DeDeSales Backend
- Basic Operation of the Backend
- Menu Basic configuration
- Devices
- Clients
- Language
- Roles
- Employee
- Code tables
- Areas
- Settings
- Settings - Manage PDF Contents
- Settings - Manage e-mail content
- Settings - E-Mail Templates (Opportunities & Leads)
- Menu Administration
- Status bar left area (System and further links)
- Status bar right area (Employee and Customer Search)
Basic Operation of the Backend
Screen Splitting
Most displays are shown split into two parts. You can adjust this layout according to your preferences.
Enlarge/reduce the window area on the left:
Move the mouse over the line and wait until the double arrow appears. Hold down the left mouse button and release it at the desired width.
If you press the ridged button, the area will be displayed or completely Hidden. This option is available both horizontally and vertically.
Tables
In many areas, the data is presented in table form.
All views in table form can be sorted, filtered and Exported to Excel. To do this, right-click on the grey header bar.
The column under the mouse cursor is sorted.
"No sorting" resets the sorting.
Filters can be used, for example, when searching for a specific Number. An active filter is indicated by the input fields. Once something is entered, activate the filter by clicking the green tick. To Delete the filter again, click the red X. You can Disable the Display of the filter by right-clicking on the header row, but the values in the table remain filtered.
"Export to Excel" creates an XLSX File with the data from the table. WARNING: any filter set will not be considered. All data for the selected Period will be exported.
Date Selection
Usually, there is the option to select the date range. A check prevents, for example, the From-Date from being later than the until-Date. You can enter the date using the Keyboard or click on the calendar icon to select a date with the mouse.
Date Selection
In many cases, you can set the Evaluation Period. For this, you can either enter the date in the field in the format dd.mm.yyyy or use the date picker. Here you click on the small calendar icon and have access to the current Month.
You simply click on a Day and it will be highlighted in Blue. To select the previous Month, choose the single arrow next to the Month name. The double arrow moves the selection 3 Months forward or back.
You can make larger time jumps by clicking on the Month name. Here you get the option to select Months and Years directly. The Selection must then be confirmed with OK.
Additionally, you have the "Today" button here, which quickly brings you back to the current Day.
Note that if a large Period is chosen, data collection may take longer than usual.
Restricting Data Access for Backend Users
In the Basic configuration > Employee section, it is possible to assign a web backend user to each employee. Through this assignment, as well as the assignment of the supervisor, it is possible to restrict a web backend user's access to employees and customers.
If a web backend user has no link to an entry from Basic configuration > Employee, they have full access to all customers and employees.
Let us assume the following company structure (KAM = Key Account Manager, SKAM = Senior Key Account Manager):
If you want to give the KAMs, SKAMs and the sales manager access to the DeDeSales web backend and restrict the access accordingly, you must do the following:
- Assign all district managers the corresponding KAMs as supervisors.
- Enter the corresponding user (from Administration > User) for each KAM under Basic configuration > Employee.
- Assign all KAMs the corresponding SKAMs as supervisors.
- Enter the corresponding user (from Administration > User) for each SKAM under Basic configuration > Employee.
- Do not assign any users or Basic configuration > Employee to the sales manager, as this person should have unrestricted access as the highest hierarchy level.
Menu Basic configuration
Devices
This is where devices for employees are created. The first device is manually created by you and uses a licence. Up to 2 multi-device configurations can be created via the employee; these are linked to the licence of the main device.
There are devices used by DeDeNet GmbH. These devices do not consume licences.
Add a new device
You press the plus to add a new device.
Device number
This is a mandatory field. Here you choose a preferably long, cryptic name to increase security. You then enter this number in the corresponding field during the client installation.
Model
This is a mandatory field where you enter the information about the model. For multi-device configurations, the model number is derived from the main device. Since the device number is very cryptic and depending on how the first model was named, it may make sense to change the model number so that it can be better assigned to an employee.
TeamViewer ID
If your TeamViewer is licensed so that you can assign fixed IDs and passwords for a device, you have the option here to store the data for DeDeSales support.
All other fields
Here you can store further information such as serial number etc. These data have no influence on the DeDeSales client but may facilitate the administration of devices in the backend.
Delete device
If you want to delete a device, select the device from the list and press the "Delete" button in the Assistant.
