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Profile management

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Anna Isaksson
Updated

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Profile management increases security and make your working routines in nShift Delivery more efficient. By controlling user rights and access to information, it's possible to streamline each user’s way of working.

Tip

To get the most out of profile management, it's important to consider your requirements from the very beginning. The starting point is always the practice that is or should be established within the company or organization.

Key concepts

It's important to understand the key concepts in profile management and how they relate to each other.

  • Account is the highest level in the hierarchy, that is, the company or organisation's account.

  • Profile groups govern access to information.

  • Roles decide the right to perform certain tasks.

  • Profiles are the combination of information access and rights.

Account

The account doesn't represent an individual. It's the account for a company or an organization, with a user ID that should be used by all users.

Profile group

A profile group governs what information is available for profiles belonging to the profile group, such as senders, receivers and shipment history that is stored in its own profile group.

Profile groups don't have access to each other’s information, except for the information stored in the default profile group.

Role

A role is a set of access rights, that is, what tasks a user can perform.

Ideally, different roles are allowed to perform different tasks, and hence are assigned to different profiles.

Profile

Profiles are best described as different functions within a company, represented by one or several users.

Each profile is assigned a profile ID and a password that together with the user ID are used for logging in to nShift Delivery. The profile ID must be unique.

Each profile belongs to one profile group and can be assigned one or several roles.

Default profile group, role and profile

When an account is created it has:

  • a default profile group that has access to all data on the account, even the information stored in other profile groups.

  • a default role that has the right to perform any task on the account.

  • a default profile that is an administrative profile belonging to the default profile group and that has the default role assigned to it.

Note

The name of the default profile group, role and profile depends on the region to which your account belongs.

Region

Default profile group

Default role

Default profile

Denmark

Basisprofilgruppe

Administration

Standard

Finland

Perusprofiiliryhmä

Hallinta

standardi

Norway

Basisprofilgruppe

Administration

Standard

Sweden

Grundprofilgrupp

Administration

standard

United Kingdom

Basic Profile group

Administration

standard

The administrator

The default profile is by definition the administrator of the account.

The administrator controls profile groups, profiles and roles in nShift Delivery and is also responsible for the profile IDs and passwords.

  • It's recommended to appoint more than one (1) user as administrator, depending on your company or organization’s size. Three (3) administrators is preferable for redundancy.

  • The administrator(s) should be set as contact person(s) for the account. These persons become eligible for support on profile management issues, and are also responsible for internal support towards the organization.

Shared information

Some information stored in the default profile group is visible, but not editable, by other profile groups. This simplifies administration as you can centralize your address book, create printing favorites only once and share them, etc.

Shipment and booking history in the default profile group is not shared with other profile groups.

The information shared with all profile groups is:

  • Address book (senders and receivers)

  • Item directory

  • Printing favorites

  • Search favorites

  • Pre-notification email templates

  • Track and Trace templates

Note

Some features may currently follow profile group rules differently. For details about order channels, see Order channels.

Tip

Settings can be made on account, profile group or profile level.

Setting up profile management

When setting up profile management, start with profile groups and roles. Then create profiles in the profile group and assign them roles.

Create a profile group

  1. Go to Maintenance > Profile groups.

  2. Click New profile group.

  3. Enter profile group name.

If you want to show, edit or delete a profile group, use the search function.

Tip

You need to connect at least one sender to the profile group. Either by creating a new sender in the profile group or connecting an existing sender to the profile group.

Go to Maintenanace > Senders.

Create a role

  1. Go to Maintenance > Roles.

  2. Click New role.

  3. Enter role name.

  4. Select which rights the role should have.

If you want to show, edit or delete a role, use the search function.

Create a profile

  1. Go to Maintenance > Profiles.

  2. Click New profile.

  3. Select a profile group

  4. Enter profile name and password.

    Caution

    • The password must be between 8 and 32 characters and contain at least one letter and one digit.

    • Only a-z, A-Z and 0-9 are allowed.

    • No alphabetical, numeric or keyboard sequences longer than three (3) characters are allowed. For example, ABCD2222, AAAA1234 and QWERTY22 are not valid passwords.

    • Passwords are only visible when created. Once you click Finish, they get encrypted and can't be read as text.

    • Use Generate a new password to create a secure and valid password.

  5. Enter a valid email address if you will use MFA (multi-factor authentication).

    Note

    Multi-factor authentication (MFA) is an authentication method that requires the user to provide two or more verification factors in order to access an application. MFA is recommended to increase security, to protect against password attacks and to comply with data security and protection requirements, such as GDPR.

    The email address you provide will receive the authentication code needed to log in with MFA.

    DEL_ProfileEmail_page-en.png

  6. Assign role(s) to the profile.

If you want to show, edit or delete a profile, use the search function.

Profile management and printing favorites

You can create a printing favorite that all profiles in a profile group can use, instead of creating separate printing favorites for each profile.

For example it can be useful if you have several different stores that have the same rights and access to information, but ship from different senders.

Note

The senders must have quick IDs, which are used to assign the right sender to each profile.

  1. Go to Maintenance > Printing favorites.

  2. Click New printing favorite.

  3. Click Change in the Senders and receivers section.

  4. Select Default value from settings from the dropdown menu in the Default sender field in the Sender section.

  5. Check the Locked check box to prevent using the wrong sender.

  6. Go to Maintenance > Profiles.

  7. Search for the profile and click DEL_Show_icon.png to the left of the profile.

  8. Click Settings.

  9. Click Change in the Misc settings section.

  10. Enter the senders's quick ID in the Sender field.

Test a profile

  1. Go to Maintenance > Profiles.

  2. Search for the profile and click DEL_Run_icon.png to the left of the profile.

You are now logged in as that specific profile and should only have access to what has been set up for that profile.

Caution

Make sure to test the profiles before you hand them out to the users.

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