alphabet view
TRANSCRIPT
Alphabet ViewTraining material- External version -
Alphabet View User Guideline
Alphabet ViewTraining material- External version -
Alphabet View User Guideline
Registration Process
LoginAlphabet View
DashboardOverview
Dashboard Functionalities
1 2 3 4 5
Reporting Area
User Management
Search Contract
Reporting Area – ReportSubscription
Reporting Area – Copy
Report
10 9 7 68
Reporting Area – Create
Individual Reports
Alphabet ViewTable of Contents
LoginAlphabet View
DashboardOverview
Dashboard Functionalities
2 3 4 5
Reporting Area
User Management
Search Contract
ReportSubscription
Copy Report
10 9 7 68
Reporting Area – Create
Individual Reports
Alphabet ViewChapter 1 – Registration Process
Registration Process
1
Alphabet View User Guideline 5
In order to receive access to Alphabet View, please get in touch with your responsible contact person at Alphabet.
Then, we will create your user account in the system and you will receive an automatic email with your access token.
Registration process 1
Alphabet View User Guideline 6
After your account was activated in our system you will receive an email with the content shown in the picture.
Please note that the password token is only valid for five days.
Registration processE-Mail with access token
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Alphabet View User Guideline 7
To continue the registration process and to assign a password, please click „Please set a password“ (1) in your email.
Registration processE-Mail with access token
1
(1)
Alphabet View User Guideline 8
After you click the corresponding link, you will be forwarded to the following website:
The following requirements should be taken into consideration before setting a password:
1. At least two of the three following requirements should be taken into account:
− One small letter− One number− One special character
Registration processSet password(1/2)
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Registration processSet password(2/2)
Alphabet View User Guideline 9
2. Allowed special characters are: -./',;&@#*()_+:„
3. At least 8 characters
4. Max. 40 characters
Please enter your password in the provided field (1) and then confirm your input in the following field below (2)
1
(1)
(2)
Registration Process
LoginAlphabet View
DashboardOverview
Dashboard Functionalities
3 4 5
Reporting Area
User Management
Single Contract View
Reporting Area – ReportSubscription
Reporting Area – Copy
Report
10 9 7 68
Reporting Area – Create
Individual Reports
Alphabet ViewChapter 2 – Login to Alphabet View
21
Registration processFirst Login
Alphabet View User Guideline 11
After you set your password you need to manually open the Alphabet View Log-In Page.
For the Log-In to Alphabet View, please use:
https://view.alphabet.com
Please enter your email address (1) and your assigned password (2) in order to access the system.
(1)
(2)
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Registration and access dataFirst Login – Terms and conditions agreement
Alphabet View User Guideline 12
Before you can start using Alphabet View, you will be prompted to accept Alphabet privacy policies and terms of use.
Please tick in the checkboxes that you accept terms and conditions (1) and confirm your input with the button „Continue“ (2)
1
(1) (2)
Registration Process
LoginAlphabet View
DashboardOverview
Dashboard Functionalities
1 4 5
Reporting Area
User Management
Single Contract View
ReportSubscription
Copy Report
10 9 7 68
Reporting Area – Create
Individual Reports
Alphabet ViewChapter 3 – Dashboard Overview
2 3
Dashboard Overview
Alphabet View User Guideline 14
After logging in to Alphabet View, you will always find yourself in the Dashboard area of Alphabet View. From here you have an access to different system functionalities.
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Dashboard Overview
Alphabet View User Guideline 15
In the Dashboard you will find the following information:
1. The logged-in user (1)
2. Individual contract Search (2)
3. Navigation bar(Dashboard / Reports / Archive) (3)
4. Different Dashboard Tiles (4)
(1) (2)(3)
(4)
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Dashboard Overview
Alphabet View User Guideline 16
The following dashboard tiles will be shown on the first Dashboard page:
– Fleet Development
– Fleet Split (current year)
– Contract Duration & Mileage
– Expected Terminations
To navigate between the dashboard pages, please use the arrows on the top (1).
(1)
3
Alphabet View User Guideline 17
The following dashboard tiles will be shown on the first Dashboard page:
– Fleet Split (last year)
– Fleet Split (current year)
– Expected Deliveries
– Fleet Development (based on the CO2 consumption data)
To navigate between the dashboard pages, please use the arrows on the top (1).
