- Introduction
- Items
- Channels
- Searches
- Information Groups
- Users & Groups
- Settings
- Dashboards
- Widgets
- Supplier Portal
Introduction
The Administration menu is where Perfion administrators manage the setup of Perfion.
Items
In Items you build the “structures” to be exposed under Items in the main menu.
Recommended best practice is to expose high volume data carrying items to be managed on a daily basis by “normal” Perfion users. This can be Products, Images, Files, Spareparts, etc. Other data carrying items with low volumes, lower update frequencies or more restricted access can be managed by super users in Feature Data.
TECH NOTE: In web clients older than 5.4, you selected which sections from the windows client to expose as tiem structures in the web client. From version 5.4 and forward, item structures in web client must be built and managed separately from the windows client.
Create or edit an Item structure
Name
Click Add New to create a new item structure, or click the pencil icon to edit an existing item structure. Both open a dialogue where Name is preselected in the left menu. Here you type in the name of the item structure in all active languages:
Feature & Icon
On the Feature & Icon tab, you select the base feature users can manage in the main grid. This is typically a feature called something similar to the name you gave the item structure on the first tab.
You can also add a logo file to be shown in the top menu of the application together with the name.
Categorizers and Searches
On the Categorizers and Searches tab, you manage the options users will have to browse and search for items. You can:
- Delete option (red X)
- Translate name to all active languages (globe)
- Sort options (drag-drop the 6-dot handle)
- Specify name in main language (Name (XX))
- Choose type (Categorizer or Search)
- Choose categorizer feature or search panel [See the section Searches below] (Feature / Search)
- Add new option (Add New)
Each row corresponds to an entry in the drop down users see at the top of the left pane of the item structure:
User Access / Group Access
On these two tabs, you grant users and/or user groups access to the item structure:
NOTE: In previous versions, administrators automatically had access to all items. From version 5.4 and forward, administrators must also be granted access to item structures to see them. This allows you to build item structures specifically for some user groups that administrators do not need to see in their daily work.
Channels
In Channels you build your output channels.
Traditionally, you would base your channels on a single item type. However, the system also allows you to set up "mixed-base feature" channels. This can be very beneficial in certain use cases, for example it could make digital asset management much smoother.
Channels are exposed under Channels in the main menu and in the Publish work mode.
Create or edit a channel
Channel Name
Click “New Channel” to create a new channel, or click the pencil icon to edit an existing channel. Both open a dialogue where Channel Name is preselected in the left menu. Here you type in the name of the channel in all active languages. You will also need to enter the name(s) of the related item(s):
Channel Feature & Icon
On the Channel Feature & Icon tab, you set up the structure of the channel:
- In Channel Feature you select the feature holds the structure of the channel. This is typically a selectable feature called something similar to the name you gave the channel on the first tab.
- In Related Item Features you select the features that holds the items you want to publish in the channel. In case you need a single feature, here you would typically specify your main product feature, though it can also be other selectable features like images, files, spare parts, etc. If you need a "mixed items" channel, select all the related item features. The feature picker allows you to use selectable features only:
If you created a "mixed items" channel then users can add items to it from any feature you selected.
You can also add an icon (logo) file to be shown in the top menu of the application together with the channel name.
User Access / Group Access
On these two tabs, you grant users and/or user groups access to the channel:
This completes the channel setup, and the channel is now available in relevant menus.
TECH NOTE: The trained Perfion administrator will recognize, that building a channel is mostly a UI concept. A channel allows users to publish items with the purpose-built channel concept and publish work mode in the web client. From a technical perspective, when an item is published into a channel, the item is simply assigned a value in the channel feature.
Global Search
In Global Search you can activate global search on individual base features.
When Global Search is activated on a base feature, it becomes available for users in the top left corner of the relevant Item section:
Create or edit a global search
Features
Click “New Search” to create a new global search or click the pencil icon to edit an existing search. Both open a dialogue where Features is preselected in the left menu. Here you set up how the global search should work:
- In Base Feature you select the feature the global search should work. This will typically be a feature you use in one of your Item structures.