Edit device
Select the desired device from the list and make the amendments. To save, select the "Save / Exit process" button in the Assistant.
FAQ
The green plus is missing and I can no longer add another device:
Check the number of main devices against the number of licensed devices. If necessary, you can delete an old device or purchase an additional device licence.
Clients
Here the Configuration parameters for the clients (sales organisations / distribution channels) are created.
Use the plus to create a new client or select an existing one from the list to modify data.
Among other things, you can set client-specific Minimum order values, minimum delivery times, etc. An explanation of the individual points can be found each time you hover the mouse over the 
symbol and pause briefly.
Free carriage limit and Freight costs
Using the Assistant, you reach the desired page with the "Next" button.
1. Add new entries
Here you create new entries via the plus "Add".
2. Delete entries
If you want to delete an entry, press the bin icon.
3. Modify entries
Modify existing entries using the pencil on the right edge; be sure to confirm this with the green tick at the bottom left (a) or discard the entry with the red X (b).
Language
Important General Information
Translations in DeDeSales can be entered not only for foreign languages. You can also adjust the German standard texts according to your language usage in the same way.
Please pay attention to the text length when translating. Especially in the client, optimal utilisation of text lengths was a primary goal. An overly long translation can therefore cause the text to be not fully readable in the client.
Some texts contain special characters. These must not be lost during translation, as otherwise a function in DeDeSales will no longer work as it should. Special characters include curly braces { } and angle brackets < >.
Example for curly braces { }
Order ( {0:0000} ) 🡪 is converted into Order ( 0001 )
The translation must therefore be as follows:
Order ( {0:0000} ) 🡪 is converted into Order ( 0001 )
Example for angle brackets < >
The example refers to <b> for Bold and is an HTML tag.
This is <b>important</b> 🡪 is converted into "This is important"
The translation must therefore be as follows:
This is <b>important</b> 🡪 is converted into "This is important"
Selection of Language
After logging into the WEB backend, you will find under Basic configuration \ Languages a list of all languages available in DeDeSales.
Now click on the language for which you want to enter translations. Note that you can also enter translations for de-DE. Next, you will see the mask with the Assistant. Now click on the left in the Assistant on the item "Enter translation".
You will now receive a list of all texts occurring in the DeDeSales Client and WEB backend.
Filtering and editing texts
If you want to translate for a foreign language, the easiest way now is to activate a filter that shows you all texts not yet translated. To do this, click on the filter icon 
and select the entry "IsEmpty" from the list.
Only entries for which no translation exists will now be displayed.
If you want to translate a specific text, you can also filter specifically for it. If you want to search by the original German text, please filter by "Key". If you want to search by an already translated text, please filter by "Text".
In the example (screenshot), the original text "Aktivität" is filtered. The word is entered in the field "Key". Then select "Contains" via the filter symbol.
All texts containing the term "Aktivität" in the "Key" will now be displayed.
To edit this, click next on the Edit icon 
.
The list expands and you now have the option to enter the translation. In this example, we enter the text "Activity".
To apply the entry, please click on the Accept button 
.
The translation is now saved. If you want to test the translation in the client, you must provide the data under Basic configuration \ Employee for your employee. Please note that you may not have the necessary right to do this. In that case, please ask your project team who can do this for you.
Providing the new texts
Please note that changes to texts occurring in the DeDeSales Web backend are made immediately.
Changes to texts in the DeDeSales Client must either be distributed manually by a data provision or by automated distribution overnight.
FAQ
Why can't I find some texts?
Texts can only be translated after they have been displayed once. In the DeDeSales Web backend this happens immediately.
In the case of the client, you must first perform a Data Transfer. Only after the Data Transfer are the texts created in the database and available for editing.
Roles
Here the roles for the client are created. This is usually done by DeDeNet following the respective workshops. You can extend these, but please bear in mind that certain functions also require adjustments to the interface. This may need to be commissioned.
Explanations for the individual points can be found by hovering the mouse over the symbol and pausing briefly.
Multiple roles can be created. This makes sense, for example, if only some field sales employees are allowed to enter Orders or Complaints, or if you need a special role for the Backoffice because only they should perform certain tasks.
You create a role in the Basic configuration - Roles area. These roles are assigned to the Employee.
