Versions Compared

Old Version 14

changes.mady.by.user Persia Xenopoulou

Saved on

compared with

New Version Current

changes.mady.by.user Former user

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Excerpt
hiddentrue

Learn how you can to configure Access Token Business Definition that will dictate the overall behavior behaviour of Access Tokens

Back to Access Tokens

What does this section cover?

Main Page 

Panel
nameblue

Table of Contents

Table of Contents
minLevel2

Navigating to Access Token Definitions

Info

CONFIGURATION > FOUNDATION APPLICATION > ACCESS TOKENS > SET UP ACCESS TOKEN DEFINITIONS

What are Access Token Definitions?

Access Token Definitions are used to control the creation of access tokensAccess Tokens, by defining policies around the format of the access token user identifier and authentication code.

Creating, Editing & Deleting Validations & Restrictions

policies governing the format of the Access Token User Identifier, Pass Code and Authentication Code.  You can define whether Access Tokens can be created without an Identifier and Pass Code or deactivated when their last entity association (Rewards Participant or Accounts Receivable) is removed. 
Additional settings relating to Access Tokens may also be defined, concerning Accounts Receivable and Rewards Participants, as well as Communication (Access Tokens can be automatically communicated to customers once created).

Only Definitions with an 'Effective' Life Cycle State are applicable. The Life Cycle State can be changed between 'Effective' and 'Not Effective' using a dedicated action. 

  • Navigate to Access Token Definitions 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 to see more detail. 
  • Use the Actions Menu to create a NEW Definition, 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 Definition. 

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


ACCESS TOKEN DEFINITIONImage Added

Validations & Restrictions Table

ActionValidationsRestrictions
General
  • Not applicableApplicable
  • Only one active access token definition 'Active' Access Token Definition can exist at any given time.
Create
  • Multiple access token definitions Access Token Definitions can exist in the system, but each one should have a unique name Name and alternative codeAlternative Code.
  • Not applicableApplicable
Save
  • Mandatory Fields:
    • Name
    • Alternative Code
  • Not applicableApplicable
Edit
  • Not applicableNotApplicable
  • Not applicableApplicable
Delete
  • Not applicableApplicable
  • Not applicable
Access Token Definition attributes 
  • Applicable

Attributes Table 

An * indicates a field is mandatory

SettingsMinimum number of integers Minimum number of other (special) charactersMinimum number of other (special) charactersMinimum number of integers Minimum number of other (special) charactersRewards Participants Require VerificationRed R9 If enabled, then access tokens rewards participants . Those access tokens will be created in a pending verification life cycle state. A verification code is also generated automatically

Name

Description

Main Information
NumberAn auto-generated number that uniquely identifies the access token definitionsAccess Token Definitions
Name*The name of the definitionDefinition
Alternative codeCode*An alternative code for the definition. On creating a new definition it defaults to the first letter of each word included in the name (in capitals), if nothing else is specifiedDefinition. Unless otherwise specified, the codes for new Definitions default to the Definition's Name initials in capital letters.
DescriptionA description for of the definitionDefinition
StateThe state of the definition Definition which can be active or inactive'Active' or 'Inactive'. Only one active definition 'Active' Definition can exist at any pointa time.

SETTINGS: The settings related to the

access tokens

Access Tokens

Status
colourGreen
titleAvailable from CRM.COM R10.0.0
- SETTINGS FOR ACCESS TOKENS WITH NO CLASSIFICATION

Identifier Settings
Automatic Creation Method

Defines if identifiers Determines whether Identifiers should be created automatically and the method that will be used to create them. The following options are supportedcan be selected:

  • None: If selected then identifiers  The Identifiers will not be created automatically.
  • Unique Auto-Generated Number: If selected then identifiers The Identifiers will be created automatically, using the identifier their sequence number.
  • Unique Auto-Generated ID: If selected then identifiers Id: TheIdentifiers will be created automatically as an auto-generated IDId.
Format

Defines the format of Determines how the identifiers are formatted.  The following options are supported:

  • as Email Address: If selected then the identifiers that will be provided should be formatted as email addresses
  • Number: If selected then the identifiers  that will be provided should be formatted as numbers
  • Free text: If selected then the identifiers  that will be provided will not have any (es)
  • as Number(s) 
  • as Free Text with no restrictions on their format
Note
Visible and applicable

Applicable only if the

automatic creation

Automatic Creation Method is set to

none

'None'.

Minimum length

The minimum required length of the identifier
Visible and applicable only if the automatic creation is set to none

Minimum number of alphabetical characters Length

Theminimumrequirednumberofcharacters(alphabetical, numerical, or special) of the Identifier.

