Core functions: administration, reports and security

The functions in this chapter keep the platform under control: what management sees, who has access to what, how external services are connected and how any decision can be reconstructed. The description pattern is the one from chapter 03.

F23. The dashboard, the lists and the exports

Conditions. View permissions for the respective areas; a card or a list is missing if the role has no access to its area.

Preparatory actions. None required; the indicators are calculated from the real data every time they are opened.

Resources. No configuration.

Sequence of actions.

1. Dashboard shows the orders of the current month against the previous one, the new customers and the total, the pending requests, the recently opened pages, the sales performance over the last six months (one bar per month, with the value and the number of orders), the five best-selling products of the last 30 days and the orders filterable by status.
2. The order list provides the indicators at the top (total orders, items sold and revenue over 30 days, unpaid orders, with the trend over 14 days), the status tabs, the combinable filters (search, status, manager, payment method and payment status, date), sorting, the choice of columns, pagination and the change of status directly from the table.
3. Export downloads the current list of orders (with the applied tabs and filters, up to 1,000 rows) or of customers in CSV; the promo codes are exported to Excel; the reference books are exported and imported from a file.
4. Global search in the top bar (the ⌘K / Ctrl+K shortcut) finds orders by number, products by name and customers by name or e-mail, from any screen.

Result. Management has, without any configuration, an up-to-date picture of the store and can process the detailed data outside the platform; accounting has its own registers (F17).

Closing actions. None required. Details: The dashboard, The order list.

F24. Configuring the role model and the team

Conditions. The administrator role.

Preparatory actions. The list of team members and of their responsibilities.

Resources. Approximately 10–20 minutes for the roles; 1 minute to invite a user.

Sequence of actions.

1. In Settings → All Users → Roles And Accesses the predefined roles are used — SuperAdmin (a system role, all permissions, cannot be deleted), Manager, Operator, Accountant — or new roles are created; the permissions are grouped by area (orders, products, requests, customers, notifications, settings, balance, marketing, delivery, website content, SEO, accounting, reference book, content, financial statements), with distinct actions (view, create, edit, delete, export, change of status).
2. In Users the team members are invited by e-mail, with the chosen role (the person sets their own password from the invitation; there is no free registration for the team), the role of an account is changed and access is blocked immediately with the Active switch, without deletion. The last active administrator cannot be deactivated, and a user cannot change their own role.
3. In Managers the automatic assignment of new orders and requests to managers, by rotation, is switched on; a customer with a personal manager keeps that manager; the manager can be changed at any time from the order.

Result. Every member of the team sees only the screens and the actions allowed to their role; the screens without permission disappear from the menu, and the actions that are not allowed are refused by the server. New orders and requests have a person in charge from the start.

Closing actions. Granting permissions to the role, not to the person: when an employee leaves, the account is deactivated and nothing else changes. Details: Users, roles and managers.

F25. Authentication and access control

Conditions. A user account (team) or a customer account (storefront).

Preparatory actions. None required.

Resources. No configuration; signing in takes a few seconds.

Sequence of actions.

1. The admin panel opens at the address /admin; signing in is done with an e-mail address and a password; Remember me keeps the session for 30 days, otherwise it expires after 2 hours; after signing in, the user returns to the page originally requested.
2. Instead of the classic password reset, Forgot password? sends to the e-mail address a sign-in link valid for 2 hours and usable only once; the new password is then set from the profile.
3. Accounts created through registration confirm the e-mail address from the message received; after several failed attempts within a short interval, signing in is temporarily blocked for that address; the validity of the account is checked on every request, so that deactivating an account takes effect immediately.
4. The customer registers on the storefront with a name, an e-mail address, a telephone number and a password, the consent to data processing and, optionally, the acceptance of promotional messages; the customer may also order without an account, and a guest order placed with the e-mail address of an existing account is recognized in the admin panel and can be linked to that account.

Result. Access to the admin panel is limited to the invited team, with sessions of controlled duration; the customer's access to their orders and data is protected by a password or by the sign-in link received by e-mail.

Closing actions. Signing out on shared computers. Details: Signing in to the admin panel.

F26. Connecting to external services (integrations)

Conditions. The administrator role; the print shop's accounts with the respective providers.

Preparatory actions. The credentials supplied by each provider (identifiers, API keys, tokens), obtained from the print shop's accounts, in accordance with the provider's documentation.

Resources. Approximately 5–10 minutes per integration, plus the testing.

Sequence of actions.

1. In Settings → Integrations the integrations are grouped: payments (bank transfer, card payment through the processor from the Republic of Moldova, international payment systems), delivery and couriers (generating the AWBs and tracking them, plus the global pickup switch), messaging (channels such as Telegram, Viber, WhatsApp), analytics (tracking codes inserted automatically on the site), e-mail (sending the transactional e-mails and the newsletter) and proofing (advanced artwork checking).
2. The integration card opens the configuration form with the fields required by the provider; the secrets are displayed masked; test mode (sandbox), where it exists, allows trials without real transactions.
3. The settings are saved and the switch on the card is turned on; History shows who modified the integration and when.

Result. The dependent functions appear on the storefront and in the admin panel only when the integration is active and complete: the payment method at checkout, the AWB button on the order, the messaging channel, the analytics codes on the pages. Inactive integrations appear nowhere.

Closing actions. One complete test order in test mode before activating it for customers. Details: Integrations.

F27. History and traceability

Conditions. View permissions for the respective area.

Preparatory actions. None required; the recording is automatic.

Resources. No configuration.

Sequence of actions.

1. On an order: the status history (who changed the status and when, including the automatic transitions), the artwork versions with the author and the upload date (the artwork archive), the status of every production operation with the name of the person who completed it, the per-item comments, the internal notes, the registered payments.
2. On a customer and an organization: the log of the changes to the card, the bonus movements with their reason, the requests sent by the customer.
3. On the configuration: the history of the discounts (creation, changes, activation, codes generated, imported or deleted), of the integrations and of the surcharge for individuals, with the date and the user.

Result. Any decision about an order, about money or about the commercial configuration can be reconstructed: who made it, when and on the basis of which file or setting.

Closing actions. None required. Details: The order page, Customers, organizations and groups.