Administrative Users - Permissions Overview

Overview:

The Administrative Users tool within DocuPet allows you to add and edit users' permission levels. After launch, it is the partner’s responsibility to manage and maintain user access to DocuPet. When selecting a user’s permission levels, it is helpful to consider what their role is within the company and the daily tasks that are associated. 

A step-by-step guide on how to add a new administrator account to the DocuPet system can be found here: Adding An Administrator

Permission Level Summary:

Look up Pet Owner Information

This allows an administrator to use the Pet Owner Record Search tool to find and view pet owner accounts in their organization. 

For administrator accounts that require access to the Pet Owner Record Search tool, the following fields are required:

• Look up pet owner information

• View Pet Owner Account Activities

Edit Pet Owner Information And Sell Licenses

This allows an administrator to edit information under a pet owner, pet, license and proof records and sell licenses for pets in their organization.

For users that require the ability to facilitate license sales and edit account information, the following fields are required:

• Look up pet owner information

• View Pet Owner Account Activities

• Edit pet owner information and sell licenses

• Add Promo (Discount) Codes to Orders

• Review Proof Documents (if applicable)

• Data Management and Administration

  • Pet Owner Merge Tool

  • Pet Merge Tool

  • Authoritative Addresses

Reporting

This allows an administrator to view, print and download their organization’s DocuPet reports. There are three different levels of reporting access: Vendor, Municipal, and Performance. 

Vendor Reports: These reports can be made available to specific users based on vendor permission levels. For example, a single team member or shelter location could have access to their vendor report for reconciliation purposes. 

Municipal Reports: This level provides access to two types of reports - the sales report and the remittance report. The sales report is the overall view of all license sales processed by all vendors. It can be filtered by jurisdiction, date range and time zone. The remittance report presents sales collected by DocuPet that will be remitted to the organization, less any applicable fees.

Performance Reports: These reports help to illustrate overall program performance and provide insights into new licensing rates vs renewal rates. Typically, this level of reporting is reserved for those who have “Staff Management” level access. 

For users that require Reporting access, ensure they have this field selected:

• View Reports

Staff Management

This is where you can add accounts for new staff members, edit permission levels, or make an administrative account "inactive" to remove a person's access to the system.

It’s important to note that a staff manager can only give as much access as they have. 

For users that require Staff Management permission levels, ensure access to the following fields:

• Look up pet owner information

• View Pet Owner Account Activities

• Edit pet owner information and sell licenses

• Add Promo (Discount) Codes to Orders

• Review Proof Documents (if applicable)

• View Reports

  • Performance Reporting Access

• Manage Administrative Users

• Process Return Mail

• Data Management and Administration

  • Pet Owner Merge Tool

  • Pet Merge Tool

  • Authoritative Addresses

  • Alternative City Names

Proof Document Verification (DVS)

This is the ability to review rabies and spay/neuter documentation (if applicable) that pet owners upload via their online accounts in their organization.

If you are providing this level of access to an administrator, they will also need access to these fields:

• Look up pet owner information

• View Pet Owner Account Activities

• Edit pet owner information and sell licenses

• Review Proof Documents

Restrict Pet Owner Record Search

This is enabled for vets that are selling licenses. If enabled for an administrator, a "This record is not currently associated with your organization's record" will be displayed if the pet owner record they're trying to access is not associated with their organization. 

Ability to Enter Promo Codes

This provides the ability for an administrator to add promo (discount) codes on orders that they create. Promo codes are only applicable to designer tags and not on license fees. 

Manage Community Canvassing

This provides the ability for an administrator to create and manage Canvassing Zones within jurisdictions and record any received complaints from residents by visiting the address. This access also provides the administrator the ability to view all Zones and Runs created and assigned to anyone within their organization. 

Community Canvassing Representative

This provides the ability for an administrator to view and complete Runs assigned to them only.

Process Returned Mail

This provides the ability for an administrator to scan returned mail including orders and letters (renewal, warning, etc.) in order to update Pet Owner accounts accordingly.

Receive Lost Pet Program Emails

When this is selected for an administrator, they will receive emails when a pet is reported lost within their community. The administrator will also have the ability to select/remove this alert from their own account. 

Data Management And Administration

This provides the administrator the ability to access the Merge and Address Tools. The Pet/Pet Owner Merge tool will allow an administrator to combine duplicate accounts. The Authoritative Address tool will allow the administrator to search, edit, add and delete addresses within the system in relation to their organization's GIS data.