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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 

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Table of Contents

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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

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
SettingsMinimum number of alphabetical characters Minimum number of integers Minimum number of other (special) charactersMinimum number of alphabetical characters (a-z) the pass codeMinimum number of integers (0-9) the pass codeMinimum number of other (special) characters the pass codeAutomation Rewards participants enabled then to create access tokens directly through the process of creating a new rewards participant

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
Identifier
Minimum length

The minimum required length of the identifier

Access Tokens

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

Identifier Settings
Automatic Creation Method

Determines whether Identifiers should be created automatically and the method used to create them. The following options can be selected:

  • None: The Identifiers will not be created automatically.
  • Unique Auto-Generated Number: The Identifiers will be created automatically, using their sequence number.
  • Unique Auto-Generated Id: TheIdentifiers will be created automatically as an auto-generated Id.
Format

Determines how the identifiers are formatted.  The options are:

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

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

Minimum 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

the Identifier.

Note

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

the Identifier.

Note

Applicable only if the Automatic Creation Method is set to 'None' and the Format is set to 'Free Text' or 'Email Address'.

Minimum Number Of Other Special Characters

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

Note

Applicable only if the Automatic Creation Method is set to 'None' and the Format is set to 'Free Text' or 'Email Address'.

Pass Code Settings
Automatic Creation Method

Determines whether Pass Codes should be created automatically and the method used to create them. The following options can be selected:

  • None: The Pass Codes will not be created automatically
  • Unique Auto-Generated Number: The Pass Codes will be created automatically, using their sequence number.
  • Unique Auto-Generated Id: The Pass Codes will be created automatically as an auto-generated Id
Minimum 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

special characters

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

the identifier
Pass code
Minimum lengthThe minimum required length of the pass code

the Pass Code.

Note

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

Minimum Number Of Integers (0-9)

The minimum number of integers from '0' to '9' that should be included in the Pass Code.

Note

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

Minimum Number Of Other Special Characters

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

Note

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

Authentication Code Settings
Automatic Creation Method

Determines whether Authentication Codes should be created automatically and the method used to create them. The following options can be selected:

  • None: The Authentication Codes will not be created automatically.
  • Unique Auto-Generated Number: The Authentication Codes will be created automatically, using their sequence number.
  • Unique Auto-Generated Id: The Authentication Codes will be created automatically as an auto-generated Id.
Format

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
Note

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

Minimum Length

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

Note

Applicable only if the automatic creation is set to 'None'.

Minimum Number Of Alphabetical Characters (a-z)

The minimum number of alphabetical characters

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

the Authentication Code.

Note

Applicable only if the automatic creation is set to 'None' and the Format is set to 'Free Text' or 'Email Address.'

Minimum Number Of Integers (0-9)

The minimum number of integers

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

the Authentication Code.

Note

Applicable only if the automatic creation is set to 'None' and the Format is set to '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.

Note

Applicable only if the automatic creation is set to 'None' and the Format is set to '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 AssociationIf checked, an Access Token will be set a 'Not Effective' if it is no longer associated with an entity.
Accounts Receivable Settings
Allow Creating Access Tokens on Creating Accounts ReceivableIf checked, it will be possible
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.
Log Information
Log InformationThe standard log information

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
     

  • MAIN INFORMATION

    1. Provide the required information:

      1. Name

      2. Alternative Code

      3. Description

        Access token definitions - Main InformationImage Removed 

  • SETTINGS

    1. IDENTIFIER

      1. Provide the required information:

        1. Minimum  Length

        2. Minimum Number of Integers (0-9)

        3. Minimum Number of Alphabetical Characters (a-z)

        4. Minimum Number of Other Special Characters

          Access Token Definitions - IdentifierImage Removed

    2. PASSCODE

      1. Provide the required information:

        1. Minimum  Length

        2. Minimum Number of Integers (0-9)

        3. Minimum Number of Alphabetical Characters (a-z)

        4. Minimum Number of Other Special Characters
          Access Token Definitions - PasscodeImage Removed

    3. AUTOMATION

      1. Provide the required information:

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

        2. Allow Creating Access Tokens on Creating Rewards Participants

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

          Access Token Definitions - AutomationImage Removed

  • From the Top Menu click on SAVE
    • to generate Access Tokens automatically when creating a new Accounts Receivable.
    Always Require at Least One Access TokenIf checked, 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 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. 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 Accounts ReceivableIf checked, it will be possible to generate Access Tokens automatically when creating a new Accounts Receivable.
    Always Require at Least One Access TokenIf checked, 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 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 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 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 should be communicated when they are used on Accounts Receivable

    Enable on Assigning Access Tokens to Accounts Receivable

    If checked, Access Tokens will automatically be communicated when added 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 template used to send the communication. The Communication Template should have media 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 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.
    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, Access Tokens will automatically be communicated when added to 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 template used to send the communication. The Communication Template should have media 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 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.

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