the relationship type. This form also allows the user to end the relation using the End Relation button.
Change Customer form
As the system option DefaultEWebBillingCustomerToOrganization is set to true (in this scenario) the Primary Organization name is mentioned in the Welcome note in the header. But the organization (Abila Company in this scenario) is not listed in the shop as - bill to drop-down field on the Change Customer form as the relationship type only has view and edit access to the affiliated organization.
Scenario 4
- Relationship Type grants Organization Access + Organization Edit permissions
- Relationship to Organization is not the Individual’s Primary Relationship (does not impact org management functionality)
- DefaultEWebBillingCustomerToOrganization system option = true
- Individual is the Organization Primary Contact
On the Organization Information form:
- User can view the organization information.
- The Edit Organization button is enabled. (Org Primary Contact)
- The View Transactions button is disabled.
- The Organization Roster child form is visible and editable
Clicking the Edit Organization button will display the Edit Your Organization form. The Edit Your Organization form allows the user to update the following information:
- General Organization Information
- Change Primary Contact
- Update Address Information
Scenario 5
- Relationship Type grants Organization Access + Shop for Organization permissions
- Relationship to Organization is not the Individual’s Primary Relationship (does not impact org management functionality)
- DefaultEWebBillingCustomerToOrganization system option = true
- Individual is not the Organization Primary Contact
On the Organization Information form:
- User can view the organization information.
- The Edit Organization button is disabled. (not an Organization Primary Contact)
- The View Transactions button is enabled.
- The Organization Roster child form is visible but not editable.
View Transactions
Clicking the View Transactions button will display My Organization Transactions form.
This organization does not have any transactions yet:
Note that the Shopping Cart gets emptied when the user performs Change Customer option.
Shopping Cart becomes empty when the user update the shop as - bill to field on the Change Customer form.
The Welcome note in the header gets updated to the selected option.
Important: When shopping on behalf of an organization (either shopping as an individual and billing to the organization or shopping as and billing purchases to the organization), the Total credit available shown in the Payment Information section of the Shopping Cart | Payment form indicates the credits belonging to the organization, not the personal credits of the user.
Note that in eWeb, the credits available for use as a payment option are controlled by the AllowCreditsToBeUsedOn_eWeb system option. The credits can only be utilized as a payment method in eWeb if the system setting is enabled to true.
Important: When shopping on behalf of an organization (either shopping as an individual and billing to the organization or shopping as and billing purchases to the organization), the Saved and Preferred Payment Methods fields on the Shopping Cart | Payment form will display information from an individual's record.
After purchase completes, the Welcome note in the header updates and the Shopping as and Billing to revert to default setting (same as initial login).
The Billing/Shipping Information section will display the organization name in the Customer name and Billing name fields.
View Transactions
The eWeb user can view the transactions in the Purchased Products and Memberships child form under My Organization Transactions form.
Scenario 6
- Relationship Type grants Organization Access + Organization Edit + Shop for Organization permissions
- Relationship to Organization is not the Individual’s Primary Relationship (does not impact org management functionality)
- DefaultEWebBillingCustomerToOrganization system option = true
- Individual is not the Organization Primary Contact
This scenario is combines the Scenarios 3 and 5 where an eWeb user can perform following tasks on the Organization Information page.
On the Organization Information form:
- User can view the organization information.
- The Edit Organization button is disabled. (not an Organization Primary Contact)
- The View Transactions button is enabled.
- The Organization Roster child form is visible and editable.