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Find out how Learn to create a new Access Tokens

What does this section cover?

Table of ContentsminLevel2

Back to Access Tokens Main Page 

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Table of Contents

Table of Contents

Navigating to Access Tokens

Info

FINANCE APPLICATION FOUNDATION > ACCESS TOKENS > MANAGE ACCESS TOKENS

Explaining Access Tokens Fields

Using Access Tokens

Use the Access Tokens module in CRM.COM to create or edit existing Access Tokens which will be used to identify and authenticate customers.

  • Navigate to Access Tokens and explore existing records via the Summary page. 
  • Click on the link (name or number) of the record of your interest to enter the Data Entry Page and see more detail.
  • Use the Actions Menu to create a NEW Access Token, modify (EDIT) or DELETE an existing one. 
  • Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Access Token. 
  • Click on the Audit Log button to view a log of changes performed on the displayed Access Token. 
    Status
    colourBlue
    titleAvailable from CRM.COM R12.0.0
  • Click on ACTIONS to see available actions that can be performed on Access Tokens.

Check the Validations & Restrictions Table below for a list of available Actions when working with Access Tokens including each Action's related restrictions, validations and additional information. View the Access Token Attributes Table below for a comprehensive description of the Access Tokens fields.

 

ACCESS TOKENSImage Added

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validations
validations
Validations & Restrictions Table

Action
Restrictions
ValidationsAdditional Information
Create
  • Not Applicable
  • Not Applicable
Save
  • Not Applicable
  • Not Applicable
Edit
  • Access Token Life Cycle State cannot be set as 'Not Effective' if it is related to any entity of Rewards Participants which is 'Not Terminated'
  • Rewards Participant or Accounts Receivable cannot be removed/updated once set (via Access Token Screens)
  • Mandatory Fields as defined in the
  • Not Applicable
  • Not Applicable
Delete
Status
colourGreen
titleAvailable from CRM.COM R10.0.0
 
  • Access Token is in a "Not Effective" Life Cycle State
  • Access Token is not associated with a Rewards Participant or an Accounts Receivable
  • Not Applicable
  • Not Applicable
Manually: SET AS 'NOT EFFECTIVE'
  • Life Cycle State  = 'Effective'
  • Status
    colourRed
    titleApplicable up to CRM.COM R9.0.0
    - The Access Token should not be associated with any Reward Participants or Accounts Receivable
  • Note that the Life Cycle State of Access Tokens which are 'Pending Verification' cannot be switched to 'Effective' or 'Not Effective'.
Manually: SET AS 'EFFECTIVE'
  • Life Cycle State = 'Not Effective'
  • Not applicable
  • Note that the Life Cycle State of Access Tokens which are 'Pending Verification' cannot be switched to 'Effective' or 'Not Effective'.
Automatically: SET AS 'NOT EFFECTIVE'
  • Not Applicable

 The automation of the process is done:

  • On removing them from Accounts Receivable
  • On removing them from Rewards Participants

  • On Terminating Accounts Receivable

In all 3 cases the System will make the following checks:

  • If "Set Access Tokens as 'Not Effective' on removing the last entity association" is 'Enabled' on the active Accounts Token Definition
    AND 

  • Status
    colourRed
    titleApplicable up to CRM.COM R9.0.0
    - The Access Token is not related with any other Accounts Receivable or Rewards Participant

  • Note that the Life Cycle State of Access Tokens which are 'Pending Verification' cannot be switched to 'Effective' or 'Not Effective'.
Automatically: SET AS EFFECTIVE
  • NotApplicable
  • Not Applicable
  • On creating a new Access Token the Life Cycle State of the token is set as 'Effective'
Reset Pass Code
  • The Life Cycle State of the Access Token is: 'Effective'
  • Not Applicable
  • Not Applicable

Reset Verification Code

Status
colourBlue
titleAvailable from CRM.COM R12.0.0

  • The Life Cycle State of the Access Token is: 'Pending Verification'
  • Not Applicable
  • Not Applicable

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attributes
attributes
Attributes Table

An * indicates a field is mandatory

Includes the standard log information

Red R9 The following information is also included:

Name

Description

NumberAn auto-generated number that uniquely identifies each access tokenAccess Token
Authentication Code*

The authentication code that will be submitted while accessing the system System in order to identify the access token that should be used for authentication and identification purposesAccess Token.

This information is set to read only if the automatic creation method of the authentication code is not equal to none in either 'Read-only' or needs to follow a specific format as defined in the Access Token Definitions.
Format Validation is applicable if defined in the Access Token Definitions.
Visit

Note

Status
colourGreen
titleAvailable from CRM.COM R10.0.0

If a Classification is defined then the formatting settings will be taken from the classification

Note

View Applying Access Token Definition Settings on Access Tokens to see what validations

will be

are performed on the Authentication Code

, on

when saving an Access Token.

Identifier

The identifier sequence of characters used to identify the user which is trying to access the systemSystem.
The Identifiercan be mandatory if it is set as mandatory so in Access Token Definitions.

This information is set to read only if the automatic creation method of the identifier is not equal to none in Access Token Definitions.
Format Validation is applicable if defined in the Access Token Definitions.
Visit either 'Read-only' or needs to follow a specific format as defined in the Access Token Definitions.

Note

Status
colourGreen
titleAvailable from CRM.COM R10.0.0

If a Classification is defined then the formatting settings will be taken from the classification

Note

View Applying Access Token Definition Settings on Access Tokens to see what validations

will be

are performed on the Identifier

, on

when saving an Access Token.

Pass Code

The

pass

code which is required in order to authenticate the user while accessing the

system

System.
Pass

code

Code can be mandatory if it

was

is set

as mandatory

so in Access Token Definitions

 

.

