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Navigating to Access Tokens

FOUNDATION > ACCESS TOKENS > MANAGE ACCESS TOKENS

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 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 TOKENS

Validations & Restrictions Table

Action
Restrictions
ValidationsAdditional Information
Create
  • Not applicable
  • Not applicable
Save
  • Not applicable
  • Not applicable
Edit
  • Access Token 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
AVAILABLE 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'
  • The Access Token should not be associated with any Reward Participants
  • The Access Token should not be associated with any 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 

  • 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
  • Not applicable
  • Not applicable
  • On creating a new Access Token the Life Cycle State of the token is set as 'Effective'
Reset Pass CodeThe Life Cycle State of the Access Token is : 'Effective'
  • Not applicable
  • Not applicable

Attributes Table

An * indicates a field is mandatory

Name

Description

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

The code submitted while accessing the system in order to identify the Access Token.

This information is either 'Read-only' or needs to follow a specific format as defined in the /wiki/spaces/WIP/pages/10010278.

AVAILABLE FROM CRM.COM R10.0.0

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

View Applying Access Token Definition Settings on Access Tokens to see what validations are performed on the Authentication Code when saving an Access Token.

Identifier

The sequence of characters used to identify the user which is trying to access the system.
The Identifier can be mandatory if it is set so in Access Token Definitions.

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

AVAILABLE FROM CRM.COM R10.0.0

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

View Applying Access Token Definition Settings on Access Tokens to see what validations are performed on the Identifier when saving an Access Token.

Pass Code

The code which is required in order to authenticate the user while accessing the system.
Pass Code can be mandatory if it is set so in Access Token Definitions .

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

AVAILABLE FROM CRM.COM R10.0.0

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

View Applying Access Token Definition Settings on Access Tokens to see what validations are performed on the Pass Code when saving an Access Token.

Life Cycle StateThe Life Cycle State of the Access Token which can be 'Effective' or 'Not Effective'. Only 'Effective' Access Tokens can be used to access the system.
Accounts Receivable

The account linked with the specific Access Token. This information is editable only when creating the Access Token. The relation between the Accounts Receivable and the Access Token can be cancelled by removing the Access Token from the Accounts Receivable screen.

View Applying Access Token Definition Settings on Access Tokens for Accounts Receivable and Access Tokens settings.

Rewards ParticipantThe Rewards Participant linked with the specific Access Token. This information is editable only when creating the Access Token. If an Accounts Receivable is also specified, then the Rewards Participants that can be selected should also be related with that Accounts Receivable.
The relation between the Rewards Participant and the Access Token can be cancelled by removing the Access Token from the Accounts Receivable screen.

View Applying Access Token Definition Settings on Access Tokens for Rewards Participants and Access Tokens settings.

Classifications

AVAILABLE 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 was verified
  • Verified By: The user who verified the Access Token
  • Verification Code: The code used to verify the Access Token

 

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' and this is accomplished in 2 ways:   , according to its current state. It can be changed 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. From the Access Token Summary page, search for the Access Token whose Life Cycle State you wish to modify.  
  2. Click on its number/name to go to the Data Entry page.
  3. 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 - AVAILABLE FROM CRM.COM R9.0.0

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 to change it:

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

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