- In Search Feature you add additional configured features in which the global search should look for matches to users’ input. The global search will always search in the selected base feature, so you should not add that. You could add Item Name, Category and Color:
With this setup, the global search now appears in sections where Product is base value in the main grid. The global search will return items with values matching the search word in the base value or in either of the defined search features.
TECH NOTE 1: Global search use MATCH as default operator
TECH NOTE 2: Advanced Search appears as standard when Global Search is activated. Advanced Search allows users to search for any combination of data using all operators. Please see Perfion Web Client User Guide for details.
Searches
In Searches you build search panes.
Search panes are used in Items allowing users to search for items via a specific set of features:
Create or edit a search
Name
Click “Add New” to create a new search, or click the pencil icon to edit an existing search.
Here you type in the name of the search:
The name is not localized as it is not exposed to users. The name is only shown when you select a search in an item structure.
You set up the structure of the search pane. Each row represents a searchable feature in the search pane. Rows can be added, deleted and sorted.
The following table provides information about each column.
| Feature |
Select the feature users can search for. All feature types can be added to the search pane. Features cannot be updated in an existing row. If you want to from one feature to another, you must delete the row and and a new. |
| Filter Type |
Select how users will search for values in the feature. Options in this column depends on the selected feature. For some feature types, only a single option is available (preselected). |
| Search | A normal input field will appear where users can type in the value they want to search for. |
| Min / Max | Two normal input fields will appear where users can type in a minimum and a maximum value to search between. |
| Select | A selector will appear where users can pick a single value to search for |
| Select Multiple | A selector will appear where users can pick multiple values to search for |
| Scope | This is a legacy function. |
| None | Use None if suggested by system. |
| Exact | Use Exact if suggested by system. |
| Intervals | Do not change to Intervals even if this is possible. The search pane in web client will return incorrect selection of items if Intervals is selected. |
| Operator | Select which operator to use when users search for values. Available operators depend on selected feature and filter type. |
| = | Value on item must match exactly (no wildcards allowed) |
| != | Value on item must be different from |
| > | Value on item must be larger than |
| >= | Value on item must be larger than or equal to |
| < | Value on item must be smaller than |
| <= | Value on item must be smaller than or equal to |
| LIKE |
Value on item must match exactly (wildcard % allowed) Notes: LIKE works the same as “=” if no wildcard is applied. If wildcard % is added after search value (e.g. ABC%), the value on item must begin with ABC If wildcard % is added before search value (e.g. %ABC), the value on item must end with ABC |
| NOT LIKE | Opposite to LIKE |
| MATCH |
Value on item must contain specified value (wildcard * allowed) Notes: If wildcard * is added after search value (e.g. ABC*), the value on item must begin with ABC If wildcard % is added before search value (e.g. *ABC), the value on item must end with ABC |
| NOT MATCH | Opposite to MATCH |
| IN |
Value on item must be any of specified values (no wildcards allowed) Notes: Use semicolon (;) as separator between values. If you type 8;12;20 in the value column, filter will return items with 8 or 12 or 20 as value |
| NOT IN | Opposite to IN |
| BETWEEN |
Value on item must be between two specified values Notes: Use BETWEEN on numeric features only. Use semicolon (;) as separator between values. If you type 8;12 in the value column, filter will return items with values between 8 and 12 (both end-values included) |
| IN HIERARCHY OF |
Value on item must be identical to or a child/grand child of the specified value Notes: Use IN HIERARCHY OF on selectable features with a hierarchy. If you type Cooking in the value column, filter will return items with value Cooking or any child/grand child of Cooking. |
| EXECUTE |
Value on item must match the criteria of the selected search item Notes: This operator is only available for Search features with Select as Filter type. In these cases, the EXECUTE operator will add the search criteria of the user-selected search item to the other search criteria defined by the user. |
| HEIGHT | Here you define the height of the search field in rows (1 to 10). |
| STLYE | Set the style of the search field: simple input field, combo box, tree, or radio. |
| DEFAULT VALUE | Set or edit a default value for the search. |
Top View Groups and View Groups
In Top View Groups and View Groups you can add, edit and delete the primary and secondary groups used to organize features in the Item Editor.
