Working across multiple user accounts

Display customers organization-wide or for a user group

Click on Customers in the workspace of the company or a user group to open the corresponding customer list (for details on the workspaces, see Workspaces). The customers of the selected user accounts are loaded and displayed in a common list.

In the global customer list, you have access to almost all functions that you can also find in the customer list of an individual user. These include, for example, quick search, extended search, saved searches, map view or mass editing (see sections below).

Specifics and differences:

• The right column additionally shows the name of the user in whose account the customer is located.
• If you open the customer detail page, portatour® will automatically switch to the workspace of the user in question. The back button takes you back to the company workspace.
  
• It is not possible to create a new customer in the company workspace. Switch to the workspace of the user where the customer will reside to create the customer there (see Create customers).

Search for customers across multiple user accounts and manage saved searches centrally

The organization-wide customer search works in the same way as the customer search in the workspace of an individual user:

• The search field Search... is available for quick search (see Quick search of customers). Simply enter a keyword.
• Clicking on Extended allows you to filter and change the sorting (see Extended customer search). There is also a filter for users and user groups.
  
• You can also use the alphabetical index. To do this, click on ABC at the top (see Alphabetical index).

You can also save a filter using an extended search that is often used (for details, see Saved searches). This is also possible centrally for all users:

1. In the Workspace Organization, go to Customers to switch to the customer list.
2. Click on Extended to use the extended search for the desired filters and sorting (see Extended customer search).
3. Click on Saved and select Save search organization-wide....
   
4. Enter a meaningful name.
5. Save.

This Search is immediately available to all users in their customer list at Saved. Saved searches are also required when creating custom fields with a filter for customer groups.

To manage organization-wide saved searches (rename, delete, change order), go to Saved and click on Manage searches organization-wide... (see Saved searches).

Display customers of multiple users on the map

To show customers of several users or all customers on the map:

1. Switch to the Workspace Organization or the workspace of a specific user group (see Workspaces).
2. In the main menu bar at the top, click on Customers.
   • Optional: To Filter the customers, use the quick search or the extended search (see Quick search of customers and Extended customer search).
3. Above the customer list, click on Map. The customers of all selected users are displayed as markers on the map.
4. If necessary, set the coloring of the customer icons to the criterion you are interested in. For example, to color the customers by user, click on the cogwheel icon at the top right and change Color to User - Name (see also Customer map options).

This will provide you a good overview of the territories and allows you to make decisions depending on the situation.

Notes:

• To hide a user's customers completely, click the eye symbol next to the user in the legend window at the bottom right. Clicking again will display those customers again (see also Customer map options).
• Clicking a customer icon on the map displays the user in question at the bottom of the information bubble. Opening the customer detail page, portatour® automatically switches to the user's workspace (see Workspaces).
• It may take a few seconds to display depending on the number of customers, the performance of your device and your internet bandwidth.

Tip for territory splitting: The selection mode in combination with lasso and mass editing ('Transfer customers') can be used, for example, to transfer customers from several users to a specific user in the case of overlapping territories. However, we only recommend this for minor changes. For best results, we recommend the automatic territory optimization of portatour®.

Mass editing of multiple users' customers

To edit customers of several users at once, proceed as follows:

1. Switch to the workspace of the company or a specific user group.
2. In the main menu, click Customers.
3. To filter the customers you want to edit, use the Extended Search (see Extended customer search). Scroll through the list and check by way of example whether these are actually the customers you want to edit.
4. At the end of the list, click the Edit all X button. The window for mass editing opens.
   
5. Check the number of affected customer records and the number of affected users. Only proceed if these numbers are plausible.
6. Carry out the desired mass editing (see Selection mode and mass editing).

Depending on the Number of users and customers affected, the process may take several seconds.