Create new roles via the plus button
First assign a meaningful name, if there are multiple roles, so that you can recognise the function of the role at a glance.
Depending on the licence, different Types are displayed, through which you can influence the work of your Employees. Use the Assistant to switch between the individual Types.
Edit
You can Edit the roles by clicking the desired role in the Summary and switching to the corresponding subcategories via the Assistant.
Changes in a role are only rolled out to the respective Employees after a nightly Total import. If you want to distribute the changes faster, you can provide data to the individual Employee or start the Total import manually.
Delete a role
You can Delete roles by selecting them and pressing the "Delete" button in the Assistant.
Please note that before deleting, you must remove the role from the respective Employees; otherwise, deletion is not possible. In this case, you will be notified and shown which Employees still have the role assigned.
Tip
Roles do not always have to be filled out completely anew; they can be copied. To do this, open the desired role and select the "Save / Create a copy" button. The role will be saved as "Copy of ...".
Then rename the role according to its function, e.g. Germany with price change or Sales rep. without Order entry.
Employee
Here you create the employees who either receive a device or are assigned to a customer from the ERP system as employees (even if they do not receive a device). You can create as many employees as you like here.
Provision of data for roll-out: If you are still on the overview page, you have the option to select "Provision of data for roll-out" at the bottom right. Here you have the possibility to provide data for several employees simultaneously. You can use this function for the roll-out, but also for distributing adjustments / amendments in the DeDeSales web backend.
You create a new employee by clicking the plus. An existing one can be edited or deleted by selecting the desired entry and editing accordingly.
Enter data
At this point, the basic data of the employee is first recorded, such as agent number, name and e-mail address. The more information stored here, the easier the support by DeDeNet.
Exchange e-mail account
If you have purchased the licence to synchronise the e-mail traffic of the ADM with DeDeSales, please enter the employee's Exchange e-mail account here. Synchronisation takes place every 4 hours based on the e-mail address.
Culture
Culture is a mandatory field because there is the possibility of multiple languages in the SAAS area. If you have set up several languages and the employee's culture is, for example, French, you can specify a fallback culture for terms that have not yet been translated into French.
Devices and role
Assign the employee a previously defined role and, if applicable, a device. Since there can also be employees without devices, device is not a mandatory field.
Supervisor
The supervisor must be entered here if they are to view the employee's appointments or visit data. The supervisor must have been created as an employee beforehand.
Further properties
Assign the employee the following properties if applicable:
1. Test users can enter orders, but these are not transferred to the ERP system.
2. If an employee should be able to see all customers, select the corresponding checkbox. Please note, however, that this may consume a lot of memory on the server and/or the device.
3. If an employee should also receive documents for unassigned customers (who are not assigned via the ERP system), e.g. through a substitution, check the box.
4. If you only want to create the employee but they should not yet or in the future receive any data, activate this checkbox.
5. If the employee wants outgoing mails or faxes to also be sent to their personal address, the checkbox must be set and an e-mail address entered (not the Exchange e-mail account!).
6. To create expense or daily reports for the employee via the backend, the checkbox Create agent reports must be set.
Type
Assign the employee a different type if, for example, they only use the backend and you want to restrict backend access.
User
If there is also a web backend user for the employee, please select the corresponding user here. Otherwise, leave the field empty. See also Restricting data access for backend users.
Item list
You can assign this to the employee if only items from the previously created list should be visible.
With the assistant step "Save / Next" you proceed to the next section.
Set up trade fair
Here you have the option to make additional customers available on the device for individual employees for a defined period. We recommend extending the trade fair period by 2-3 days before the start and 2-3 days after the end of the trade fair, as data transfer may take a little longer and the employee may want to prepare for the new customers or perform activities afterwards.
You can add a trade fair by clicking the plus.
You enter the trade fair data plus the buffer days and can provide the employee with documents from the customers under Customer list. These are made available on the device at the start of the period and automatically deleted from the employee's device after the period expires. This means it is not necessary to delete the entries, but it can of course still be done. Expired trade fairs are displayed in red.
Entries already made can be adjusted using the pencil icon.
Set up substitution
In case of illness or vacation, it may be necessary for an employee to take over customers from other employees. You then do not need to make changes in SAP for customer assignment, but create a substitution via the plus.