Create or edit a group
Name
Click Add New to create a new group, or click the pencil icon to edit an existing group. Both open a dialogue where you manage the name of the group in all relevant languages:
Security Groups
In Security Groups you can add, edit and delete security groups. Security Groups control the permissions users and groups have to features assigned to the security group.
Create or edit a security group
Name
Click Add New to create a new security group, or click the pencil icon to edit an existing group. Both open a dialogue with the Name tab preselected. Here you manage the name of the group in all active languages.
User Permissions / Group Permissions
In User Permissions and Group Permissions you manage permissions for users and groups.
Permissions are grouped under Items and Feature Values. To understand this distinction, think of a selectable feature like Color. This feature consists of a list of Items (Red, Blue, Green, etc.) that users can choose between when setting a Color value on a product:
- Permissions set under Item control users rights to add, edit and delete colors from the list of items. These permissions are only used for selectable features.
- Permissions set under Feature Values control users rights to set color values on products.
| Permissions, Items | Meaning (examplified by the Color feature mentioned above) |
| Read | This is the minimum - and mandatory - permission you can grant. With this permission users can see the list of color items in Feature Data. |
| Edit | With this permission users can edit the names of existing color items in Feature Data (e.g. change Reed to Red). |
| Move | With this permission users can move existing color items from one parent to another. This is only relevant if the list of items is organized in hierarchies. |
| Create | With this permission users can add new color items to the list (e.g. add Maroon to the list) |
| Delete |
With this permission users can delete existing color items from the list (e.g. delete Maroon). NOTE: Deleting a color item will remove the color from all products where it is used as value. |
| Permissions, Feature Values | |
| Read | With this permission users can see color values on products but not edit them. |
| Edit | With this permission users can add, change and remove color values on products. |
| Edit+ |
With this permission users can add, change and remove color values on products EVEN if product is locked for editing in general by Feature Item Security. NOTE: Feature Item Security allows you to remove all permission to manage data on a product when the product has a specific value in a specific selectable feature. A typical example would be to remove all permissions to manage data on a product when its Status is set to Discontinued. Feature Item Security can not be managed in the web client yet. |
Users & Groups
Login Options
Edit Password Requirements
Administrators can configure password security requirements for users in the web client. These settings help enforce stronger passwords and improve account security across the system.
Password complexity settings
Administrators can define the minimum password requirements that users must follow when creating or changing a password.
The following requirements can be configured:
- Minimum password length
- Require lowercase characters
- Require uppercase characters
- Require numeric characters
- Require special characters
When password complexity rules are enabled, users must enter a password that complies with all configured requirements.
Password expiration
Administrators can configure password expiration policies by specifying the number of days a password remains valid.
Users must change password every XX days based on the given validity period.
When a password expires:
- The user can still log in using the current password.
- The user is immediately prompted to change the password before accessing application data.
- The new password must comply with the active password requirements.
Force password change
Administrators can require users to change their password at the next login.
This can be configured:
- Per individual user
- For all users at once using a bulk action
When enabled, the user is prompted to create a new password immediately after logging in.
Applying new password requirements
When an administrator changes password requirement settings and saves the configuration, the system prompts the administrator to choose how the new requirements should be applied.
Options:
-
Apply immediately for all users
All users are required to update their password at the next login. -
Apply on next password change
Existing passwords remain valid until the user changes the password or the password expires.
If password requirements are modified and immediate enforcement is selected, all users must update their password to comply with the new policy.
Account lock after failed login attempts
Administrators can configure the maximum number of failed login attempts allowed before an account is locked.
Lock account after X failed attempts
When a user exceeds the configured number of failed login attempts:
- The user account is disabled.
- The user cannot log in until the account is re-enabled.
- An administrator must manually enable the user account.
When users change or reset a password:
- The password must comply with all active password policies.
- Non-compliant passwords are rejected.
- Users receive validation feedback describing which requirements are not fulfilled.
