neoCatalog offers very sophisticated management of users and groups. As the program has various levels of management, what is achieved is that users with different professional profiles have access to the platform according to their profiles. 


The user profiles are defined into different types:

  • Administrator: Performs management tasks in neoCatalog and has no restricted access.
  • User: Performs usage tasks in neoCatalog and has restrictions in interaction.
  • Customer: Performs usage tasks as a user for neoCatalog users and has restrictions in privileges.
  • Manager: Performs operating usage of neoCatalog.


The other profiles are defined as:

  • Store: Performs as an agent that is linked to a customer.
  • Printer: Performs as a storage unit that has functionality in the 'Save to Server' destination for the Print option. Requires name in Alias field to perform as storage.


To access the users and groups management, go to 'Management' in administration and find the listed options in 'Accounts'.


TABLE OF CONTENTS

Users

On the Users admin page, all kinds of users can be searched with their names and categories.

 


Create User

Click on the 'Create User' button to create a new user. In the new dialog enter the email address of the recipient that will be invited to connect to neoCatalog. Give the recipients a name, if it does not exist yet,  and select the system group to which the user has to be assigned. neoCatalog will assign the default category 'user' using predefined privileges. 

 

The recipient will receive an email providing a link. Click on 'Accept Invitation' and you will be connected automatically to neoCatalog Server. If you work with a Standalone app you need to download and install neoCatalog app, if not done yet.  If the recipient is a new user, before entering to neoCatalog Server it requires creating a new password.

 

Once the user is created, you will see it listed alphabetically in the user's list view. Now, this new user is ready for further editions. Click on the user's name to enter the user information.  Or else, from vertical dots, you can do:

  • Edit: Direct you to the user information fields.
  • Duplicate: Creates a duplicate with username and company. Other required data has to be added and must differ from the original user.
  • Remove Access: If the user is created with a password, the password will be deleted and the user will be converted as a contact.

 


User's information

Personal data

In this tab, the section labeled 'Personal Info' serves the purpose of user identification. 

  • When entering data into the 'Name' field, the system will generate a user's initials as follows:
    • If both first and last names are provided, the initials will consist of three letters.
    • If only one name is provided, the system will combine the name with the surname to create the initials.

  • The email is used for both logging into the system and receiving application notifications.

  • The alias will be displayed in counters for colorways.

  • The company field represents the user's relationship with an organization, as categorized under the customer category.

  • Filling in the 'Billing address' section is straightforward, with no special features required.



Delivery Addresses

In this tab, the Delivery address information is to be filled in and doesn't have any special feature. You can add more than one delivery address with '+ Add new delivery address.


 

Login setting

  • In this tab, the user name is the email that has been used to invite the user. 
  • It allows changing the new password with 'Change Password'. 
  • In 'Category' select the type of user, as explained above, you want to create which has by default its own privileges. If the user changes to another category, then clicking on 'Apply privileges' will take the default preferences of the newly selected category.
  • The access limit date for each user can also be set through the calendar that unfolds from 'Until'.  
  • The 'Security field allows defining what computers can be connected to neoCatalog, inserting their IP. 
  • If the user has to be a part of a 'Groups', you can select the group name in the list and click on 'Add'. 
  • The custom user Logo can be added with 'Add new logo'. Logo files must be JPG or PNG with an approximate image size of 90px X 30px. This logo is used in emails when sharing samples.
  •  customer and see their exclusive designs.  (optional) The Agent is available for category customers where you can define an agent user (store) type to the customer and see their exclusive designs.  



Privileges

The following tab is the user privileges section, but we think because of its specifications, it deserves its own article. Otherwise, continue with the 'Filters' tab.


Filters

This last tab allows choosing the search filters for Collections, Keywords, Trademarks, and Status, which users can see only in the neoCatalog.

  • Collections Filter: Select the collections available in neoCatalog from the unfolded list. 
  • Keywords Filter: Select the keywords available in neoCatalog from the unfolded list.
  • Trademarks Filter: Select the trademarks available in neoCatalog from the unfolded list.
  • Status Filter: Select the status available in neoCatalog from the unfolded list.
  • Date filters: Select the creation dates for designs and colorways.



Api Key

The user's API key is used to interact with other applications.


Groups

Default system groups

There are some default groups, but administrators are free to set up and edit groups in any way they see fit.

The four special groups in neoCatalog are:

  • Administrators will be able to perform most of the administrative functions, like assigning privileges to other users. They can also access the neoCatalog Administration page.
  • Customers are able to: 
    • Designs: View (only owned), Export (only owned)
    • Colorways: Create, Export (only owned)
    • Simulations: View (only owned)
    • Attachments: Create, Export (only owned)
  • Designers are able to: 
    • Designs: View, Edit, Create, Export
    • Colorways: View, Edit, Create, Export
    • Galleries: Edit, Create
    • Users: Create
    • Simulations: View
    • Attachments: Create, Export 
  • Sales are able to: 
    • Designs: View, Edit
    • Colorways: Edit, Create
    • Galleries: Edit, Create
    • Users: Create
    • Simulations: View
    • Attachments: Create, Export


Create Groups

Click on the 'Create Group' button to create a new group. A new dialog opens where you can introduce the group's name. 

Once the group is created, you will see it listed alphabetically in the group's view. In this new group, the category, and members have to be assigned. Click on the group name to enter the group, or from the vertical three dots you can do:

  • Edit: Direct you to the group information fields.
  • Duplicate: Creates a duplicate with name and category. Other required data has to be added and must differ from the original.
  • Delete: Removed group and the assigned user will be released.

 

 

Manage Group

Before adding members, the group needs the category with privileges. From 'Edit Group Permissions' you will access the modification options.

Once entered, you will see three parts to select the according options:

  • Category - Select the category to which the group should be assigned.
  • Privileges - View the default privileges according to the selected category or set the privileges that fit best. 
  • Filter - assign search filters that the group users can see only in the neoCatalog.


You can propagate privileges to the group's members, which means that the group privileges will overwrite single users' privileges, or else take the group's privileges and assign them to a user when the user is selected.


Speaking of users, after the group category and privileges edition now is the moment to add group members. Go back to the group view with '< Back to Groups' and search for the user name in the field, select and add it to the group. From the vertical three dots, you can edit the user or delete the group. 

 

Back in the group's listed view, you can see the newly created group is using a category and has one member.

Contacts

Contacts are in relation to Users with the difference that one contact cannot access neoCatalog but act to be assigned in items, such as designs, colorways, and galleries. The Contacts admin page can be searched with their name and category.

 

If a contact was a neoCatalog user before that has access with a login and now is converted to a contact, the previously login email is shown next to the Email in ():

 

 

Create Contact

Click on the 'Create contact' button and the page opens to enter the contact's personal data and delivery address, as explained in the user's management. 

 

Once the contact is created, you will see it listed alphabetically in the list view. Now, this new contact is ready for further editions. Click on the user's name to enter the contact information, or else, from the vertical three dots you can do the following:

  • Edit: Direct you to the user information fields.
  • Duplicate: Creates a duplicate with username and company. Other required data has to be added and must differ from the original user.
  • Invite: Contact can be converted as a user. It will receive the access invitation to create a login in neoCatalog. Refer to user creation for details.
  • Convert to User: Allows to convert a contact into a user by adding their email address.


User Privileges Management

neoCatalog API key

QuickLogin to authenticate users without password (advanced)

How to have users access the Gallery page only (advanced)