Motifray Athenaeum | Customer Accounts

01. Create a Customer Account

Create a new Customer Account

Go to the Customer Accounts tab in the top level menu. A Customer Accounts list will appear.
Find the Create Account button in the top menu bar and click it. A New Customer Account form will open.
Fill in customer account data into the form (name, description and address details).
Click the Create button when you are finished with the form.

A new customer account structure is created for you. Now, you can add account team members in your organization and customer contacts to the newly created customer account record.

Note: The user who creates the customer account becomes the first account team member and has Account Owner privileges assigned to them.

02. View a Customer Account summary dashboard

Who can view a customer account summary dashboard?

All Customer Account Team members can view the customer account summary dashboard.

View a Customer Account Summary dashboard

Go to the Customer Accounts tab in the top level menu.
Find the customer account you want to view the summary dashboard for and double click the customer account tile (when you are in the tiles view) or customer account row (when you are in the table view).
Ensure that the Summary tab is selected in the second level menu below the customer account name section. If not, click the Summary tab.

The customer account summary dashboard is shown in the central panel and consists of several sections.

Customer Account Information contains basic customer account data.
Account Team contains the list of internal account team members and external customer contacts assigned to the account.

03. Edit a Customer Account record

Who can Edit a Customer Account data record?

Account Team members with account owner privileges can edit the customer account data record.

Edit a Customer Account data record

Go to the Customer Account tab in the top level menu.
Find the customer account you want to edit and double click on the customer account tile (when you are in the tile view) or customer account row (when you are in the table view).
Ensure that the Summary tab is selected in the second level menu below the customer account name section. If not, click the Summary tab.
Locate the Edit Account button in the top bar of the customer account Summary view and click it. The Edit Customer Account form will appear.
Modify the customer account data as needed and click Save to confirm.

04. Add or remove an Account Team members

Who can add or remove customer account team members?

Account Team members with account owner privileges can add or remove customer account team members.

Adding customer account team members

Go to the Customer Accounts tab in the top level menu.
Find the customer account you want to add team members to and double click the customer account tile (when you are in the tiles view) or customer account row (when you are in the table view).
Ensure that the Summary tab is selected in the second level menu below the customer account name section. If not, click the Summary tab. The Account Team section is shown on the right side of the Summary view.
Find the Add Account Team Members button on the top bar of the customer account view and click it. The Add account team members window will appear.
In the top table the existing account team members from your organization are listed. If you want to add another team member from your organization, click the Add user drop down menu and select the user you want to add to the account team.
Select the role you want to assign to the new account team member (Account owner or regular Account team member).
Click Add to confirm.

Note! When adding a new account team member, you need to define their role. There are two types of team member roles:

Account team members (regular members) can create new customer projects and join other project teams (if invited by the project owner).
Account owners have additional privileges to those of regular team members. They can: edit customer data record, create/delete customer contact, add/remove customer account team members, remove the customer account and all its projects.

Warning! Account owner is a powerful role. A user with the customer owner privileges has full access to the customer's data and all its projects. You should limit the account owner role to users who really need it.

Remove a customer team members

Go to the Customer Accounts tab in the top level menu.
Find the customer account you want to remove team members from and and double click the customer account tile (when you are in the tiles view) or customer account row (when you are in the table view).
Ensure that the Summary tab is selected in the second level menu below the customer account name section. If not, click the Summary tab. The Account Team section is shown on the right side of the Summary view.
Find the team member you want to remove and click the bin icon

in the right column of the table. The Remove team member window will appear.
Click OK to confirm.

Note! You cannot remove yourself from the account team members group.

05. Change an Account Team member role

Who can change a user's Customer Account role?

Account Team members with account owner privileges can change other users' customer account roles.

Change a user's Customer Account role

Go to the Customer Accounts tab in the top level menu.
Find the customer account you want to change the team member role in and double click the customer account tile (when you are in the tiles view) or customer account row (when you are in the table view).
Ensure that the Summary tab is selected in the second level menu below the customer account name section. If not, click the Summary tab. The Account Team section is shown on the right side of the Summary view.
Find the team member you want to change the role for and click the drop down menu in the Role column of the table.
Select the new role for the account team member. The Change user role window will appear.
Click OK to confirm.

Note! You should carefully consider the roles you want to assign the individual customer account team members. Account owner is a powerful role. A user with customer owner privileges has full access to the customer's data and all its projects. You should limit the account owner role to users who really need it.

06. View Customer Account projects

Who can view the list of active and closed customer projects?

All Account Team members can view the list of customer projects they are project members of.