You enter the validity period of the substitution using the date selection (1) and (2). Then you decide whether the employee should completely take over the customers of another employee (3) or only certain customers (5). Individual customer numbers are written one below the other separated by Enter.
Postal code areas (4) can be limited to several individual postal codes, e.g. 37154 (one postal code per line) or postal code ranges, e.g. 30000-39999.
With "Mark as assigned" (6) you can transfer the documents of the selected customers to the employee.
The data is made available on the device at the start of the period and automatically deleted from the device after the period expires. This means it is not necessary to delete the entries, but it can of course still be done. Entries made can be adjusted using the pencil icon.
Edit signature
Here the employee's signature for refund orders can be stored.
Order entry (return)
Here you specify from which achievement of the credit note quota the employee should receive an additional notification. Additionally, the output text in the DeDeSales client can be colour-adjusted. Corresponding values can be configured here.
Please note the dependencies here to "Basic configuration > Settings > Period for calculating the credit note quota": Here you define the period used for the calculation (credit notes / orders).
Basic configuration > Roles > Credit note: With the right "Credit note only possible after order" it can be controlled whether at least one order must have been entered beforehand to improve the credit note quota. The following settings are available:
No - Entry is always possible.
Yes - An order must have been created beforehand.
Optional - The employee receives an enquiry if no order has been created beforehand.
For Yes and Optional, it should be noted that the employee can circumvent the logic in the client by first creating an order, then a credit note, and then deleting the order again.
For Optional, if no order has been created, the employee must either select a reason for complaint or enter a free note. The reasons for complaint are maintained in the code tables (area: Reason for complaint).
Multi-device configuration
Under this point you can assign up to 2 additional devices to an employee. Devices created here are not counted in the licence. The device number is generated automatically; please read the section Model if necessary.
You activate the device via the button and a new, random device number is generated and displayed as a QR code.
You have the options to perform the installation via the QR code, delete the device, or activate the device.
Please note the notice that daily reports, expenses, visits and reports cannot be recorded on a second device.
Code tables
Various things are controlled via the code tables. You can create new ones or, if provided, these are imported from the ERP system.
A new code table is created via the plus. An existing one can be edited or deleted by selecting the desired entry and editing accordingly.
The desired type is selected from the list (1). Then the key (2) is defined, which is further used in the ERP system. In the client, the value (3) is displayed instead. Afterwards, the culture (4) is chosen so that the display in the client appears in the correct language.
You can use the Assistant with the button “Save / Create new entry” to create multiple code tables for the same key, e.g. if you use different cultures, or you can also change the key.
Areas
An area assignment can be used whenever you do not have a direct assignment between Employee and Customer.
A new area is created via the plus. An existing one can be edited or deleted by selecting the desired entry and editing accordingly.
Settings
System-wide basic settings are made here.
Most settings are already made by DeDeNet after the workshops, so no changes need to be made here. The functions of the individual settings are described directly in the DeDeSales web backend. Unlike roles, settings are not user-specific.
| Setting | Type | Value content | Additional dependencies e.g. on role | Help text |
| Contacts are managed in DeDeSales only | Checkbox | | Contacts created in the backend or via Excel import or in the client receive the source "Web". | |
| Limitations on discountable items | Drop Down |
| Specify how the value "discountable" in the product master in the DeDeSales client should be used. | |
| Split orders by item delivery date | Checkbox | Performs order splitting if items have different delivery dates | ||
| Order entry: Block items without KIP | Multichoice | Order / Return / Quotation | ||
| Order entry: Link order reason to item list | Drop Down with Checkbox | Order reason from code list is linked with item list. This allows control over whether listings should be ignored or not | ||
| Order entry: Link order reason to type of order | Drop Down | Order reason from code list is linked to type of order | ||
| Order entry: Check consignment stock for order reason | Checkbox | Order reason from code list is linked to consignment stock | ||
| Order entry: Enforce batch requirement by order reason | Checkbox | Order reason from code list enforces batch requirement | ||
| Order entry: Closed listing | Drop Down | "do not show" / "Show and notify" | Products outside the listing | |
| Order entry: Do not show blocked items | Checkbox | |||
