Data Sharing

Data Sharing is a feature with which you can do the following:

• Invite the users from other accounts (Guest users) to log into your account under one of your users (Host user). The guest users have the same permissions as the user hosting them on your account.

For example, you can provide the user John Doe with the ability to log in to your account as one of your account managers John Smith. The guest user John Doe will have all the permissions of John Smith, that is manager’s.

• Connect to the other accounts as a guest user to be able to perform all the actions the hosting user has permissions to do.
• View reports about the host and guest users.
• Manage the host and the guest users’ connections.

Roles

• Host Users: Users that host the guest users on their accounts.
• Guest Users: Users that log in to the other accounts via the host users.

Prerequisites

To be able to use the Data Sharing feature, the users need to contact the Petrosoft Support team and have this option enabled for their accounts.

To turn on the Data Sharing feature:

1. Log into CStoreOffice® under the user with the system role.
2. At the top right of the main page, click your user name.
3. Go to General > Setup Account.
4. Select the account you want to turn this option on for from the corresponding list.
5. At the bottom of the page, click Edit.
6. Go to the Account section.
7. Select the Allow sharing data between the accounts(Y/N) option.

   

8. At the bottom left of the page, click Save.

Using the Data Sharing Feature

You can perform the following actions for data sharing:

• Invite a guest user
• Accept the host user’s invitation
• Log in to the host account
• Disconnect the guest user
• Disconnect from the host user
• View the Host Users and Guest Users reports

Inviting a Guest User

To invite a guest user:

1. From the main CStoreOffice® page, go to Settings > General > Employees.
2. Select the employee you want to use as a host user, and click Edit.

The guest user logs in as the host user and obtains the same permissions as the host user.

3. In the Employee Setup form, click Data Sharing > New Guest User.

   

4. In the Guest Users Linked to Your Account table:
1. In the Email field, enter the email address of the user you want to invite in the corresponding field.
2. In the Expiration field, enter the invitation expiry date—the date till which the guest user will be able to accept the invitation and connect to the host user.

In the next release on this feature the logic of it going to change – this is going to be the connection expiration date, that is the date till which the connection will last.

5. To send the connection invitation, click the envelope icon.

   

Accepting the Host User’s Invitation

To accept the Host User's invitation:

1. Open the email with invitation and click the corresponding link.
2. Log in to the CStoreOffice® if requested.

   

You (guest user) can now log into the host account—Greyhound, in this case, as Gregory Games (hosting user).

Logging in to the Host Account

To log into the Host Account:

1. From the CStoreOffice® home page, go to the Jump to Account list.
2. Find the host account’s name or the hosting user name.

   

When you visit the host account, all your actions are interpreted by the system as the ones performed by the hosting user. So you are technically logging in as the hosting user.

Disconnecting the Guest User

To disconnect the Guest User:

1. From the main CStoreOffice® page, go to Settings > General > Employees.
2. Select the employee you want to use as a host user, and click Edit.
3. In the Employee Setup form, click Data Sharing.
4. In the Guest Users Linked to Your Account table, click the delete sign for the guest user you want.

   

5. Confirm the deletion.

Disconnecting from the Host User

To get disconnected from the Host User:

1. From the main CStoreOffice® page, go to Settings > General > Employees.
2. Select the employee you want to use as a host user, and click Edit.
3. In the Employee Setup form, click Data Sharing.
4. In the Guest Users Linked to Your Account table, click the delete sign for the host user you want to disconnect from.

   

5. Confirm the disconnection.

Viewing all the Host and Guest Users

To view all the host users you are connected to and all the guest users that can visit your account:

1. From the main CStoreOffice® page, go to Settings > General > Employees.
2. Do one of the following:

• To view all the guest users, click the Guest Users button.

  

• To view all the host users, click the Host Users button.