It is recommended to configure strong password policies that include a minimum length and multiple complexity requirements to improve overall system security.
Users
In User you can add, edit and delete Perfion users.
Maximum number of active users is controlled by license file
Create or edit a user
General
Click Add New to create a new user, or click the pencil icon to edit an existing user. Both open a dialogue with the General tab preselected. Here you manage the basic user settings.
| ID |
Unique ID of the user. The ID is used for login, and it is used as identifier for all changes the user does to data in Perfion. The ID cannot be changed when user has been created. |
| Name | User’s full name. |
| Description | For internal information only. Not used by the application. |
| Windows Domain User |
Adding a Windows Domain User (DOMAIN\userid) will enable the user to bypass the login screen of the Perfion Window client. NOTE: Windows Domain User has no effect in the Perfion web client. User must always login. |
| User’s email address. | |
| Force password change | |
| Password never expires | |
| Default Feature Group | The selected Top View Group will be preselected when user opens an item editor. |
| Active | Only Active users can log into Perfion. Inactive users are not included when number of users is calculated against limitations in license file. |
| From AD |
This option is only available if AD integration is enabled. When option is checked, the basic user administration… |
Language Permissions
In Language Permissions you manage the user’s general permissions to read or edit data in different languages.
Language Permissions work hand-in-hand with Security Groups (see the related section above) to determine users' permissions to specific features. Users must have permissions from both structures to read or edit data in grid and item editor.
Specific languages
When a specific language is added to the user’s profile, the user is granted general permissions to Read or Edit data for localized features in that language. In the example below, the user can edit English data and read German data.
NOTE: Specific languages can be sorted using the 6-dot handle (drag-drop). The language at the top of the list is the user’s primary language which is shown by default in grids and item editors.
Non-localized features
This option controls the user’s general permissions to read or edit non-localized features.
Member of
In Member of you manage the user’s memberships of User Groups.
Roles
In Roles you control what the user can do in the Perfion client in addition to reading/editing data.
- Has role directly - role is assigned directly to the user
- Has role from group - role is assigned via membership of a user group (hover the ?-icon to see which groups)
| AI Integration | |
Can manage AI Integration |
Gives the user access to AI settings and templates. |
| Content Store | |
Can manage items |
Controls if the user can manage items in the Content Store. |
Can manage custom pages |
Controls if the user can manage custom pages in the Content Store. |
Can manage users and organizations |
Controls if the user can manage users and organizations in the Content Store. |
| Reporting | |
| Can execute reports |
Controls if user is allowed to create reports via the “New Report” option in right-click menus. |
| Can design reports |
Controls if user is allowed to design report template. Template design tool is only available in windows client. |
| Can export via reports |
Controls if user is allowed to export report data via the “Export Report Data” option in right-click menus. |
| Feature Data - Import/Export | |
| Can export data from grid |
Controls if user is allowed to export data, images and files from grid via the three options in 3-dot menu in main grids. |
| Can import data |
Controls if user is allowed to import data and view import logs via the two options in the Tools menu. |
| Can import data without validator |
Controls if user is allowed to import data without validation of selectable values.
|
| Related Sort Order - Import/Export | |
| Can import related sort orders |
Controls if user is allowed to import related sort orders. This could be the order of which products are shown in a catalog. Import of related sort orders is only available in windows client. |
| Can export related sort orders | Export of related sort orders is only available in windows client. |
| Actions - Import/Export | |
| Can import actions |
Controls if user is allowed to import actions via 3-dot menus and right-click menus in Action. |
| Can export actions |
Controls if user is allowed to export actions via 3-dot menus and right-click menus in Action. |
| Scheduling | |
| Can edit schedules |
Controls if user is allowed to edit schedules in the scheduler. The Scheduler is only available in windows client. |
| Log | |
| Can access Log |
Controls if user is can access the master log and search through all data changes. The master log is only available in windows client.
