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Admin UI User Manual

This manual is for all Admin UI users only and helps guide the user through all of the features in the software

keyboard
DSM laptop with web code

General

When you first log in you will see the Dashboard as described below and also a main menu to all areas of the system.

There are also other useful options in the top right of the system

  1. Notifications – Bell icon
  2. Configuration – Cog icon
    1. Contains all the fields about you and your company
  3. Cache – Brush icon
    1. All browsers cache large volumes of website content. Our Admin UI also does the same. If you have issues with items not appearing on the front end click this icon and the refresh the webpage. This should fix the issue.
  4. Your profile – Head icon or your head shot

Dashboard

The Admin UI Dashboard is where you land when you login to the system. From here you will see a summary of data including:

  1. Graphs showing sales data
  2. Google User and page views
  3. Summary panels of key points

You also have a Main System menu on the left to access all key areas. Please see quick links of those sections on the right. These are linked to provide more information.

Accounts

  1. Site Admins
    1. Only the highest Admin permissions will allow users to see this section. The list displayed includes all users at this level but each can be set to control what they can do
    2. To add a user click the “Create New” button top right. All you need is their Full name and email address who will receive an email with link to gain access.
    3. Once added you can edit the profile to add more details as per the following
      1. Manually edit their Password
      2. Add all their personal details
      3. Contract details and holiday entitlements
      4. Permissions. These MUST be selected to give them access to parts of Admin UI. Otherwise they will login and not be able to do anything
      5. You can also deactivate their Status (lets you keep their info but stop their access)
      6. Add a profile picture
      7. Change the colour scheme of the Admin UI to your preference
      8. Delete user. Use with extreme caution
  2. Accounts
    1. This is where the main accounts of users for the frontend website are stored. They usually will be Company names as the individuals are stored in “Users”
    2. In this section you can add financial information.
    3. If you wish for customer to get trade prices you can add the discount rate here
    4. You can Invite other personnel within that account. They will receive an email with link
  3. Users
    1. All users invited in Accounts (Companies), as above, are listed here
    2. This means they can be disabled or deleted in this section to stop them accessing the Front End section
  4. User Roles
    1. More information to follow on this section

Page Management

  1. All pages
    1. You are able to add as many standard content pages as you wish to supplement your sites content
      1. To create a new page use the “Create new” top right of the page
      2. Add a page name
      3. Once added you can edited the page
        1. You can override the menu title and slug in the first content tab. Remember slugs (URL) are very important for search engines
        2. Page SEO tab
          1. Meta Title is one of the most important items for SEO
          2. Meta Keywords are not important today for SEO
          3. Meta Description gives search engines an idea of the page content
          4. If you wish another page is to be treated as an alternative for search engines add the URL of the other page
          5. Author name can be helpful to search engines, particular content that can be attributed to that person
        3. The content tab is where you will find a WYSIWYG editor to add your content. In the page make sure you add the correct mark-up of content, i.e. the heading must be a Heading 1 and other Headings should be in hierarchal order.
          You can add images to the text and hyperlink important text.
          1. In the right hand column you can suspend the page with the Status switch
          2. The templates can be changed to any setup by DSM personnel
          3. The layouts can be changed to any setup by DSM personnel
          4. Sometimes its quicker to duplicate a page when they are similar, this is what can be done here
          5. You can delete pages but but be sure you need to as its permanent.
  2. Page Layout
    1. This is best set up by DSM
    2. There is an option to have generic content in a section of the site on a “Layout”. IF you wish to have this across some pages the “Sidebar” has an editor with full WYSIWYG
  3. Widgets
    1. This is best set up by DSM
    2. But it does have the ability to add blocks of content that are used on the pages. These blocks ensure its content is easily updated across multiple pages

Blog / News

  1. Articles
    We prefer to call this News but it can be used for a full blog on your website.
    1. You are able to add as many articles as you like. Latest article will appear on frontend first
      1. To create a new article use the “Create article” top right of the page
      2. Add a article name
      3. Once added you can edited the article
        1. You can override the menu title and slug in the first content tab. Remember slugs (URL) are very important for search engines
        2. Page SEO tab
          1. Meta Title is one of the most important items for SEO
          2. Meta Keywords are not important today for SEO
          3. Meta Description gives search engines an idea of the page content
          4. If you wish another page is to be treated as an alternative for search engines add the URL of the other page
          5. Author name can be helpful to search engines, particular content that can be attributed to that person
        3. The content tab is where you will find a WYSIWYG editor to add your content. In the page make sure you add the correct mark-up of content, i.e. the heading must be a Heading 1 and other Headings should be in hierarchal order.
          You can add images to the text and hyperlink important text.
          1. In the right hand column you can suspend the page with the Status switch
          2. The templates can be changed to any setup by DSM personnel
          3. The layouts can be changed to any setup by DSM personnel
          4. Sometimes its quicker to duplicate a page when they are similar, this is what can be done here
          5. You can delete pages but but be sure you need to as its permanent.
  2. Categories – Add all the categories you need
    1. Add a category name
    2. Once added you can edited the category
      1. You can override the slug in the first content tab. Remember slugs (URL) are very important for search engines
      2. Add content which would be used for a description about the category. Could be useful for SEO
        1. Category SEO tab
          1. Meta Title is one of the most important items for SEO
          2. Meta Keywords are not important today for SEO
          3. Meta Description gives search engines an idea of the category content
          4. If you wish another article to be treated as an alternative for search engines add the URL of the other article
          5. Author name can be helpful to search engines, particular content that can be attributed to that person
  3. Tag
    1. If you wish to assign “tag” names to articles you need to add them her

