Company Management

Available from Version: - 

Operating System: Windows 

empower® Add-in: Template Management
Label_For_Administrators.svg

As an empower® Administrator, you have access to the company and location management in empower® for Word and Outlook.

The data from the company and location management is used to fill in documents and to create signatures.

In Word, you can access the company management via the group Insert.

Here, click on the lower part of the split button Fill in document (Figure 1, “Split Button Fill in document”).

Figure 1. Split Button Fill in document

Split Button Fill in document

Choose the option Companies (Figure 2, “Option Companies in Word”).

A dialog box opens.

Figure 2. Option Companies in Word

Option Companies in Word

In Outlook, you can access the option Companies by clicking on the lower part of the split button Manage Signatures (Figure 3, “Option Companies in Outlook”).

Figure 3. Option Companies in Outlook

Option Companies in Outlook

Note

If another user is currently working in the company management, a dialog box opens (Figure 4, “Dialog Box for Simultaneous Work”).

Figure 4. Dialog Box for Simultaneous Work

Dialog Box for Simultaneous Work

You cannot work in the company management simultaneously.

Manage Companies

In the company management, you can see all existing companies on the left-hand side.

If you have selected a company from the list, the company data is displayed on the right-hand side.

Create a New Company

To create a new company, follow the following steps:

  1. Click on the button Create Company (Figure 5, “Button Create Company”).

Figure 5. Button Create Company

Button Create Company

  1. Enter the display name for the company (Figure 6, “Add Company” (1)).

  2. Select the legal entity type (Figure 6, “Add Company” (2)).

  3. Click on the button Apply (Figure 6, “Add Company” (3)).

    On the right-hand side, the empty company fields appear.

Figure 6. Add Company

Add Company

  1. To add a logo, click on the button Select logo (Figure 7, “Company Fields” (1)).

  2. Select the logo you want to use.

  3. Then, fill in all company fields (Figure 7, “Company Fields” (2 + 3)).

    The company fields vary depending on the legal entity type you have chosen.

Figure 7. Company Fields

Company Fields

  1. Depending on the field type, either click on the button Edit or type directly into the input fields.

    If you click on the button Edit, a dialog box opens (Figure 8, “Add Values”).

    1. Here, click into the field Click here to add a new item.

    2. Type in the value you want to add and press Enter.

      If you add multiple values, you can change the display order using the two arrow symbols.

    3. Then, click on the button OK.

Figure 8. Add Values

Add Values

  1. To enter the company's banking information, click into the field Click here to add a new item (Figure 7, “Company Fields” (3)).

    The fields to fill in vary depending on the legal entity type you have chosen.

  2. To save the new company, click on the button OK.

    Alternatively, you can proceed and add a location to the company.

If any required fields are not filled in, you cannot save the company. The respective fields will be highlighted.

Important

A company requires at least one location. If a company does not have any locations, it will not be visible for the users and they cannot choose this location when filling in a document.

Note

The available company fields are predefined in the data scheme according to legal entity type and location and can only be modified via the EAV editor.

Note

For further information regarding the work with logos, see Work with Logos in Templates.

For further information regarding the setup of the document template, see Template Assistant.

Edit and Delete Companies

To edit an existing company's name or legal entity type, select the company and click on the pen symbol (Figure 9, “Pen Symbol for Company”).

To save you changes, click on the button Apply.

Figure 9. Pen Symbol for Company

Pen Symbol for Company

If you change the legal entity type of a company, a dialog box opens (Figure 10, “Dialog Box for Legal Entity Type Change”).

To confirm the process, click on the button Yes.

Figure 10. Dialog Box for Legal Entity Type Change

Dialog Box for Legal Entity Type Change

To edit the company data, select the company from the list.

On the right-hand side, you can edit the logo, the company fields and the banking information.

To delete a company, select it from the list and click on the X symbol (Figure 11, “Cross Symbol for Company”).

A dialog box opens.

Figure 11. Cross Symbol for Company

Cross Symbol for Company

To confirm the process, click on the button Yes (Figure 12, “Dialog Box for Company Deletion”).