|
| Can access Recycle Bin |
Controls if user can restore deleted items via “Recycle Bin” option in the 3-dot menu in main grids. |
| Developer | |
| Can access API Tool |
Controls if user can execute API queries via the API Tool. The API Tool is only available in windows client. |
| Actions | |
| Can execute actions |
Controls if user is allowed to execute actions via the option in the Tools menu and via right-click menu on items. |
| Can manage actions in Web Client |
Controls if user is allowed to manage actions via the Actions option in main menu. |
| Feature Data | |
| Can access Feature Data |
Controls is user is allowed to manage feature data via the Feature Data option in main menu.
|
| Filtered Values | |
| Can manage filtered values |
Controls if user can manage filtered values configurations. Filtered values configuration is only available in windows client. |
| Supplier Portal | |
| |
User Groups
In User Groups you can add, edit and delete user groups, and define login options.
User Groups are generally used to manage permissions for groups of users in stead of individually for each user. See section above about Security Groups.
Create or edit a user group
General
Click Add New to create a new user group, or click the pencil icon to edit an existing user group. Both open a dialogue with the General tab preselected. Here you manage the basic user group settings.
Members
In Members you can add and remove users from user groups.
Roles
In Roles you control what members of the user group can do in the Perfion client in addition to reading/editing data.
Please refer to the section Users - Roles above for explanation about each role.
Active languages
In Active languages you can add, edit and remove the languages, for which you maintain data in Perfion.
If you remove a language, it will be removed from all user profiles. Item data in the removed language will not be deleted from the database.
Edit an active language
Access to language
Click the pencil icon to edit an existing language. This opens a dialogue with the Access to language tab preselected. Here you can see a list of users with access to the selected language.
Click the red X to remove the language from a user.
Settings
In Settings you can manage general settings of Perfion
Company
In Company you can manage:
Company Name
Logo
Both of these options are as of 2025-R3 only used in the Supplier Portal
SMTP Server
In this section you can manage the different SMTP remote connections of Perfion. For each area that supports emails in Perfion, a seperate SMTP connection can be assigned
Multifactor Authentication - The SMTP connection used for sending our multi-factor authentication emails, see Multi Factor Authentication - Perfion Knowledge Base - Perfion Knowledge Base
Notification - The SMTP connection used for Comments and Notifications
Supplier Portal - The SMTP connection used for Supplier Portal
Adding new SMTP Connection
Clicking Add new or Edit on a SMTP Connection opens the Create/Edit SMTP connection window. Here the user can configure a remote connection to a SMTP server. Note that Perfion does not offer its own SMTP server, these must always be managed remotely. The SMTP connection is stored as a Remote Connection in perfion.
Email templates
From this menu, users can manage the different email templates supported by Perfion. The following templates are available:
Notifications - The template used when users are tagged in a comment
Multi Factor Authentication - The template used for multi-factor authentication
Supplier Portal, Reset Password email - The template used when suppliers requests a new password
Supplier Portal, Welcome mail - The template used when a new user is activated in the supplier portal.
Editing templates
Clicking Edit on any of the templates, opens the Edit Email template window.
From this menu, users can manage the chosen email templates in all the Active languages.
By default, the Default templates will be used for all emails. When the user has inserted a template from this menu saved it, that template will then be used for that language.
Clicking Default template or Blank template will insert either the default templates or a blank template to serve as the starting point for designing a new template. The Insert Tags dropdown can be used to insert into of the system tags supported by Perfion, such as Company Logo, Company Name or User Name.
The Send test e-mail button allows the user to sent out a test e-mail to review the current design also the user can preview the e-mail with the Preview e-mail button.
Translations
Here, the user can manage the different translations services supported. See Translations - Perfion Knowledge Base - Perfion Knowledge Base
License
From this menu, you can view and update their Perfion license.
If you need to switch to a different license, or know that their license has changed and want to apply the updated license now, clicking Update License fetch the newest version of the license from the Boyum License Server using the Name and Key provided.
In the menu below, the current license can be viewed.
Dashboards
In Dashboards you can add, edit and delete dashboards.