Note

Applicable only if the Automatic Creation Method is set to 'None'.

Minimum Number Of Alphabetical Characters (a-z)

The minimum number of alphabetical characters

(a-z)

from 'a' to 'z' that should be included in the

identifier
Visible and applicable

Identifier.

Note

Applicable only if the

automatic creation

Automatic Creation Method is set to

none

'None' and the

format

Format is set to

free text or email

'Free Text' or 'Email Address'.

Minimum Number Of Integers (0-9)

The minimum number of integers

(0-9)

from '0' to '9' that should be included in the

identifier
Visible and applicable

Identifier.

Note

Applicable only if the

automatic creation

Automatic Creation Method is set to

none

'None' and the

format

Format is set to

free text or email. If the format is set to phone number or number then this should be visible but not editable and should default to the minimum length

'Free Text' or 'Email Address'.

Minimum Number Of Other Special Characters

The minimum number of special characters that should be included in the

identifier
Visible and applicable

Identifier.

Note

Applicable only if the

automatic creation

Automatic Creation Method is set to

none

'None' and the

format

Format is set to

free text or email

'Free Text' or 'Email Address'.

Pass code Code Settings
Automatic Creation Method

Defines if pass codes Determines whether Pass Codes should be created automatically and the method that will be used to create them. The following options are supportedcan be selected:

  • None: If selected then pass codes  The Pass Codes will not be created automatically
  • Unique Auto-Generated Number: If selected then pass codes  The Pass Codes will be created automatically, using the pass code their sequence number.
  • Unique Auto-Generated ID: If selected then pass codes Id: The Pass Codes will be created automatically as an auto-generated IDId
Minimum lengthThe minimum required length of the pass code
Visible and applicable only if the automatic creation is set to none		Minimum number of alphabetical characters Length

Theminimumrequirednumberofcharacters(alphabetical, numerical, or special) of the Pass Code.

Note

Applicable only if the Automatic Creation Method is set to 'None'.

Minimum Number Of Alphabetical Characters (a-z)

The minimum number of alphabetical characters

(a-z)

from 'a' to 'z' that should be included in

the pass code
Visible and applicable

the Pass Code.

Note

Applicable only if the

automatic creation

Automatic Creation Method is set to

none

'None'.

Minimum number of integers Number Of Integers (0-9)

The minimum number of integers

(0-9)

from '0' to '9' that should be included in

the pass code
Visible and applicable

the Pass Code.

Note

Applicable only if the

automatic creation

Automatic Creation Method is set to

none

'None'.

Minimum Number Of Other Special Characters

The minimum number of special characters that should be included in

the pass code
Visible and applicable

the Pass Code.

Note

Applicable only if the

automatic creation

Automatic Creation Method is set to

none

'None'.

Authentication Code Settings
Automatic Creation Method

Defines if authentication codes Determines whether Authentication Codes should be created automatically and the method that will be used to create them. The following options are supportedcan be selected:

  • None: If selected then authentication codes The Authentication Codes will not be created automatically.
  • Unique Auto-Generated Number: If selected then authentication codes The Authentication Codes will be created automatically, using the authentication codes their sequence number.
  • Unique Auto-Generated ID: If selected then authentication codes Id: The Authentication Codes will be created automatically as an auto-generated IDId.
Format

Defines the format of the authentication codes. The following options are supported:

  • Email Address: If selected then the authentication codes that will be provided should be formatted as email addresses
  • Number: If selected then the authentication codes that will be provided should be formatted as numbers
    • Free text: If selected then the authentication codes that will be provided will not have any

    Determines how the Authentication Codes are formatted.  The options are:

    • as Email Address(es)
    • as Number(s) 
    • as Free Text with no restrictions on their format
    Visible and applicable
    Note

    Applicable only if the

    automatic creation

    Automatic Creation Method is set to

    none    		Minimum lengthThe minimum required length of the authentication code
    Visible and applicable

    'None'.

    Minimum Length

    Theminimumrequirednumberofcharacters(alphabetical, numerical, or special) of the Authentication Code.

    Note

    Applicable only if the automatic creation is set to

    none

    'None'.

    Minimum number of alphabetical characters Number Of Alphabetical Characters (a-z)

    The minimum number of alphabetical characters

    (a-z)

    from 'a' to 'z' that should be included in the

    authentication code
    Visible and applicable

    Authentication Code.

    Note

    Applicable only if the automatic creation is set to

    none

    'None' and the

    format

    Format is set to

    free text or email

    'Free Text' or 'Email Address.'

    Minimum Number Of Integers (0-9)

    The minimum number of integers

    (0-9)

    from '0' to '9' that should be included in

    the authentication code
    Visible and applicable

    the Authentication Code.