Dashboard Overview 3
(1)
Registration Process
LoginAlphabet View
Dashboard Overview
Dashboard Functionalities
1 2 5
Reporting Area
User Management
Single Contract View
Reporting Area – ReportSubscription
Reporting Area – Copy
Report
10 9 7 68
Reporting Area – Create
Individual Reports
Alphabet ViewChapter 4 – Dashboard Functionalities
43
Dashboard FunctionalitiesDetailed Overview(1/2)
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Alphabet View User Guideline 19
With a simple mouse click, you are able to get a detailed overview of various dashboard areas. Such an overview differentiates, depending on different segments.
In this training material we will go through the Fleet Split as an example.
Alphabet View User Guideline 20
After you have clicked in the Dashboard on “Fleet Split” area, the following screen will appear.
– Filter Section (1)
– Legend (2)
– Diagram Display (3)
– Show Detailed Data (list) (4)
– Download Data as an Image File (5)
– Reset / Apply Filters (6)
– Save for Dashboard (7)
(1)
(2)
(3)
(5)(4)
(6) (7)
Dashboard FunctionalitiesDetailed Overview (2/2)
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Dashboard FunctionalitiesFilter Field
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Alphabet View User Guideline 21
In the filter area you can apply a necessary filter for the current display (1).
If you would like to apply new filters to the display, please press the button “Apply Filters”(2) or “Reset Filters” (2) to get back to the initial parameters.
(1)
(2)
Dashboard FunctionalitiesLegend
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Alphabet View User Guideline 22
In the legend (1) you can see a description of certain colored elements (2) of the relevant diagram (pie chart or bar chart).
(1)(2)
Dashboard FunctionalitiesDiagram
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Alphabet View User Guideline 23
By clicking on any area of the diagram you are able to get a more detailed overview.
(For example, by clicking on the BMW area of the diagram, you will get a split by Model for the brand BMW)
(1)
Dashboard FunctionalitiesDownload Data as an Image File
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Alphabet View User Guideline 24
You can download a current diagram as a PNG file.
For this, please click on the button (1) and the downloading process will be started automatically.
(1)
Dashboard FunctionalitiesShow Detailed Data (1/2)
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Alphabet View User Guideline 25
In order access the data included in the chart, please click the “Show Data” button (1) and you will receive a list of the relevant contracts included in the overview that can be also downloaded as an Excel file.
(1)
Dashboard FunctionalitiesShow Detailed Data (2/2)
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Alphabet View User Guideline 26
You will receive an overview with the requested data (1)(max. 100 rows are shown)
By clicking on “Download Excel File” (2) the system will create a report covering all filtered contracts.
(1) (2)
Dashboard FunctionalitiesCustomize Dashboard
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Alphabet View User Guideline 27
Using the functionality “Save for Dashboard” (1) you can save your preferred filter settings as default values for the selected dashboard tile.
(1)
Registration Access data
LoginAlphabet View
Dashboard Overview
Dashboard Functionalities
1 2 3
Reporting Area
User Management
Single Contract View
Reporting Area – ReportSubscription
Reporting Area – Copy
Report
10 9 7 68
Reporting Area – Create
Individual Reports
Alphabet ViewChapter 5 – Reporting Area
54
Reporting AreaOpen Reporting Area
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Alphabet View User Guideline 29
Using the button “Reports” (1) in the header of Alphabet View, you can access the reporting area.
(1)
Reporting AreaOverview (1/3)
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Alphabet View User Guideline 30
The reporting area contains a list of all available reports in Alphabet View.
The following information will be shown.
– Report name (1)
– Category (2)
– Subject Area (3)
– Created By (4)
– Last Modified (5)
(1) (2) (3) (4) (5)
Reporting AreaOverview (2/3)
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Alphabet View User Guideline 31
– Report Name: (1)Name will be assigned during the report creation.
– Category: (2)Alphabet = Official report provided by Alphabet
− Private = Private report, only visible to the user
– Subject Area: (3)Defines the overall reporting area of the report (e.g. contract details, fuel, damages, …)
(1) (2) (3)
Alphabet View User Guideline 32
– Created By: (1)List the respective creator of the report.
– Last Modified: (2)Here you can see when the last modifications were made.
Reporting AreaOverview (3/3)
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(1) (2)
Create and Download ReportOverview
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Alphabet View User Guideline 33
When opening an existing report from the list the following overview will be displayed.
– Filter Section (1)
– Report Definition and Structure (2)
– Download Excel File (3)
(1) (2)
(3)
Create and Download ReportFilter Settings
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Alphabet View User Guideline
The filter section provides different filter setting in order to adjust the reported information.