Create or edit a dashboard
Name
Click Add New to create a dashboard, or click the pencil icon to edit an existing dashboard. Both open a dialogue with the Name tab preselected. Here you type in the name of the dashboard in all active languages:
Structure
In Structure you manage the “content” of the dashboard.
- Left pane shows the current structure of the dashboard
- Right pane shows elements you can add to the dashboard
| Sections | Sections are the main groupings/dividers in dashboards. |
| Add a section |
Sections are shown as headlines in the left pane. Drag the [Section] element from the right pane to the left to add a section. This opens an overlay where you can give the section names in all active languages |
| Rename/translate a section |
Hover over the section and choose the edit option (manage name/translations). |
| Move a section | Drag section vertically in the left pane to its new position. |
| Delete a section |
Hover over the section and choose the remove option. |
| Line Breaks | Line Breaks forces the following widget to start in a new row inside the section. |
| Add a line break | Drag the [Line Break] element from the right pane to the left to add a line break. |
| Move a line break | Drag line break vertically in the left pane to its new position. |
| Delete a line break | Right-click a line break in the left pane and choose “Remove Widget” to delete it from the dashboard. |
| Widgets |
Widgets are the main elements of the dashboards.
|
| Add a widget | Drag the widget from the right pane to the left to add it to the dashboard. Widget are placed inside section alongside line breaks. |
| Move a widget | Drag the widget vertically in the left pane to its new position. |
| Edit a widget | Right-click any widget and choose “Edit Widget” to open the widget in edit mode. Refer to the section Widgets below to learn how to edit a widget. |
| Delete a widget | Right-click a widget in the left pane and choose “Remove Widget” to delete it from the dashboard. |
User / Group Access
On these two tabs, you grant users and/or user groups access to the dashboard:
Administrators must be granted access like other users/groups.
Widgets
In Widgets you can add, edit and delete widgets.
Create or edit a widget
Titles
Click Add New to create a widget, or click the pencil icon to edit an existing widget. Both open a dialogue with the Titles tab preselected. Here you type in the title and the subtitle of the widget in all active languages:
Settings
In Setting you build the widget.
| Widget action | In this drop down you decide the main appearance of the widget. |
| Group by | This option groups returned items by the feature you choose in Feature. This allows you to build bar charts, pie charts, etc. |
| Has value | This option groups returned items in two groups; those that have a value and those that do not have a value in the feature you choose in Feature. This option allows you to build bar charts, pie charts, etc. with exactly two elements. |
| Total count | This option simply shows the number of returned items: |
| Widget type | In this drop down you select the chart type you want for your widget. |
| Bar chart | |
| Horizontal bar chart | |
| Pie chart | |
| Doughnut chart | |
| Count |
|
| Base feature |
In this selector you choose the base feature or features the widget should work on. Select multiple base features for a single widget. This is particularly useful for scenarios where multiple feature types represent similar kinds of content, such as digital assets like files, images, and videos. When multiple base features are selected, the widget combines them into a single view. This enables you to build widgets that monitor not only your main “items”, but any list of items you would normally manage in Feature Data. |
| Feature |
In this selector you choose the feature to “group” returned items by. The drop down is active when you choose Group by and Has value in Widget action. You can choose any selectable feature as grouping feature for your widget. Normally it only makes sense to choose features which are part of the configuration of the selected base feature. |
| Filter |
In this selector you choose the filter the widget must use to return items. The filter is the most essential part of the widget: The list of available filters depends on the selected base feature. It works like this (exemplified with the Product feature):
|
| View |
In this selector you choose the view the widget must load in the main grid when a user clicks an element in the widget. You can always choose between Standard Views and Group Views: Customized Views are only available if a Views Feature has been selected on the base feature in its feature definition. The logic is the same as explained under Filters above. |
| Refresh mode | In this drop down you select the refresh mode you want for your widget. |
| Scheduled/Manual |
This option will not reload the widget when users load the dashboard. It will show data from “last refresh”. For performance reasons, this can be useful for widgets that return large amounts of items. Users must click the refresh button in the widget themselves, or you can use the Perfion Scheduler to create a job that refreshes the widget at given intervals. |
| On every load | This option will reload the widget every time the user loads the dashboard. |
The Preview pane (right side) of the Settings window will refresh itself when you change selections in the left pane. Use the checkbox “Use example data in preview” to determine if you want to see your own data (slower reload) or just example data (faster reload).