List active and closed Customer Projects

Go to the Customer Accounts tab in the top level menu.
Find the customer account you want to view the project list for and double click the customer account tile (when you are in the tiles view) or customer account row (when you are in the table view).
Click the Active Projects or Closed Project tab in the second level menu to list the active and closed projects respectively.

Note! The customer account project list will only include projects that the given user is a project team member of.

07. Delete a Customer Account

When needed, you can delete a customer account and all its project related data permanently.

Who can Delete a Customer Account data record?

Account Team members with account owner privileges can delete the customer account data record.

Warning! Deleting a customer account permanently is an operation that cannot be undone. All customer projects, their files, collections, customer communication, comments and approvals are also permanently deleted. Be extremely cautious when deleting the Customer Account record. When done, it cannot be restored.

Delete a Customer Account data record (parmanently)

Go to the Customer Account tab in the top level menu.
Find the customer account you want to delete and double click on the customer account tile (when you are in the tiles view) or customer account row (when you are in the table view).
Locate the Delete Account button in the top bar of the customer account Summary view and click it. The Delete account confirmation window will appear.
Click Delete to confirm.

08. Customer Contacts list

Customer Contact means an employee of a customer account designated by the customer to be the contact person for the projects you deliver to them. The customer contact is a key stakeholder in the project organization and you interact with them to deliver the project outcome(s).

In Motifray you manage customer contacts in the context of the customer account. For each customer account you add customer contacts who are assigned to the individual projects and become a part of the projects organization.

You will communicate with customer contacts throughout projects’ life cycles, share project collections with them and request from them project outcome(s) approvals - when required.

Who can view a customer contacts list?

All Account Team members can view the list of customer contacts.

View a customer contacts list

Go to the Customer Account tab in the top level menu.
Find the customer account you want to list the contacts for and double click on the customer account tile (when you are in the tiles view) or customer account row (when you are in the table view).
Click the Contacts tab in the second level menu below the customer name section. The existing customer contacts will be listed.

09. Add or delete a Customer Contract

Who can add or delete customer contacts?

Account Team members with account owner privileges can add or delete customer contacts.

Adding new customer contacts

Go to the Customer Account tab in the top level menu.
Find the customer account you want to add contacts to and double click on the customer account tile (when you are in the tiles view) or customer account row (when you are in the table view).
Click the Contacts tab in the second level menu below the customer name section. The existing customer contacts will be listed.
Find the Create contact button in the top bar menu and click it. The Create new customer contact form will appear.
Fill in the required customer contact details and click Create to confirm.

Delete a customer contact

Go to the Customer Account tab in the top level menu.
Find the customer account you want to delete the contact from and double click on the customer account tile (when you are in the tiles view) or customer account row (when you are in the table view).
Click the Contacts tab in the second level menu below the customer name section. The existing customer contacts will be listed.
Find the contact person you want to delete from the customer account and click it (once). The customer contact tile (or row in the table view) will be selected.
Find the Delete contact button in the top bar menu and click it. The Delete customer contact confirmation window will appear.
Click Delete to confirm.

Warning! Customer contact deletion cannot be undone. When deleting a customer contact you will also remove all contact related project activities including collections comments and files approval records. Be extremely cautious when deleting the Customer Contact record. When done, it cannot be restored.

10. Edit a Customer Contact record

Who can edit customer contacts?

Account Team members with account owner privileges can edit customer contacts.

Edit a Customer Contact

Go to the Customer Account tab in the top level menu.
Find the customer account you want to edit the customer contact in and double click on the customer account tile (when you are in the tiles view) or customer account row (when you are in the table view).
Click the Contacts tab in the second level menu below the customer name section. The existing customer contacts will be listed.
Find the contact person you want to edit and click it (once). The customer contact card (or row in the table view) will be selected.
Find the Edit contact button in the top bar menu and click it. The Edit Customer Contact confirmation window will appear.
Update the contact data as needed and click Save to confirm.

11. View a Customer Contact profile and projects’ assignment

Who can view a customer contact profile and projects’ assignment?

All Account Team members can view the profile and project list of a customer contact.

View customer contact profile

Go to the Customer Account tab in the top level menu
Find the customer account from which you want to view the customer contact and double click on the customer account tile (when you are in the tiles view) or customer account row (when you are in the table view).
Click the Contacts tab in the second level menu below the customer name section. The existing customer contacts will be listed.
Find the contact you want to view the profile of and double click the contact tile (if you are in the tiles view) or contact row (if you are in the table view). The customer contact profile view will appear. On the left side of the view you will find profile information of the customer contact. In the central panel you will find two tabs with active and closed projects the customer contact is assigned to.

Note! The active/closed project list will only include projects that you are a project team member of.

Customer Accounts

It’s all about customers