Standard Alphabet reports use predefined filter settings (e.g. Contract Status) which cannot be modified by users.
Especially for the reporting on transactional data (e.g. Fuel), it is important that filters are adjusted before downloading the report. Otherwise, the report will include all available transactions which may lead to increased waiting time.
(1)
Create and Download ReportReport Structure
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Alphabet View User Guideline 35
In this area, you can see the data fields included in the Report. (2)
The representation reflects the columns in the downloaded file. For clarity, data on this page is allocated vertically, in the final version of the report, all the data, of course, will be displayed horizontally.
(2)
Create and Download ReportDownload Excel File
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Alphabet View User Guideline 36
By clicking on the button “Download Excel File” (3) the system creates the report based on the applied filters and included data fields.
(3)
Registration Access data
LoginAlphabet View
Dashboard Overview
Dashboard Functionalities
1 2 3 4
Reporting Area
User Management
Single Contract View
Reporting Area – ReportSubscription
Reporting Area – Copy
Report
10 9 78
Reporting Area – Create
Individual Reports
Alphabet ViewChapter 6 – Reporting Area – Create Individual Reports
5
6
Alphabet View User Guideline 38
Create individual reportsOpen Reporting Section
Alphabet View offers the functionality to create individual reports based on available subject areas.
If you would like to create a new report, please click on the button “Create New Report” (1) after opening the Report Section (2).
(2) (1)
Alphabet View User Guideline 39
Create individual reportsSelect Subject Area
As starting point for the report definition, please select the respective reporting area available in the system.
Create individual reportsOverview - Report Editor
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Alphabet View User Guideline 40
After choosing the subject area, the Report Editor opens:
The Editor consists of the following elements :
– Report Name (1)
– Filter Section (2)
– Report layout (3)
– Data field Editor (4)
(1)
(2)(3) (4)
Create individual reportsReport Name and Description
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Alphabet View User Guideline 41
Using the “pencil” icon (1) you can edit the name and short description of your report.
(1)
Create individual reportsChange Filter Settings
6
Alphabet View User Guideline 42
Using the Filter Editor, you can apply different filter settings for your report.
Please keep in mind that
a) In contrast to Alphabet reports all filters are open
b) Filters set in the Editor are not editable if you want to run your individualized report
Create individual reportsChange report structure (1/6)
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Alphabet View User Guideline 43
When you create a new report Alphabet View will always suggest a standardized report layout per subject area.
Create individual reportsChange report structure (2/6)
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Alphabet View User Guideline 44
Use the button “Edit Structure” in order to open the data field editor and to create your individual report.
Create individual reportsChange report structure (3/6)
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Alphabet View User Guideline 45
The data field editor consists three major elements:
– Available Reports Fields (1)
– Included Data Fields (2)
– Apply Structure (3)
(1) (2) (3)
Create individual reportsChange report structure (4/6)
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Alphabet View User Guideline 46
In the section “Available Report Fields” you will find an overview on all available data fields in the selected subject area grouped by main and sub categories.
Data fields can be included in the report simply by “dragging and dropping” (1).
(1)
Create individual reportsChange report structure (5/6)
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Alphabet View User Guideline 47
In the area “Edit Report Structure” you can adjust the order of the data fields or delete them from your individual report definition:
– Order:The order of the data fields can be changed by “Drag and Drop”
− Removal:The data fields can be removed from contents by clicking “X” (1)
(1)
Create individual reportsChange report structure (6/6)
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Alphabet View User Guideline 48
If you are satisfied with the data fields chosen for your report, please click on the button “Apply Structure”.
Subsequently, you will find yourself on the page with filter settings for the report again.
Please note that the report structure is not yet saved after leaving the data field editor.
Create individual reportsSave Report
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Alphabet View User Guideline 49
After all the settings have been applied for the report, you can save the final version of your report by clicking the button “Save” (1).
(You can also download the report as an Excel file).
In order to leave the page, please click on the “arrow” in the upper left corner, next to the name of the report (2).
(2)
(1)
Registration Access data
LoginAlphabet View
Dashboard Overview
Dashboard Functionalities
1 2 3 4 5
Reporting Area
User Management
Single Contract View
Reporting Area – ReportSubscription
Reporting Area – Copy
Report
10 9 78
Reporting Area – Create
Individual Reports
Alphabet ViewChapter 7 – Reporting Area – Copy Report
6
Reporting AreaCopy Report (1/2)
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Alphabet View User Guideline 51
If you would like to tailor a predefined Alphabet report to your individual needs you can achieve this by creating a private copy of the report in order to apply changes.
