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

What does this section cover?

Table of Contents
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What are Access Token Definitions?

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

Creating, Editing & Deleting Validations & Restrictions

ActionValidationsRestrictions
General
  • Not applicable
  • Only one active access token definition can exist at any given time.
Create
  • Multiple access token definitions can exist in the system, but each one should have a unique name and alternative code.
  • Not applicable
Save
  • Mandatory Fields:
    • Name
    • Alternative Code
  • Not applicable
Edit
  • Not applicable
  • Not applicable
Delete
  • Not applicable
  • Not applicable

Access Token Definition attributes 

Name

Description

Main Information
NumberAn auto generated number that uniquely identifies the access token definitions
Name*The name of the definition
Alternative code*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 specified
DescriptionA description for the definition
StateThe state of the definition which can be active or inactive. Only one active definition can exist at any point
Settings: The settings related to the access tokens
Identifier Settings
Automatic Creation Method

Defines if identifiers should be created automatically and the method that will be used to create them. The following options are supported:

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

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

  • 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 restrictions on their format

Visible and applicable only if the automatic creation is set to 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 (a-z)The minimum number of alphabetical characters (a-z) that should be included in the identifier
Visible and applicable only if the automatic creation is set to none and the format is set to free text or email
Minimum number of integers (0-9)The minimum number of integers (0-9) that should be included in the identifier
Visible and applicable only if the automatic creation is set to none and the 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
Minimum number of other (special) charactersThe minimum number of special characters that should be included in the identifier
Visible and applicable only if the automatic creation is set to none and the format is set to free text or email
Pass code Settings
Automatic Creation Method

Defines if pass codes should be created automatically and the method that will be used to create them. The following options are supported:

  • None: If selected then pass codes will not be created automatically
  • Unique Auto Generated Number: If selected then pass codes will be created automatically, using the pass code sequence number.
  • Unique Auto Generated ID: If selected then pass codes will be created automatically as an auto generated ID
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 (a-z)The minimum number of alphabetical characters (a-z) that should be included in the pass code
Visible and applicable only if the automatic creation is set to none
Minimum number of integers (0-9)The minimum number of integers (0-9) that should be included in the pass code
Visible and applicable only if the automatic creation is set to none
Minimum number of other (special) charactersThe minimum number of special characters that should be included in the pass code
Visible and applicable only if the automatic creation is set to none
Authentication Code Settings
Automatic Creation Method

Defines if authentication codes should be created automatically and the method that will be used to create them. The following options are supported:

  • None: If selected then authentication codes will not be created automatically
  • Unique Auto Generated Number: If selected then authentication codes will be created automatically, using the authentication codes sequence number.
  • Unique Auto Generated ID: If selected then authentication codes will be created automatically as an auto generated ID
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 restrictions on their format

Visible and applicable only if the automatic creation is set to none

Minimum length

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

Minimum number of alphabetical characters (a-z)The minimum number of alphabetical characters (a-z) that should be included in the authentication code
Visible and applicable only if the automatic creation is set to none and the format is set to free text or email
Minimum number of integers (0-9)The minimum number of integers (0-9) that should be included in the authentication code
Visible and applicable only if the automatic creation is set to none and the 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
Minimum number of other (special) charactersThe minimum number of special characters that should be included in the authentication code
Visible and applicable only if the automatic creation is set to none and the format is set to free text or email
Automation Settings
Allow Creating Access Tokens with no identifier and pass codeIf enabled, then it will be possible to create access tokens without specifying an identifier and pass code
Set Access Tokens as Not Effective on removing the last entity associationIf enabled, then an access token will be set a not effective if it was associated by one or more entities, and those associations were removed.
Accounts Receivable Settings
Allow Creating Access Tokens on Creating Accounts ReceivableIf enabled, then it will be possible to create access tokens directly through the process of creating a new accounts receivable
Always require at least one access tokenIf checked then it will be mandatory to specify an access token for each accounts receivable
Maximum number of access tokensDefines the maximum number of access tokens that can be related with 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

Rewards Participants Settings
Allow Creating Access Tokens on Creating Rewards participants
If enabled, then it will be possible to create access tokens directly through the process of creating a new rewards participant
Always require at least one access tokenIf checked then 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 Verification
Status
colourRed
titleAvailable from CRM.COM R9
If enabled, then access tokens created directly through the process of creating new rewards participants will require verification. Those access tokens will be created in a pending verification life cycle state. A verification code is also generated automatically.
Communication Settings
Accounts Receivable Settings

Define if access tokens should be communicated when they are used on accounts receivable

Enable on assigning access tokens to Accounts ReceivabeIf checked then access tokens will automatically be communicated when they are added on an accounts receivable
Communication TemplateThe communication template that will be used to send the communication. The 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
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
Rewards Participant Settings

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

Enable on assigning access tokens to Rewards ParticipantsIf checked then access tokens will automatically be communicated when they are added on a rewards participant
Communication TemplateThe communication template that will be used to send the communication. The 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
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

  1. Navigate to CONFIGURATION > FOUNDATION > ACCESS TOKENS > SET UP ACCESS TOKEN DEFINITIONS
  2. Either search for an existing one or from the Top Menu click on NEW
     Access Token Definitions

  3. MAIN INFORMATION

    1. Provide the required information:

      1. Name

      2. Alternative Code

      3. Description

  4. 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

  5. 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  
       
  6. From the Top Menu click on SAVE

  7. LOG INFORMATION

    Include Page
    Log Information - Global
    Log Information - Global


Deleting Access Tokens Definitions

Include Page
Deleting a record - Global
Deleting a record - Global

Changing the Life Cycle State of Access Tokens Definition

Include Page
Changing the Life Cycle State of a Definition - Global
Changing the Life Cycle State of a Definition - Global

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