    Note

    Applicable only if the automatic creation is set to

    none

    'None' and the

    format

    Format is set to

    free text or email. If the format is set to phone number or number then this should be visible but not editable and should default to the minimum length

    'Free Text' or 'Email Address'.

    Minimum Number Of Other Special Characters

    The minimum number of special characters that should be included in the

    authentication code
    Visible and applicable

    Authentication Code.

    Note

    Applicable only if the automatic creation is set to

    none

    'None' and the

    format

    Format is set to

    free text or email

    'Free Text' or 'Email Address'.

    Automation Settings
    Allow Creating Access Tokens with no identifier and pass codeNo Identifier and Pass CodeIf enabled, then it will be possible to create access tokens checked, one can create Access Tokens without specifying an identifier and pass codeIdentifier and Pass Code.
    Set Access Tokens as 'Not Effective' on removing the last entity associationRemoving the Last Entity AssociationIf enabledchecked, then an access token Access Token will be set a not effective 'Not Effective' if it was associated by one or more entities, and those associations were removedis no longer associated with an entity.
    Accounts Receivable Settings
    Allow Creating Access Tokens on Creating Accounts ReceivableIf enabledIf checked, then it will be possible to create access tokens directly through the process of generate Access Tokens automatically when creating a new accounts receivableAccounts Receivable.
    Always require at least one access tokenRequire at Least One Access TokenIf checked then , it will be mandatory to specify an access token Access Token for each accounts receivableAccounts Receivable.
    Maximum number Number of access tokensAccess TokensDefines the maximum number of access tokens Access Tokens that can be related with each accounts receivableto each Accounts Receivable.
    Require Verification

    Status
    colourRed
    titleAvailable from CRM.COM R9
    If enabled, then access tokens created directly through the process of creating new accounts receivable will require verification. Those access tokens will be created in a pending verification life cycle state. A verification code is also generated automatically

    If checked, Access Tokens generated automatically when creating a new Accounts Receivable will require verification. They will have a 'Pending Verification' Life Cycle State. A verification code will also be generated automatically.

    Rewards Participants Settings
    Allow Creating Access Tokens on Creating Rewards ParticipantsIf checked, it will be possible to generate Access Tokens automatically when creating a new Rewards Participant.
    Always Require at Least One Access TokenIf checked, it will be mandatory to specify an Access Token for each Rewards Participant.
    Maximum Number of Access TokensDefines the maximum number of Access Tokens that can be related with each Rewards Participant.
    Require VerificationIf checked, Access Tokens generated automatically when creating new Rewards Participants will require verification. They will have a 'Pending Verification' Life Cycle State. A verification code will also be generated automatically.
    Global Settings

    Status
    colourGreen
    titleAvailable from CRM.COM R10.0.0

    Accounts Receivable Settings

    Allow Creating Access Tokens on Creating Rewards participantsAccounts ReceivableIf enabledchecked, then it will be possible to create access tokens directly through the process of generate Access Tokens automatically when creating a new rewards participantAccounts Receivable.
    Always require at least one access tokenRequire at Least One Access TokenIf checked then , it will be mandatory to specify an access token Access Token for each rewards participantAccounts Receivable.
    Maximum number Number of access tokensAccess TokensDefines the maximum number of access tokens Access Tokens that can be related to each Accounts Receivable.
    Require Verification

    If checked, Access Tokens generated automatically when creating a new Accounts Receivable will require verification.
    They will have a 'Pending Verification' Life Cycle State and a verification code will be generated automatically. 

    Required Number of Access Tokens per Access Token Classification

    Determines the minimumandmaximumnumberofAccess Tokens of a specific Classification that can be associated with

    each rewards participant

    an Accounts Receivable.

    • Access Token Classification: Defines the behaviour of each Access Token and the business settings and restrictions that will be applied while creating, maintaining or using it.
    • Minimum number of Access Tokens: The minimum number of Access Tokens of that Classification.
    • Maximum number of Access Tokens: The maximum number of Access Tokens of that Classification.

    Required Verification of Access Tokens per Access Token Classification

    Status
    colour

    Blue
    titleAvailable from CRM.COM

    R12.0.0

    Defines a list of Access Tokens Classifications that will require verification when these Access Tokens are created directly through the process of creating new Accounts Receivable. If no classifications are defined then Access Tokens generated automatically when creating a new

    Accounts Receivable will require verification

    , regardless of classification.