Reporting AreaCopy Report (2/2)
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Alphabet View User Guideline 52
Please choose the preferred report, and then select the option “Copy” in the lower right corner (1).
After clicking the button “Copy”, the system will take over entire settings from the initial report and open the Report Configurator.
A description on the Configurator can be found in the Chapter “Create individual reports”
Important: Do not forget to save the report at the end! (1)
Registration Access data
LoginAlphabet View
Dashboard Overview
Dashboard Functionalities
1 2 3 4 5
Reporting Area
User Management
Single Contract View
Reporting Area – ReportSubscription
Reporting Area – Copy
Report
10 9 68
Reporting Area – Create
Individual Reports
Alphabet ViewChapter 8 – Reporting Area – Report Subscription
7
Reporting AreaReport Subscription (1/6)
8
Alphabet View User Guideline 54
Alphabet View offers the functionality to subscribe to reports in order to receive time automatically in certain timely frequency.
If you would like to subscribe to a report, please proceed as follows:
Choose a preferable report from the provided list.
Reporting AreaReport Subscription (2/6)
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Alphabet View User Guideline 55
After you have opened the requested report, please click on “Scheduling” (1).
Subsequently, you will see a new page with the subscription settings.
(1)
Reporting AreaReport Subscription (3/6)
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Alphabet View User Guideline 56
In the Scheduling tab you are able to select the preferred frequency (1):
− Weekly
− Monthly
− Quarterly
(1)
Reporting AreaReport Subscription (4/6)
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Alphabet View User Guideline 57
If you would like to create a subscription for a report in the “Fuel” area, you should choose a time period that should be also taken into account in the report.
You have the following alternatives:
– Last 7 days
– Last 30 days
– Last 90 days
– Since the beginning of the year
Reporting AreaReport Subscription (5/6)
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Alphabet View User Guideline 58
As soon as you have scheduled a report for the desirable period of time, you will receive an automatic email from our system informing you about the subscribed report.
If you would like to open the subscribed report, please click on your start page on the button “Archive”. (1)
(1)
Reporting AreaReport Subscription (6/6)
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Alphabet View User Guideline 59
After you have clicked on the button “Archive”, you will receive an overview of the reports, that were created via the scheduling function.
You can choose any report (1) and download it by clicking on the button “Download selected Reports” (2).
(1)
(2)
Registration Access data
LoginAlphabet View
Dashboard Overview
Dashboard Functionalities
1 2 3 4 5
Reporting Area
User Management
Single Contract View
Reporting Area – Report Subscription
Reporting Area – Copy
Report
10 9 6
Reporting Area – Create New Report
Alphabet ViewChapter 9 – Single Contract View
78
Single Contract ViewSearch Contract
9
Alphabet View User Guideline 61
Using the search box on the upper right(1), you can look up particular contracts in the system.
You can search for a contract using to the following criteria:
– Contract number (at least 3 characters)
– Registration number
– Driver name
(1)
Single Contract ViewSearch Results
9
Alphabet View User Guideline 62
After you have typed your search criteria in the field, you will receive a list with the corresponding search results.
The following information will be shown:
– Driver‘s name (1)
– General contract information (2)
– Customer information (3)
In order to open the Single Contract View for a specific contract, please click on the respective line in the search result.
(1) (2) (3)
Single Contract ViewOverview
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Alphabet View User Guideline 63
The Single Contract View provides detailed information per contract in a standardized way:
− General Information (1)
− Navigation Bar (Contract, Vehicle, Lease Rate) (2)
− Contents of each information tab of the bar (3)
(1)
(2)(3)
Single Contract ViewContract Information
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Alphabet View User Guideline 64
Per default, the Contract Information tab is preselected, which provides the following information:
– Driver’s name
– Cost Centre
– Contract Start/End Date
– Contract Term
– Mileage Details
– Co2 Emissions
Single Contract ViewVehicle Information
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Alphabet View User Guideline 65
The “Vehicle” tab provides detailed information on the vehicle attached to the contract:
– Standardized Vehicle description
– Price Information
– Vehicle Type
– Fuel Type
– Co2 Emission and Consumption Details
– Registration Date
– VIN/Chassis Number
– …
Single Contract ViewLease Rate Information
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Alphabet View User Guideline 66
The “Lease Rate” Tab provides information regarding the lease rates for the vehicle and the different services.