| Order entry: Allow quantity 0 to clear the mask | Checkbox | This parameter determines whether entering 0 in the quantity field of the product entry clears the mask. | ||
| Order export with signatures | Checkbox | Provide the customer's signature from the order as an image file in the interface. | ||
| Order templates: Save grid settings per template | Checkbox | The view can be distributed via the setting "Adopt client column and widget configuration". | ||
| Lift 'mandatory packaging unit' for 'calculate only' | Checkbox | This parameter determines that in item entry, items delivered directly by ADM no longer require mandatory packaging units. | ||
| Select distributors on the item level | Checkbox | |||
| No order completion for prospects | Checkbox | If prospects have been created, this prevents an order from being recorded. This saves the adjustment in master data or customer assignments. | ||
| Consignment status "Picked up" | DropDown | None / when the ERP order is completed / when the pick-up date is reached | ||
| Consignment status "Delivered" | DropDown | None / when the ERP order is completed / when the delivery date is reached / when the order is created | ||
| Use consignment stocks | Checkbox | |||
| Complimentary item if no price available | Checkbox | If this setting is active, the following applies for products without a price (no data in the PRL available): 1. The price is set to 0.00 during entry. 2. The acceptance of the product ignores the role's right to enter "0.00 products". | ||
| Customer minimum order value function | DropDown | Block order / Issue warning | Customer minimum order value function: Block order | Issue warning | |
| Show stock level as colour code | Checkbox | If the colour code is activated, certain keys must be delivered via the interface instead of the actual stock quantity. The keys then correspond to the following colours: | ||
| Goods shipped on the day of order | Value | Time | For orders placed before the specified time, the minimum delivery period in days is reduced by 1 day. | |
| Delivery date instead of order date in orders | Checkbox | In the customer sales display, the order value is calculated based on the delivery date instead of the document date. When importing orders, the delivery date is shown instead of the document date. | ||
| Consider manual discounts in pricing | Checkbox | The calculation of the entered discount is done live and taking into account the integrated pricing. If the checkbox is not set, the entered discount is not included in the pricing but only passed to the interface as an additional discount. | ||
| Allow decimal places in quantity entry in item entry | Checkbox | Allows entry of quantities with decimal places in the DeDeSales client. | ||
| Microsoft Graph API Client settings | Value / Checkbox | Invite contact person to appointment and record corresponding activity if activated | ||
| Decimal places for quantities | Value | Number | Default: 0 | Here you control the number of decimal places to be used in the DeDeSales client. |
| Decimal places for prices | Value | Number | ||
| Decimal places for discounts | Value | Number | ||
| Item discount overrides KGB | Checkbox | A discount entered in DeDeSales overrides the discount from the KGB interface. The right "Consider manual discounts in pricing" must be activated. | ||
| Do not round price | Checkbox | |||
| Calculate prices with date | DropDown | Current date / Delivery date / Order date | Here you can set whether product prices are calculated based on the current date, delivery date or order date. | |
| Limitations on discountable prices | DropDown | Value not used / No effect, informational only / Only manual discount entry item / Only manual discount entry order / Manual discount entry item and order / Manual discount entry and discount calculation in pricing | ||
| Preselect discount | Checkbox | The discount stored in the customer master (DEB interface) is automatically preselected for each item in the order. | ||
| Rules for item suggestions | Value | .* | Product search in client | While entering an item number in item entry, DeDeSales can automatically display item suggestions (e.g. valid colours for an item number). Whether suggestions are shown and how the item numbers are related is described in this field with regular expressions. We recommend that entries are only made in consultation with DeDeNet GmbH. |
| Master data are managed in DeDeSales | Checkbox | Visit duration / Visiting frequency / AbcStatus / Start week / Start year / Tour / Attribute 1-16 | Allows management of debtor master data changes that should not go to the ERP system. | |
| Resolve bills of materials in PDF documents | Checkbox | Bills of materials in the order suggestion are resolved and the individual components are printed next to the header component. | ||
| Delete sent orders | Value | Days | Delete sent orders after X days. Enter 0 to disable deletion. | |
| Exclude promotional items from listing check | Checkbox | |||
| Period for calculating credit note ratio | Value | Date from / Date to |
Settings - Manage PDF Contents
Define the header and footer here for different PDF documents created by DeDeSales.
You can create templates specific to clients and cultures. The culture is prioritised over the client.
Use the copy function to create additional templates after selecting a template, or choose the plus to create a new template.