Supplier Portal
This menu item can be expanded. When doing so, it reveals six options shown below. They are detailed in the following sections.
Settings
Under this submenu item, you can specify the following parameters of the Supplier Portal configuration:
- Service URL – The base URL to your Supplier Portal. This is not meant for customizing the URL, it is a one-time only configuration.
- Supplier identifier feature – Select from this dropdown the feature with supplier identifier values that you want to use to link supplier items to suppliers. This field is mandatory.
- Primary color – Select from this dropdown the color to be used in the header of the Supplier Portal website.
- Secondary color – Select from this dropdown the color to be used in the subheaders of the Supplier Portal website.
Exposed Configurations
This submenu item allows you to choose and configure the base features that you want to expose to the Supplier Portal. The main page shows the current exposed configurations. Configurations can be added, edited, deleted and sorted.
NOTES:
- Deleting a configuration also deletes organizational access in database.
- Deleting a configuration doesn’t delete any items or specs in supplier repository.
When clicking the Edit icon or the Add new button, you will see two tabs: Display Name and Settings.
On the Display Name tab, you must give a name to this exposed configuration. You can do so in all active languages. This name will be shown under the Items dropdown in the top menu of the Supplier Portal.
The Settings tab contains a series of options you need to select.
- Base Feature – The feature you want to expose the configuration of. Only selectable string features are available. The Base Feature cannot be changed after you save it for the first time.
- Item Key Feature – The feature that suppliers will use to identify their items in this configuration. Only explicit string features are available. The Item Key Feature cannot be changed after you save it for the first time.
- Category Feature – The categorizer shown in left panel of the Supplier Portal. Only selectable string features are available.
- Search Feature – In this dropdown, you can choose between existing searches. This search will be available for both Perfion users of the Supplier Portal and for suppliers. If you want a specific supplier to have a different search, specify the desired one for the given supplier.
- View Feature – Select the search feature you have created specifically for supplier views.
- Filter Feature – Select the search feature you have created specifically for supplier views.
Supplier Dashboards
In your Supplier Dashboards, you can help your suppliers with dedicated dashboards to be used there. Building a supplier dashboard is done exactly the same way as when you build a dashboard to be used in Perfion. Supplier dashboards will only allow you to add supplier widgets discussed in the next section.
Supplier Widgets
In your Supplier Dashboards, you can help your suppliers with dedicated widgets that can be specified under this menu item.
The key element of a supplier widget is the filter used to find items to be shown in the widget. Just like all other filters in Perfion, the filter used for a supplier widget is based on an API query. A typical example of an API query for a supplier widget would look like this:
The Select part of the query is not mandatory. It is included here for testing and validation purposes. By including it, you can copy the entire query to the API Query Builder and test if it works as intended.
The From part of the query should always specify the id of the feature exposed as the Base Feature in Company Settings (typically id 100). In addition, the From part must always specify repository='supplieritems'. If this is omitted, the widget will not work in the Supplier Portal. You also need to specify the InContextOf attribute which must match the exposed feature.
The Where part of the query determines which items are returned by the query. You can include all features exposed in the Supplier Portal in Where clauses, including features exposed as read-only. The API query will return internal values for features exposed as read only. This makes it possible to build widgets that filter on a combination of supplier values and internal Perfion values.
Where clauses in supplier filters can use the specific clauses listed below.
