1. Navigating to the Business Detail / Organizations List

Let us assume that you have clicked on the left panel Settings menu and then on the Business Detail menu option to view the organization(s) that is created. The following columns are present: NAME, ADDRESS and TYPE of business. The ACTIONS column contains the vertical ellipsis menu icon to toggle the row context menu.

The following screenshot displays the Organizations List page that loads.

Fig: 1 - Business Detail / Organizations List

2. Editing Organization / Firm

1. You can edit the details of your business that you had provided at the time of initialization of your account. Click on the row context vertical ellipsis icon under the ACTIONS column.



Fig: 2 - Expanded view of row context menu toggled against an existing organization with no sub firms

2. Click on the expanded context menu option Edit. The Edit Firm page displays the organization details.









Fig: 3 - Edit Firm

3. Proceed to make changes as per the necessity. Click on the Submit button once done to store any modifications made.

3. Managing Users

Click on the row context vertical ellipsis icon under the ACTIONS column. Click on the expanded context menu option Manage Users.

Fig: 4 - Row context menu option Manage Users

The Enroll Users page displays the created users of the organization.

Fig: 5 - Enroll Users

The grid view displays the list of existing users of the organization. You can create a new user, edit an existing user, or invite an existing user who is not yet invited to access the SurgeONE platform. You cannot delete an existing user.

3.1. Creating New User / Employee

Click on the + Add Employee button to load the Create New Employee dialog box.

Fig: 6 - Create New Employee dialog box

The following fields are present.

1. First Name: Enter the first name of the employee.
2. Middle Name: Enter the middle name of the employee.
3. Last Name: Enter the last name of the employee.
4. Email ID: Enter the valid email address of the employee. The invitation email will be sent at this address.
5. City: Select the current city of the employee.
6. ZIP Code: Enter the valid zip code of the employee address.
7. Supervisor: You can select the current supervisor or manager of the employee. This is the only optional field.
8. Reference ID: You may enter any relevant reference identifier of the employee if it is available.

Proceed to perform the following steps to create a new employee:

1. Enter the name of the employee in the First Name, Middle Name and Last Name fields.
2. Enter a valid email address in the Email ID field.
3. Select the city in the City dropdown.

Fig: 7 - City dropdown

4. Enter a valid 5-digit zip code in the ZIP field.
5. You can select the current supervisor or manager of this new employee using the Supervisor dropdown.

Fig: 9 - Supervisor dropdown

6. You may enter any relevant reference identifier of the employee in the Reference ID field, if it is available.
7. Proceed to select the current role or designation of this new employee using the Assign Role(s) button. Here is a view of the modal window which loads displaying the various roles which are listed. You can select multiple roles using the respective checkboxes against those. After selecting at least one role checkbox, click on the right arrow button to move the selected role to the Assigned Roles area from the Available Roles area. Click on the Done button once selection(s) are made in this modal window. More details on roles has been mentioned in this user guide.

Fig: 8 - Role selection modal window

Here is the view of the new employee details populated in the respective fields. You need to click on the Assign Role(s) button and assign at least one role to this new employee.

Fig: 10 - New Employee details populated

8. Click on either one of the Save or the Save & Send Activation Link button to save this new employee, as explained below:
• If you click on the Save button, then the user gets created and needs to be invited for the invitation email to get triggered from the system. The invited user can set password and login to SurgeONE.ai. The new user details get listed in the grid view and can be invited later on.
  
  Here is the view of the user account which is created using the Save button. The row context menu (toggled using the vertical ellipsis icon) displays Edit, Delete, Invite, Devices & Apps and Assign Role(s) options.

Fig: 11 - Row context menu options of the created employee

• If you click on the Save & Send Activation Link button, then the user gets created and the invitation email is triggered from the system. The new user details also get listed in the grid view.

Fig: 12 - Success notification of invite mail trigger

NOTE: The following screenshot shows the various field validations that are implemented for creating the new employee.

Fig: 13 - Field validations

3.2. Editing User / Employee

You can edit a created employee. Click on the row context Edit menu after clicking on the vertical ellipsis icon displayed under the ACTION column.

Fig: 14 - Edit option of the row context menu

Here is the view of the Edit Employee dialog box. You can make your changes in all the fields, except for the email address.

Fig: 15 - Edit Employee dialog box

NOTE: The existing employee details are populated and can be edited, except for the Email ID field, which is a read-only field.

Fig: 16 - Email ID field cannot be edited

If you click on the Save button, then the user details get stored.

The Save & Send Activation Link button is present when the user is created in the system but is yet to be invited to access SurgeONE.ai. After you click on it the user details get stored as modified in this modal window, and the invitation email is triggered from the system.

Fig: 17 - Presence of the Save & Send Activation Link button while editing a non-invited user

3.3. Deleting User / Employee

You can click on the row context vertical ellipsis icon and notice that the expanded Delete menu option is greyed-out. Hence, you cannot delete a user from this page.

Fig: 18 - Delete option of the row context menu loads as disabled

3.4. Inviting User / Employee

1. You can click on the row context vertical ellipsis icon and click on the expanded Invite menu option to invite any existing user account of your organization (who is yet to sign up). This option is greyed-out against any user who has already accessed SurgeONE.ai.

