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Managing your organisation
1.1 Activating a new Order Express registration
When a new account is created in the system, the user will receive an email with an activation link.
The user must use the link to create a password in order to activate and use the account.
Set your password in the form below and click Submit. Once your password is set, you will be provided with a link to login to the system. Use the login form to enter your username (which will be your email address) and password to gain access to the system.
2.1. Admin User homepage
Upon successful login, the Admin User will land on the home page displayed below.
As an Admin User, products and plans are presented to the user and are also located in the Products menu in the navigation bar at the top of the main page.
An organisation can have one or more user groups and every user must belong to a user group which is predefined by the Admin User.
The Admin User will by default be added to the admin user group. They can add others to have admin access or create new user groups with altered product catalogues.
On the page below the Admin User can update basic organisation details as well as update existing organisation addresses using the gear/settings icon in the bottom right under the actions column. They can also add additional addresses and users can select from these addresses when making a purchase.
In the User Groups section the Admin User has the ability to manage current and add new user groups. By default both Admin and Standard groups will be mapped to the product catalogue defined by the organisation’s MSR. The difference between the Admin user group and the Standard along with any further groups created is that only the Admin group sees the Manage Organisation, Dashboard and Assets options in the navigation menu whereas the Standard users will only be presented with the ordering options.
When adding a new user group the Admin User only needs to define the Group Name and Group Description. Once a group is created the Admin User can then map products using the gear icon in the action column.
When mapping products to a user group the Admin User can select from the filters on the left hand side which limit what is seen in the list of products or plans. To see the full list of filters, select the ‘more options’ button to expand the list.
To map items select them from the checkboxes on the right hand side of the list. If you are comfortable having all the items displayed mapped you can use the ‘select all’ at the top of that column.
The Admin User can see a full list of all the users and their associated user groups. Selecting the gear icon will allow them to:
- Edit – will edit the details of the user as well as provide an option to change the user group they fall within.
- Deactivate – will remove their ability to login to the ordering platform however remain a user that can be activated again using the same gear icon.
- Send Forgot Password Email – allow them to reset their password via email.
- Delete – remove from the system completely.
As displayed in the screen above selecting the Add User button will ask for the standard user details and provide a dropdown to select the user group to add them to.
All users will have access to place outright orders and the view will be similar to a standard ordering tool. If you have a specific product you wish to purchase you can filter down results on the left hand column, these filters vary between the product categories.
Once an item is selected the user will need to select some attributes for phone and tablets such as colour and storage size. The price will automatically adjust based on this selection and once finalised will show whether it is in stock, low stock or on backorder. Please note: If you order other items with a backordered item they will be held up until the selected backorder item is in stock again so it's best to order other items separately.
If the user is enrolled in the Device Enrolment Program (DEP) for Apple or Device Enrolment Service (DES) for Samsung there will be a checkbox to select this device to be added to the corresponding program.
For all outright purchases a billing option needs to be selected. Users can bill to a billing account, service number or technology fund such as MOTIF. For billing account numbers and technology funds, these will be predefined by the organisation's MSR however the user has the ability to nominate the service number that exists on their account to bill to.
When placing an order on a plan the user will need to select the product attributes and storage size, the pricing and availability will adjust based on the selected options.
Once these are selected the user will be given the option to recontract, order a new service or port from another carrier with appropriate fields to complete based on these selections.
You will then be presented with three further steps that includes plan options (based on your service agreement with Telstra, extra data packs (if they can be purchased on the plan you have selected as well as the available add-ons for the selected plan. Please note: You can only bill to a billing account for plan purchases.
The checkout screen pictured below allows the user to select a custom Purchase Order number (if required), the cost centre the address which can be a predefined address or an alternate address.
Once you select the confirm order button, the order will be placed.
Admin users have the ability to order on behalf of others within their organisation. When in the ordering view there should be a section titled ‘I’m ordering ..’ in the top left underneath the menu. You will be provided with the option to order for youself or select from another member of the organisation.
Please note: You can only order on behalf of one other user within an order. If you are intending to order for multiple users please perform these in separate transactions.
The dashboard view can be accessed on the main navigation and provides the Admin User with a summary view of purchases made within the organisation.
The Admin User has a view of all the organisation's orders including their provisioning statuses and delivery statuses
Admin Users also need to approve orders that have been placed by Standard Users. Admin Users will receive an email when a Standard User makes an order that needs to be approved. The below screen can be reached from the Orders drop down and on the Admin User's main page.