- Supplier items with a specific status:
<Clause id="_Status" operator="=" value="Draft" /> <Clause id="_Status" operator="=" value="Submitted" /> <Clause id="_Status" operator="=" value="Accepted" /> <Clause id="_Status" operator="=" value="Rejected" /> <Clause id="_Status" operator="=" value="Locked" />
- Specific features with unhandled supplier updates (yellow color in grid):
<Clause id="(1600,210,148,230,218,219,220,102)._Status" operator="=" value="AwaitsOwner" />
- Any feature with unhandled supplier updates (yellow color in grid):
<Clause id="*._Status" operator="=" value="AwaitsOwner" />
- Specific features with rejected supplier updates (red color in grid):
<Clause id="(1600,210,148,230,218,219,220,102)._Status" operator="=" value="AwaitsSupplier" />
- Any feature with rejected supplier updates (red color in grid):
<Clause id="*._Status" operator="=" value="AwaitsSupplier" />
IMPORTANT NOTE
When a widget is clicked in the Supplier Portal, the portal dynamically adds another Where clause to the query that specifies the ID of the logged-in supplier. This makes it possible to use the same widget for multiple suppliers, as the widget will only return items belonging to the logged-in supplier.
If a Perfion user is logged in to the portal, this extra Where clause will not be added to the query. This means that the widget will return items for all suppliers matching the original query.
Dashboard widgets rely on a view to determine which features to show in grid. Views are built as “normal” API queries that only contain a Select element.
The Select element can be written exactly as in all other API queries. You can select all active languages, all features in Perfion and make references to all views. You can even select features not exposed to suppliers; these will be filtered out of the result when the query is used in the supplier portal.
In addition to all “generic” views, you can also use four specific supplier views:
- Expose returns all features exposed for suppliers to manage;
- ExposeReadOnly returns all features exposed as read only to suppliers;
- Mandatory returns all exposed features marked as mandatory in the supplier configuration;
- AutoApprove returns all exposed features set to Auto Approve in the supplier configuration.
Organizations
The main page shows existing organizations listed alphabetically by name. The list can be filtered by status.
When clicking the Edit icon or the Add new button, you will see a tab for overall settings and a separate tab for each Exposed Feature.
On the General tab, you define the supplier’s name, abbreviation, supplier identifier and languages. You can also set the supplier as active or inactive.
NOTES:
The Abbreviation is a unique supplier identification. This code (no spaces or special characters allowed) uniquely identifies the supplier. It is highly recommended to use the supplier’s value in the Supplier Identifier Feature (see above) as Abbreviation.
The Abbreviation can’t be changed once it has been saved.
The Supplier identifier must be identical to the Abbreviation.
On the Exposed Features tabs, you can manage the following for each exposed configuration.
- Access to – Checkbox deciding whether the supplier has access to the given exposed configuration. The checkbox is labelled with the display name of the exposed configuration.
- Search Feature – Select from the dropdown listing all available Searches.
-
Roles – Checkboxes for the below three functionalities. Note that, if Access to is unchecked, these roles are automatically disabled and unchecked.
- Can create new items – Determines if the supplier can create new items in the portal. If unchecked, you must create new items in Perfion and expose these to suppliers. This is done with an action. Please refer to Supplier Portal - Actions for further information.
- Auto accept submitted items – If ticked, all items submitted by the supplier are automatically accepted and created in Perfion.
- Auto accept updated values – If selected, all updates done by the supplier (to accepted items) are automatically accepted and copied to the linked Perfion item.
Categories - Click the Edit icon on this line to select the categories in which the supplier can create/enrich products for the exposed configuration.
Users
The main page shows existing users listed alphabetically by name. You can filter on Organization and Status. From the 3-dot menu on the right, you can send a welcome message and a reset password email to a user.
When clicking the Edit icon or the Add new button, the user's settings will be displayed. On this Settings page, you can specify the following parameters for the given user:
- Name – Enter the user's name in this mandatory field.
- ID - Assign a code to the user. It must be unique within the user’s organization, but it does not have to be globally unique across all organizations.
- E-mail - Enter the user’s e-mail address. This is mandatory as it is used to log in to the Supplier Portal. The e-mail must be globally unique across all suppliers (i.e. the same e-mail cannot be used in two different organizations).
- Organization – Mandatory field for new users only. Once it is saved, it cannot be changed.
- Interface language
- Data languages
- Send "Welcome" e-mail on Save – If this checkbox is ticked (as it is by default), a message is sent automatically to the user's e-mail address specified in this form.
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