Fig: 19 - Invite option of the row context menu

The following Send Invitation to User modal window loads.

Fig: 20 - Send Invitation to User modal window

2. Proceed to select any one out of the three dropdown options. The following three options are provided - Invite as SurgeONE Users, Invite as Other Apps Users and Invite for TrackCyber Installation, where the former is pre-selected by default.

Fig: 21 - Dropdown options for inviting the user

3. Click on the Send Invite button to trigger the invitation email to this user.

Fig: 22 - Send Invite button to trigger the invitation email

Get redirected back to the Enroll Users page. You can notice that the STATUS column value gets updated to Invited.

Fig: 23 - Status gets updated

The following invitation email gets triggered to the registered email address of the invited user.

Fig: 24 - Invite email triggered

NOTE: The invitation email is sent to the stored email address. The invited user / employee can set your SurgeONE.ai account password from the embedded link of the invitation email.

1. You can click on the + Bulk Invite button to invite added user accounts in bulk.

Fig: 25 - Bulk Invite button

2. The following modal window is invoked with the list of users who have not yet been invited and can be added in bulk. Make appropiate selection of the checklists against the listed users, who are yet to sign up to the SurgeONE.ai platform. You can use the Select Template dropdown to make an appropiate invitation option (select the required email template to be used for this invitation purpose). Click on the Done button once done.The system automatically extracts the email address provided for each of the selected users and sends out an email invitation to each one of them.

Fig: 26 - Bulk Invite selection view

NOTE:

1. The Select Template dropdown contains options to set the invitation options. Here is the view of the options.

Fig: 27 - Bulk Invite selection options

2. The three templates are fetched from the Settings > Mail Templates module. The templates can be customized from there so that you gain the ability to trigger custom templates during bulk invitation of users.

3.5. Viewing Devices and Apps details

1. You can click on the row context vertical ellipsis icon and click on the expanded Devices & Apps menu option to view the devices and apps info.

Fig: 28 - Devices & Apps option of the row context menu

2. The Device details modal window loads to display the devices and apps specific information related to the associated user.

Fig: 29 - Device details view

4. Adding New Firm

On the Organizations List page, click on the row context vertical ellipsis icon under the ACTION column and click on the expanded Add Next Level menu option.

Fig: 30 - Add Next Level option of the row context menu

Here is the view of the Create New Firm page. The name of the parent firm can be seen at the top.

Fig: 31 - Create New Firm

Perform the following steps to create a new firm:

1. Enter the name of your organization in the Firm Name field.
2. Enter the current address of your organization in the Firm Address field.
3. Select the applicable type of firm in the Firm Type dropdown.
4. Select the country in the Country dropdown. Currently, only the USA option is available.
5. Select the applicable state from the State dropdown option.
6. Select the applicable city from the City dropdown option.
7. Enter the applicable zip code in the ZIP field.
8. Select the applicable currency from the Currency dropdown option. Currently, only the USD is present in the dropdown.
9. You can choose to enter the applicable CRD number in the CRD Number field.
10. You can choose to upload a company logo using the Click to upload file button of the Upload Logo field.
11. Click on the Submit button at the bottom right to create this new firm.

Fig: 32 - Submit button

You will be redirected to the Organizations List page. The new firm is visible under the parent organization.

Fig: 33 - New Firm created

NOTE: The context menu option Import File is not visible against the sub company after a sub company is linked with or created under the parent company.

Fig: 34 - Import File context menu option not visible against parent firm after a sub company is created under the parent firm

5. Importing File

1. On the Organizations List page, click on the row context vertical ellipsis icon under the ACTION column and click on the expanded Import File menu option.

Fig: 35 - Import File option of the row context menu

NOTE: The Import file context menu option is available only if one organization is present and there are no existing sub-firms. The following screenshot displays that the menu option is absent.

Fig: 36 - Import File context menu absent



2. The Import Hierarchy dialog box loads. A Choose File button is present. Click on it to browse and upload a valid and formatted excel file to import its dataset into SurgeONE.ai.

Fig: 37 - Import Hierarchy dialog box

3. After you upload an excel file, you can notice the file name getting displayed beside the button. A red cross icon is visible after the displayed file name to remove the uploaded file.

Fig: 38 - File name of uploaded excel file displayed

4. Click on the Import button to confirm your selection. The system will display success notification if the importing is successful.



NOTE: If the data import from the uploaded excel file is not successful, the system will display an appropiate dialog box, as follows. Click on the Cancel button to close it.

Fig: 39 - Import failed

6. Downloading Hierarchy File

Click on the Download Hierarchy File button at the top right of the Oganizations List view.

Fig: 40 - Download Hierarchy File button

An excel file gets downloaded with the filename SurgeONE.ai_Org_User_Import.xlsx. It contains the firm / organization and user level details in two sheets labeled Organization and User respectively.

Fig: 41 - Downloaded excel file

7. Search Existing User

You can find the search bar at the top-right of the Enroll Users page. Enter the name of the user based on which you want to execute the search operation by. If matching user is found, it will populate the grid view.

Fig: 42 - Search bar

NOTE: This user search facility operates only on the username (text displayed under the NAME column, and not on the data of any of the other columns.