Figure 12. Dialog Box for Company Deletion

Dialog Box for Company Deletion

To edit the permissions for the company, click on the button Edit permissions for selected company (Figure 13, “Button Edit permissions for selected company”).

A dialog box opens.

Figure 13. Button Edit permissions for selected company

Button Edit permissions for selected company

In this dialog box, you can grant permissions to other users, remove permissions from users or change the permissions for users (Figure 14, “Permissions”).

Figure 14. Permissions

Permissions

If the inheritance symbol is displayed next to a user, this user has been granted permissions via the database (Figure 15, “Inheritance Symbol”). These permissions cannot be changed via the user interface.

Therefore, the permissions and the drop-down menu are grayed out.

Figure 15. Inheritance Symbol

Inheritance Symbol

To add a user to the list, follow the following steps:

  1. Click on the button Add (Figure 16, “Button Add”).

Figure 16. Button Add

Button Add

  1. Enter the name of the user or the group into the search bar and press Enter.

  2. Select the respective user or group.

  3. Click on the button Add (Figure 17, “Add User”).

    The user will be added with the permission Read only.

Figure 17. Add User

Add User

To change the permission, expand the drop-down menu and select the permissions you want to grant to the user or group.

To remove a user or a group from the list and therefore remove their permissions, select the user or group and then click on the button Remove.

The user or group is removed from the list. No confirmation is necessary.

If you have finished, click on the button Close.

Important

If you grant the permissions Author or Administrator to a user, the user must have been assigned the role EAV Company Admin via the database.

Important

If you delete a company or a location, users who have set this company or location as their default will be notified.

They can then choose another company as their default.

Manage Locations

To expand the company entry and show all locations of the company, click on the arrow symbol next to the company.

If you have selected a location, the location data is displayed on the right-hand side.

Create a New Location

To create a new location, follow the following steps:

  1. Select the company for which you want to add a location.

  2. Then, click on the button Create location (Figure 18, “Button Create location”).

Figure 18. Button Create location

Button Create location

  1. Enter the display name for the location (Figure 19, “Add Location” (1)).

  2. Click on the button Apply (Figure 19, “Add Location” (2)).

    On the right-hand side, the empty location fields appear.

Figure 19. Add Location

Add Location

  1. To add a logo, click on the button Select logo (Figure 20, “Location Fields” (1)).

  2. Select the logo you want to use.

  3. Then, fill in all location fields (Figure 20, “Location Fields” (2)).

Figure 20. Location Fields

Location Fields

  1. To save the new location, click on the button OK.

If any required fields are not filled in, you cannot save the location. The respective fields will be highlighted.

Edit and Delete Locations

To edit an existing location's name, select the location and click on the pen symbol (Figure 21, “Pen Symbol for Location”).

To save you changes, click on the button Apply.

Figure 21. Pen Symbol for Location

Pen Symbol for Location

To edit the location data, select the location from the list.

On the right-hand side, you can edit the logo and the location fields.

To delete a location, select it from the list and click on the X symbol (Figure 22, “Cross Symbol for Location”).

A dialog box opens.

Figure 22. Cross Symbol for Location

Cross Symbol for Location

To confirm the process, click on the button Yes (Figure 23, “Dialog Box for Location Deletion”).

Figure 23. Dialog Box for Location Deletion

Dialog Box for Location Deletion

Translate Companies and Locations

To add a translation for a company or a location, follow the following steps:

  1. Select the company or location from the list on the left-hand side.

  2. Then, choose the language you want to add a translation for (Figure 24, “Languages”).

Figure 24. Languages

Languages

  1. To add a logo, click on the button Select specific logo for [language] (Figure 25, “Logo for Translation”).

  2. Select the logo you want to use.

  3. Then, fill in all fields.

Figure 25. Logo for Translation

Logo for Translation

  1. To save the translation, click on the button OK.

You can add separate logos for all languages.

Note

Some fields are not editable in translations. They have the same values (e.g. names) in all languages.

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