Warning: Please make sure to exit the Assistant using the "Save / Complete process" button, otherwise all amendments will be lost.
The following settings can be made via the different tabs:
Not all tabs are always available; this depends on which PDF type you have selected under "General".
General
Here you specify which PDF type it should be, as well as the corresponding culture and the desired client.
Depending on the type selected, you can assign an individual report.
The sender's address is only used for standard e-mails, e.g. without a report.
Header
The graphic (logo) should not exceed 870 pixels in width, as this utilises the full DIN A4 width. The height is generally not restricted, but you must specify the height in pixels in the upper area, otherwise the logo will not be displayed.
Since the PDF files are sent by e-mail, they should generally not be larger than 5 MB. Therefore, the resolution of the graphic should not exceed 150 dpi. PNG files are best suited, but JPGs are also acceptable.
To add a new graphic, first press the Image Manager button:
In the Image Manager, first use the Upload button to place an image on the server. 
You can also create additional subfolders here to organise a structure. After uploading the image from your local PC, you can insert it into the header using the "Insert" button.
Footer
Here you can enter a final text that appears before the footer. To insert a graphic into the footer, scroll down a little. For both areas together, specify the height in pixels, otherwise the imprint in the PDF will not be generated.
If necessary, you can assign different logos for each template.
Note: The Footer section appears at the end of each page, whereas the Final text only appears at the end of the document.
Text blocks
Depending on the selected type, you can use text blocks in addition to fixed text. These are enclosed in curly brackets.
Example: {4} = "Name of the employee" will be output in the e-mail as "Max Mustermann".
Terms and conditions
Here you can enter the text of your general terms and conditions.
CSS
Here you can customise the appearance of the e-mail individually, see FAQ
Settings
Here you specify the format of the PDF when printing and the display of the items.
Test
If an e-mail address is stored for your backend user, you can generate a dummy PDF and have it sent to you by e-mail.
FAQ CSS
Q: How do I move the header in the PDF downwards (distance from the paper edge)?
A. Insert the block in the CSS tab and adjust the first value
Q: Why do footer lines (thanks, company name, address, e-mail) look so tight/cramped?
Therefore, insert the block in the CSS TAB
Settings - Manage e-mail content
Type: Agent e-mails
The type "Agent e-mail" is triggered in the following cases:
- Order suggestion
- Backlogs
- Item reference list
- Item image
- E-mail subscriptions
With this type, you can set a standard signature for outgoing e-mails triggered by the client, which is dynamically generated from the employee's data and appended to each outgoing e-mail.
You can prefix the subject. Additionally, you can assign an individual signature for each employee by entering the agent number on the page.
Agent e-mails can be created specific to culture and client. The menu resembles that of the PDF description: General, Text blocks, CSS and Test.
Type: Individual mail
Type: eCom - Shop (if licensed)
- Contact form
- Order
- Registration - new password
- Registration - new e-mail
- Password forgotten
- Reset password
- Registration of new customers
- Registration agent - new password
- Change e-mail
Here you can store standard texts for the mentioned eCom Shop mail types, which are sent at the corresponding points in the shop.
Settings - E-Mail Templates (Opportunities & Leads)
General
Central administration of the e-mail templates available for selection in the "E-Mail" widget for Opportunities and Leads. Available since version 21.
Template list
Tree structure with "Create New E-Mail Template" and the existing templates.
Edit template
Fields: Name, Subject, Text (Rich-Text Editor with formatting, tables, pictures etc.).
Use template
For a template to be available in the client, it must also be activated: for Leads via the Lead definition (see Sales Pipeline - Create and Edit Leads), for Opportunities via the Sales process (see Sales Pipeline - Opportunities).
Release
From version 21
- New central administration of e-mail templates for the "E-Mail" widgets in Opportunities and Leads.
Menu Administration
User
General
Users are responsible for operating the backend. They have nothing to do with the menu item Basic configuration - Employee. A user can also have a client, but this is not mandatory. You can restrict the views of backend users. Please read the section Restricting data access for backend users for more information.
The number of users is determined by the licence. Once all users are "assigned", no more can be created. The DeDeNet user is not counted in the licence. If a standard admin user has been created, this is included in the number of users.
Add a new user
Create the user using the green plus.