    Status
    colourGreen
    titleAvailable from CRM.COM R10.0.0

    Rewards Participant Settings

    Allow Creating Access Tokens on Creating Rewards ParticipantIf checked, it will be possible to generate Access Tokens automatically when creating a new Rewards Participant.
    Always Require at Least One Access TokenIf checked, it will be mandatory to specify an Access Token for each Rewards Participant.
    Maximum Number of Access TokensDefines the maximum number of Access Tokens that can be related with each Rewards Participant.
    Require VerificationIf checked, Access Tokens generated automatically when creating new Rewards Participants will require verification.
    They will have a 'Pending Verification' Life Cycle State and a verification code will be generated automatically.
    Required Number of Access Tokens per Access Token Classification

    Determines the minimumandmaximumnumberofAccess Tokens of a specific Classification that can be associated with an Accounts Receivable.

    • Access Token Classification: Defines the behaviour of each Access Token and the business settings and restrictions that will be applied while creating, maintaining or using it.
    • Minimum number of Access Tokens: The minimum number of Access Tokens of that Classification.
    • Maximum number of Access Tokens: The maximum number of Access Tokens of that Classification.

    Required Verification of Access Tokens per Access Token Classification

    Status
    colourBlue
    titleAvailable from CRM.COM R12.0.0

    Defines a list of Access Tokens Classifications that will require verification when these Access Tokens are created directly through the process of creating new Rewards Participant. If no classifications are defined then Access Tokens generated automatically when creating a new Rewards Participant will require verification, regardless of classification.

    Communication Settings
    Accounts Receivable Settings

    Define if access tokens Access Tokens should be communicated when they are used on accounts receivableAccounts Receivable

    Enable on assigning access tokens Assigning Access Tokens to Accounts ReceivabeReceivable

    If checked

    then access tokens

    , Access Tokens will automatically be communicated when

    they are

    added

    on an accounts receivable

    to an Accounts Receivable. If checked, the following options are mandatory to be provided:

    • Status
      colourYellow
      titleAvailable up to CRM.COM R11.0.0
      Communication Template

    • : The

    communication

    • template

    that will be

    • used to send the communication. The

    communication template

    • Communication Template should have media

    equals to email or sms and should be related with access token entity. This information is mandatory if the communication setting is enabled

    • set to email or SMS -  and should be related to an Access Token.

    • Status
      colourBlue
      titleAvailable from CRM.COM R12.0.0
      Email Communication Template: The Email Communication Template used to send the Communication. The Communication Template should have media set to 'Email' and outgoing direction - and should be related to an Access Token.

    • Status
      colourBlue
      titleAvailable from CRM.COM R12.0.0
      SMS Communication Template: The SMS Communication Template used to send the Communication. The Communication Template should have media set to 'SMS' and outgoing direction - and should be related to an Access Token.

    Note

    A template is required if the setting is enabled.

    Enable on Resetting Access Token Pass Code

    Status
    colourBlue
    titleAvailable from CRM.COM R12.0.0

    If checked, Access Tokens will automatically be communicated when their Pass Code is Reset. If checked, the following options are mandatory to be provided:

    • Email Communication Template: The Email Communication Template used to send the Communication. The Communication Template should have media set to 'Email' and outgoing direction - and should be related to an Access Token.

    • SMS Communication Template: The SMS Communication Template used to send the Communication. The Communication Template should have media set to 'SMS' and outgoing direction - and should be related to an Access Token.

    Note

    A template is required if the setting is enabled.

    Communication Queue External SystemThe communication queue external system that will be used while sending to send the communication. If a communication queue external system Communication Queue External System is specified, then the communication will be created automatically , and added in to the communication queue, but it will not be sendsent.
    Rewards Participant Settings

    Define if access tokens Access Tokens should be communicated when they are used on rewards participants

    Enable on assigning access tokens Assigning Access Tokens to Rewards ParticipantsIf checked then access tokens , Access Tokens will automatically be communicated when they are added on a rewards participantto a Rewards Participant. If checked, the following options are mandatory to be provided:

    • Status
      colourYellow
      titleAvailable up to CRM.COM R11.0.0
      Communication Template

    • : The

    communication

    • template

    that will be

    • used to send the communication. The

    communication template

    • Communication Template should have media

    equals

    • set to email or

    sms

    • SMS -  and should be related

    with access token entity. This information is mandatory if the communication setting is enabled
    Communication Queue External SystemThe communication queue external system that will be used while sending the communication. If a communication queue external system is specified, then the communication will be created automatically, added in the communication queue, but will not be send
    Note

    Visit Applying Access Token Definition Settings on Access Tokens to get a full picture of how the system will behave based on each setting you select.