Registration Access data
LoginAlphabet View
Dashboard Overview
Dashboard Functionalities
1 2 3 4 5
Create Report
User Management
Single Contract View
Report Subscription
Copy Report
10 68
Create New Report
Alphabet ViewStep 10 – User Management
79
User ManagementOverview (1/2)
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Alphabet View User Guideline 68
The user management application within Alphabet View stores your user profile and your personal information. It also allows you to create and maintain user accounts for other accounts in your company.
In order to access your User Management of Alphabet View, please click on your name and then choose the option “User Management” (1).
(1)
User ManagementOverview (2/2)
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Alphabet View User Guideline 69
The User Management consist of three main pages, accessible in the Navigation bar:
– Personal Data (1)
– Register User (2)
– Search User (3)
To go back to Alphabet View, you can either use the respective button (4) or open the Application overview (5).
(1) (2) (3) (4) (5)
User ManagementPersonal Data
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Alphabet View User Guideline 70
Within the tab “Personal Data” your user profile for Alphabet View is stored:
– Your Name (1)
– Your Email (login ID) (2)
– User Role in Alphabet View (3)
(1)
(2)(3)
User ManagementUser Registration (1/7)
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Alphabet View User Guideline 71
Alphabet View offers the possibility to create additional Mobility Manager Accounts for your company.
Therefore, it uses a standardized registration form shown on the right:
– Registration type (Single or bulk) (1)
– Personal information (2)
– Role selection (3)
– Country selection (4)
– Customer selection (5)
The registration process will be explained on the following slides.
(1)(2)
(3) (4) (5)
User ManagementUser Registration (2/7)
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Alphabet View User Guideline 72
Registration Process
Alphabet View offers two different ways of setting up new user accounts:
Single
- Registration of on account
Bulk
- Registration of multiple user accounts at once using a standard template.Please contact your Alphabet contact person in case you want to use this functionality.
User ManagementUser Registration (3/7)
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Alphabet View User Guideline 73
Personal Information
The following information is required per user:
− Salutation
− First Name
− Last Name
− Email address (serves as unique identifier)
User ManagementUser Registration (4/7)
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Alphabet View User Guideline 74
Role Assignment
In order to set-up a new account, please select the role “Mobility_Manager”.
The role “Mobility_User” cannot be used in Alphabet View.
User ManagementUser Registration (5/7)
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Alphabet View User Guideline 75
Market Assignment
After you assigned the Mobility Manager role, the market assignment will become available.
Depending on your authorities, you can assign the respective market(s) to the user profile.
User ManagementUser Registration (6/7)
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Alphabet View User Guideline 76
Customer Assignment
Depending on the selected market you can now assign customer(s).
You can search and assign any available company by providing the company name or Alphabet Business Partner number in the search bar.
This is possible for the overall group or for specific entities within your group (if applicable).
User ManagementUser Registration (7/7)
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Alphabet View User Guideline 77
Customer Assignment
In order to search for a specific company you need to enter at least three characters. The system will display a list of matching companies.
Please be aware, however, that this list may not complete if a lot of entities are found based on your search criteria.
Please repeat this process for any company you want to assign to the account.
Please finalize the registration process by clicking on the button “Register”(2).
(1)(2)
User Management Search User
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Alphabet View User Guideline 78
If you want to search for an existing user in Alphabet View, please choose the “Search User” option on your navigation bar (1).
In the search user tab you can query existing users by searching for name, e-mail address, or the assigned company.
We recommend to always search for the email address since it is used as the unique identifier.
(1)(2)
User Management Search User
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Alphabet View User Guideline 79
After you have entered the necessary data, you will receive a result list (1).
By clicking on the bin icon (2), you can delete a corresponding user from the system
By clicking on the pencil icon (3), you can edit a user. Here, you can edit the following information:
− Name
− Assigned customers
(1)(2) (3)
User Management Search User
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Alphabet View User Guideline 80
Edit personal data
In order to change the personal information, please click on the pencil icon on the right side from the full name of the registered user (1).
(1)
User Management Search User
10
Alphabet View User Guideline 81
Edit personal data
In the new window you can change the name (1) or the Email address (2) of the user by clicking on the pencil icon. (1)
(2)
User Management Search User
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Alphabet View User Guideline 82
Edit customer assignment
If you would like to change customer assignment for the respective user, please click on “Roles” on your navigation bar (1).
In the tab “Customers” (2) you can delete assigned customers or allocate new ones.
If you would like to save your input, please click on “Save” (3).
(1)(2)
(3)