- Set the user name.
- If it is to be an Active Directory user, the user name must match the Active Directory name.
- The E-mail address is a mandatory field. The password will be sent to this address if it is not an Active Directory user.
- First name is an optional field.
- Last name is an optional field.
- Select the desired role for the backend user from the dropdown list.
- Specify whether the user is to be an administrator or a dataservice user.
- Check here when the user last logged into the backend.
Two-factor authentication
Once you have created a user, two-factor authentication can be activated. To do this, call up the user again and press the button. You will be shown a QR code which must be scanned using the authentication app (e.g. Google Authenticator). Activation occurs by entering the code for the first time.
You can also deactivate two-factor authentication again.
Dataservice user
If you evaluate data via the API or load ERP data into DeDeSales via the API, you need a dataservice user.
Assign e-mail subscriptions
Restricting data access for backend users
In the area Basic configuration > Employee, it is possible to assign a web backend user to each employee. Through this assignment, as well as the assignment of the supervisor, it is possible to restrict a web backend user's access to employees and customers.
If a web backend user has no link to an entry from Basic configuration > Employee, they have full access to all customers and employees.
Let us assume the following company structure (KAM = Key Account Manager, SKAM = Senior Key Account Manager):
If you want to give KAMs, SKAMs and the sales manager access to the DeDeSales web backend and restrict access accordingly, you must do the following:
1. Assign all district managers the corresponding KAMs as supervisors.
2. Enter the corresponding user (from Administration - User) for each KAM under Basic configuration - Employee - User.
3. Assign all KAMs the corresponding SKAMs as supervisors.
4. Enter the corresponding user (from Administration - User) for each SKAM under Basic configuration - Employee - User.
5. Do not assign any users to the sales manager under Basic configuration - Employee, as this person should have unrestricted access as the highest hierarchy level.
Roles
General
This section concerns the determination of what a User is allowed to do in the backend and should not be confused with the Roles in the Basic configuration area.
Create a new Role using the green plus.
Assign a meaningful name and press the "Next" button.
Define the required Types for the Role and save it. Afterwards, you can assign the Role to the Users of the backend.
For the Types Statistics, Individualreports and Lists, further restrictions can be made for backend Users, i.e. here you can specify which User is allowed to see which Statistics.
You can also make the Settings via the individual Types. A User with Administrator rights always has access to all Statistics, Individualreports and Lists.
Password
At this point, you change the password of the backend user with which you are currently logged in.
It is not possible to change the password of another user.
Licence
Here you get an overview of your currently issued licence. Licences can only be processed by DeDeNet. So if you want, for example, to have another device or a new module licensed, please contact DeDeNet GmbH.
Log files
The Log files section is divided into 4 areas. It is recommended not to enable this section for all Users, as it could lead to confusion.
The Date can be freely selected, however the logs are Deleted after a certain period.
System
Here you can find, for example, information about the ORDER export
Import
The status of the import is listed here.
Employee
The Devices of the Employee are listed and the Promotions performed on them can be tracked here.
Triggered e-mails are listed here with their shipping status.
To view a log file, you can either download it using the Save button:
Alternatively, click on a text log file and it will open directly in the browser window.
E-mail subscriptions
Each WEB backend user can be assigned so-called e-mail subscriptions. An e-mail subscription informs the user about certain events in DeDeSales.
Some e-mail subscriptions can have their subject line supplemented with information, for example to enable automatic distribution via the e-mail server to different mailboxes. The possible wildcards for this are shown to you accordingly when selecting.
Some e-mail subscriptions can be set client-specific. If the client is not filled in, it applies to all existing clients.
After the desired subscription has been selected and any additional information has been entered, proceed via the assistant with the button "Save / Next" to select the possible recipients. All recipients who should receive the subscription are listed on this page. You can tick the desired recipients and exit the creation of the e-mail subscription via the button "Save / Exit process".
Please ensure that the selected recipients also have an e-mail address, otherwise the e-mail cannot be sent.
Tip
If you want to assign several subscriptions to a user at the same time, you do not have to click each subscription. You can switch to the user in the Administration area and switch to the e-mail subscriptions via the "Next" button. There you can check/uncheck all created subscriptions.