This information is

set to read only if the automatic creation method of the pass code is not equal to none in

either 'Read-only' or needs to follow a specific format as defined in the Access Token Definitions.

Format Validation is applicable if defined in the Access Token Definitions.
Visit
Note

Status
colourGreen
titleAvailable from CRM.COM R10.0.0

If a Classification is defined then the formatting settings will be taken from the classification

Note

View Applying Access Token Definition Settings on Access Tokens to see what validations

will be

are performed on the Pass Code

, on

when saving an Access Token.

Life Cycle StateThe life cycle state Life Cycle State of the access token Access Token which can be 'Effective' or 'Not Effective'. Only 'Effective access tokens ' Access Tokens can be used to access the systemSystem.
Accounts Receivable

The accounts receivable which is account linked with the specific access tokenAccess Token. This information is editable only on when creating the access token. Relation between Access Token. The relation between the Accounts Receivable and the Access Token can be cancelled by removing the Access Token from the Accounts receivable Receivable screen.

Note
Visit

View Applying Access Token Definition Settings on Access Tokens

to find settings related to

for Accounts Receivable and Access Tokens settings.

Rewards Participant

The

rewards participant which is

Rewards Participant linked with the specific

access token

Access Token. This information is editable only

on

when creating the

access token

Access Token. If an

accounts receivable

Accounts Receivable is also specified, then the

rewards participants

Rewards Participants that can be selected should also be related with that

accounts receivable

Accounts Receivable.

Relation

The relation between the Rewards

Participant  and

Participant and the Access Token can be cancelled by removing the Access Token from the

Accounts receivable screen
Visit

Rewards Participant screen.

Note

View Applying Access Token Definition Settings on Access Tokens

to find settings related to

for Rewards Participants and Access Tokens settings.

Log Information

Classifications

Status
colour

Green
titleAvailable from CRM.COM

R10.0.0

The Classification of the Access Token. It is editable only while creating a token.

Log Information

Log Details

The standard set of Log Details information available in all entities 

Verification Information
  • Verified On: The date that the access token Access Token was verified
  • Verified By: The user that who verified the access tokenAccess Token
  • Verification Code: The code used to verify the access tokenAccess Token

 

Creating & Saving, Validations & Restrictions

Action
Restrictions
Create
Save

Creating an Access Token

  • From the top menu click on NEW to open the Access Tokens data entry page
    ACCESS TOKENImage Removed

  • MAIN INFORMATION

    1. Provide the following information:

      1. Authentication Code: Hover your mouse over the Tool Tip to see what are the formatting rules defined in the Access Token Definitions and if required provide an Authentication Code
      2. Identifier: Hover your mouse over the Tool Tip to see what are the formatting rules defined in the Access Token Definitions and if required provide an Identifier
      3. Pass Code: Hover your mouse over the Tool Tip to see what are the formatting rules defined in the Access Token Definitions and if required provide a Pass Code
      4. Rewards Participants: Search and add a Rewards Participant if you want to relate the access token to one, by using quick search or search modal
      5. Accounts Receivable: Search and add an Accounts Receivable if you want to relate the access token to one, by using quick search or search modal
    2. View information regarding the following:
      1. Life Cycle State
  • From the Action Menu click on SAVE

    • LOG INFORMATION

    The following information is automatically set by the system on saving the Access Tokens

    Include PageLog Information - GlobalLog Information - Global StatuscolourRed

    Additional Actions for Access Tokens

    Updating the Life Cycle State of Access Tokens 

    The Life Cycle State of an Access Token indicates whether the Access Token is 'Active' or not. (i.e.Customers can use their Access Tokens to authenticate themselves in CRM.COM as long as their Access Token is 'Effective').  The Life Cycle State can be set to either 'Effective' or 'Not Effective' according to its current Life Cycle State. and this is accomplished in 2 ways:

    • Manually (By the user)
    • Automatically (by the System), if so defined in the Access Token Definition and in the following cases:
      • On removing an Access Token from an Accounts Receivable
      • On removing an Access Token from a Rewards Participant
      • On Terminating an Accounts Receivable

    View the Validations & Restrictions Table to find out prerequisites and restrictions on changing the Life Cycle State of the Access Token.  Follow the steps below to change it.

    Manually changing the Life Cycle State

    1. Navigate to Access Token 
    2. Search for the Access Token whose Life Cycle State you wish to modify
    3. Click on its number/name to go to the Data Entry page.
    4. From the Actions Menu click on Actions > SET AS NOT EFFECTIVE or SET AS EFFECTIVE (depending on the Access Token's current state)
      The Life Cycle State will be updated provided the validations are met.

    Resetting Pass Code

    The Pass Code acts like a password. Forgotten user Pass Codes can be reset.

    View the Validations & Restrictions Table for info on the prerequisites and restrictions that control the Pass Code reset and follow the steps below

    1. Navigate to Access Token 
    2. Search for the Access Token you would like to reset
    3. Click on the number/name to go to the Data Entry page
    4. From the Action Menu click on Actions > RESET PASSCODE
      A new Pass Code will be generated

    Resetting Access Token Verification Code

    Status
    colourBlue
    titleAvailable from CRM.COM

    R9The following information is also included:
    • Verified On: The date that the access token was verified
    • Verified By: The user that verified the access token
    • Verification Code: The code used to verify the access token

    System Processing

    If no authentication code was defined, once the access token is saved then it will be automatically created.

    R12.0.0

    The Verification Code is used to verify the Access Token. Verification Codes can be reset following the steps below:

    1. Navigate to Access Token
    2. Search for an Access Token having its Life Cycle State set to 'Pending Verification' and its Verification Code needs to be reset
    3. Click on the number/name to go to the Data Entry page
    4. From the Action Menu click on Actions > RESET VERIFICATION CODE
      A new Verification Code will be generated
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