Profile management
Important
ADD-ON
Profile management increases security and make your working routines in Posti SmartShip 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.
The user ID is your company's VAT number.
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 Posti SmartShip. The profile ID must be unique.
Each profile belongs to one profile group and can be assigned one or several roles.
Default profile group and role
When an account is created it has:
a default profile group, Perusprofiiliryhmä, that has access to all data on the account, even the information stored in other profile groups.
a default role, Hallinta, that has the right to perform any task on the account.
The administrator
The administrator controls profile groups, profiles and roles in Posti SmartShip 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.
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
Shipment and booking history in the default profile group is not shared with other profile groups.
Tip
Settings can be made on account, profile group or profile level.