Possible e-mail subscriptions
| E-mail subscription name | customisable subject/content | General Information |
| Change of account data | Subject without wildcard | |
| Change of delivery times | Subject without wildcard | |
| Change of contact | Subject without wildcard | |
| Requests from unknown devices | Subject without wildcard and with e-mail text | |
| Visit exceptions report | ||
| Import warnings | All import failures are sent to the subscription owner with the error message that occurred. Warnings without import failure are sent for the following cases: 1. In hierarchy endless reference 2. Customer list cannot be parsed -> e.g. filter or SQL statement faulty. 3. Contact - faulty e-mail address 4. Contact - faulty fax number 5. Customers - faulty e-mail address 6. Customers - faulty fax number 7. Agent files cannot be imported | |
| New customers created | Subject with wildcard | |
| eCom - notification of failed ERP export | only available with licence | |
| eCom - contact form | only available with licence | |
| eCom - customer registration | only available with licence | |
| Create eCom orders | only available with licence | |
| ERP errors | Subject without wildcard | |
| Conflict in loyalty scheme | Subject without wildcard | only available with licence |
| Missing translations | Subject without wildcard and e-mail text | |
| Consignment collection | Subject without wildcard | |
| Consignment delivery with mandatory collection | Subject without wildcard | |
| Consignment delivery without mandatory collection | Subject without wildcard | |
| Consignment scrapping | Subject without wildcard | |
| Customer master data change | Subject with wildcard possible | Client-capable from version 20 |
| Return | Subject with wildcard possible | |
| Lead Status Sales-qualified lead | Subject with wildcard possible and with e-mail text | only available with licence |
| Employee with old data | Subject without wildcard possible and with e-mail text | |
| Employee without order | Subject without wildcard possible and with e-mail text | |
| Daily sending of expense reports, if activated | ||
| Daily sending of daily reports, if activated | ||
| Tour optimisation (operational) warnings | Subject without wildcard | |
| Used licences | Subject without wildcard and with e-mail text | |
| Sending of orders incl. Excel | Subject with wildcard possible | Client-capable |
| Sending of returns incl. Excel | Subject with wildcard possible | Client-capable |
Total import
The total import is started every night at a set time by a task.
Use the button if you want to provide new data to all employees again during the day.
WARNING:
It may be that the total import takes longer, depending on the amount of data to be retrieved.
Status bar left area (System and further links)
The status bar shows you the following information in the left area:
1. System
- Here you can see which system you are in and which version the corresponding system has
2. further menu entries
Support/Service
Send an e-mail that is sent directly to the ticket system of DeDeNet.
The sender's address used is the e-mail address of the backend user with whom you are logged into the portal. Furthermore, information about the product, version and licence is transmitted.
- Select the type of support case and compose individual text
- Incoming e-mail in the ticket system
Revision history
Before an upcoming update, check which amendments will be applied and whether your system environment is affected. Test the amendments before releasing for a live update.
DeDeSales - Wiki
You can reach the wiki via the link
Client Download
Use this page if you want to download an installation package, for example to deploy it in an MDM system.
eCom
If a shop licence is available, you will be redirected to your eCom shop in a new tab via the eCom entry.
About DeDeNet
You can reach the DeDeNet website via this link
3. User
Here you see with which user you are logged into the portal.
Via the arrow you can open the menu and additionally see which role is assigned to you. Furthermore, you can edit the settings for KPIs on the start page for your user here via "Edit settings".
4. Import Status
If the point is green, no current import is running. If it is red, a current import is running and you will be shown when it started if you hover the mouse over the point. Clicking the point with the mouse will take you to the import log of the current day.
Status bar right area (Employee and Customer Search)
In the right area of the status bar you will find the search function in the backend.
1. Search Filter
First select via the Dropdown list whether you want to search for Customers or Employees
2. Search Criterion
You can scroll through the Dropdown list and click on the desired entry.
Alternatively, you can enter your Search Term. The search is performed dynamically, i.e. as soon as matches appear in the list, these are displayed as Selected and all others are Hidden.
a) If you find an exact match in the list, you can click on it directly and go to the search result.
b) If you have multiple matches, use the magnifying glass under 6 and you will get a selection list of the matches, from which you can then make your Selection by clicking on “Display”.
3. Magnifying Glass
Performs a search with Filter and Criterion and takes you to the list of matches.