     

    Defining your own Access Tokens Definition tailored to your company's needs

  • Navigate to CONFIGURATION > FOUNDATION > ACCESS TOKENS > SET UP ACCESS TOKEN DEFINITIONS
  • Either search for an existing one or from the Top Menu click on NEW
     Access Token DefinitionsImage Removed

  • MAIN INFORMATION

    1. Provide the required information:

      1. Name

      2. Alternative Code

      3. Description

  • SETTINGS

    1. IDENTIFIER

      1. Provide the required information as explained in the table above

    2. PASSCODE

      1. Provide the required information as explained in the table above

    3. AUTHENTICATION CODE

      1. Provide the required information as explained in the table above

    4. AUTOMATION

      1. Select which processes should automatically generate or set as inactive an Access Token

        1. Allow Creating Access Tokens with No Identifier and Pass Code

        2. Set Access Tokens as Not Effective on Removing the Last Entity Association

    5. ACCOUNTS RECEIVABLE SETTINGS

      1. Allow Creating Access Tokens on Creating Accounts Receivable : Check the box to enable

      2. Always require at least one access token:  Check the box to enable

      3. Maximum number of access tokens: Define a number for max access tokens
      4. Require Verification: Select if access tokens created directly through the process of creating new accounts receivable will require verification

    6. REWARDS PARTICIPANT SETTINGS

      1. Allow Creating Access Tokens on Creating Rewards Participants : Check the box to enable

      2. Always require at least one access token:  Check the box to enable

      3. Maximum number of access tokens: Define a number for max access tokens 

      4. Require Verification: Select if access tokens created directly through the process of creating new rewards participants will require verification

  • COMMUNICATION SETTINGS 

    1. ACCOUNTS RECEIVABLE SETTINGS

      1. Enable on assigning access tokens to Accounts Receivabe:  Check the box to enable
      2. Communication Template: Search and add using quick search or search modal  
      3. Communication Queue External System: Search and add using quick search or  search modal  

    2. REWARDS PARTICIAPNT SETTINGS

      1. Enable on assigning access tokens to Rewards Participants :  Check the box to enable
      2. Communication Template: Search and add using quick search or  search modal  
      3. Communication Queue External System: Search and add using quick search or  search modal  
       
  • From the Top Menu click on SAVE

    • LOG INFORMATION

    Include PageLog Information - GlobalLog Information - Global

    Deleting Access Tokens Definitions

    Include PageDeleting a record - GlobalDeleting a record - Global

    Changing the Life Cycle State of Access Tokens Definition

    Include PageChanging the Life Cycle State of a Definition - GlobalChanging the Life Cycle State of a Definition - Global

    • to an Access Token.

    • Status
      colourBlue
      titleAvailable from CRM.COM R12.0.0
      Email Communication Template: The Email Communication Template used to send the Communication. The Communication Template should have media set to 'Email' and outgoing direction - and should be related to an Access Token.

    • Status
      colourBlue
      titleAvailable from CRM.COM R12.0.0
      SMS Communication Template: The SMS Communication Template used to send the Communication. The Communication Template should have media set to 'SMS' and outgoing direction - and should be related to an Access Token.

      Note

      A template is required if the setting is enabled.

    Enable on Resetting Access Token Pass Code

    Status
    colourBlue
    titleAvailable from CRM.COM R12.0.0

    If checked, Access Tokens will automatically be communicated when their Pass Code is Reset. If checked, the following options are mandatory to be provided:

    • Email Communication Template: The Email Communication Template used to send the Communication. The Communication Template should have media set to 'Email' and outgoing direction - and should be related to an Access Token.

    • SMS Communication Template: The SMS Communication Template used to send the Communication. The Communication Template should have media set to 'SMS' and outgoing direction - and should be related to an Access Token.

      Note

      A template is required if the setting is enabled.

    Communication Queue External SystemThe system that will be used to send the communication. If a Communication Queue External System is specified, the communication will be created automatically and added to the communication queue, but it will not be sent.
    LOG INFORMATION
    Log InformationThe standard set of Log Details information available in all entities  
    Note

    View Applying Access Token Definition Settings on Access Tokens for a complete overview of how the system behaves on each setting.

    Panel
    namegrey

    Related Areas

    Filter by label (Content by label)
    showLabelsfalse
    spacesV4Manual
    showSpacefalseexcerpttrue
    labelsaccess-tokens-basics-r7,access-tokens-admin-r7

    Popular Labels

    heatmap
    Panel
    namegrey
    Popular Labels
    spaceKeyV4Manual
    style

    Helpful Links

    Filter by label (Content by label)
    showLabelsfalse
    spacesV4Manual
    showSpacefalse
    excerpttrue
    labelsglobal