Media

The media libary contains all the images and PDF (Documents) that you will need on the website. There is a “Add media” button at the foot of the page where you can add all the images you require. Select your images form your computer and upload. Please ensure they are correctly sized for web use, probably no more than 1920px wide and 1080px high.

If you right click in the collumn under “Media” title you can add folders and sub folders to help you organise your images. For good house keeping we would recommend adding all Product images into a folder of that name and then add sub folders to “Products” so that they are all organised.

If you want to improve your SEO ranking edit the image once its uploaded and add an “alt” tag. This should be done to comply with accessibility laws and also to describe the image and improve your rankings.

Ecommerce

We recommended the follow order for setting up the Ecommerce section of the system.

Ecommerce setup

  1. Go to Ecommerce > Options > Categories
    • Add all the categories and sub categories. You can have an unlimited number of levels but usually we would recommend only 3
    • To create the sub categories you can drag the category and drop it on a level one category
    • You can also drag the level one and level two categories around into the order you want. This is the order that will then appear on the front end
  2. Go to Ecommerce > Options > Google categories
    • This is for setting up the correct categories for Google Shopping. These are already populated for your use and can be selected in a product
  3. Go to Ecommerce > Options > Brands
    • This is for adding all the brands that you wish to see. Not essential but does allow Brand logos and other features to appear on the Product pages and also improve the search function. All helps also with additional information for search engines to find your website.
  4. Go to Ecommerce > Options > Suppliers
    • This is also not essential but useful if you want to control Purchases and Stock Control against a Supplier. In Stock Control you will then be able to place PO’s directly with the supplier you added.
  5. Go to Ecommerce > Option > Product Tags
    • If you wish to add tags to your products add them here
  6. Go to Ecommerce > Option > Product Logos
    • These are when you want to show Icons or Images that could be options available for the product
    • They can also have a URL (web address) to a third part site so that they can be clicked on the front end
  7. Go to Ecommerce > Option > Product Variants
    • This is where you add all variants if required for the product. For example Red, Green and Blue or Small, Medium and Large
    • Go “Create new” and add a name for the group, i.e. Colour or Size
    • Then “Create new” in that group to add the variations
    • The field does not need to be used but might include the hex value of the colour if the front end needs to see the colour
    • Sort Order is so you can decide in which order you want them to appear on the front end.
    • If you wish to delete a Variant you need to delete the children (variants within a group) first before you can delete the Group.
  8. Go to Ecommerce > Option > Bike Brand (This is only available to our Motor Bike clients)
    • Add all the Motor Bike Brands. Add Name and Generic image for the brand. Could also be the Brand logo
    • Once you have added a Brand you can add the Models in
      Go to Ecommerce > Option > Bike Models
      • Add Model Name
      • Add Model Year that manufacturing started
      • Add Model Year that manufacturing finished
      • Select Bike Brand (Won’t appear until you add as per point above)

Ecommerce adding Products manually

This is where you can add all of your products. There is an upload ability where you can add all the products via a CSV file. Please see section on Product Uploads below.

To add products:

  1. Go to Ecommerce > Catalog > Products
  2. Click “Create new”
  3. Add Product name
  4. Add SKU code
  5. Select “Brand” from dropdown. The Brand will not appear until you add them as per instructions above
  6. Add Price (this is what you want to seel the item for)
  7. Click Save

To save time you may want to use the duplicate icon against an existing product and the edit the new version.

Otherwise once you have done the initial adding of a product use the pencil icon to edit the product:

  1. Product Details
    • Change the Slug if you don’t like what the system has auto created
    • EAN Code – Add the product Bar Code number here
    • Product Condition – New or used
    • Display Status – the following are preset in “Setup” but can be changed
      • Waiting approval
      • Approved
      • Updated
      • Live
    • Select Product type
    • Product Model
      • This can be used for anything required, maybe a sub title.
    • If you want the product to be “Featured” turn on toggle
  2. SEO
    • Add “Meta Title”
    • Add “Meta Description”. Useful for the description Search engines display on the results page.
    • If you dont want search engines to find a product use the toggle “Allow site to be crawled”, by default this will be set to allow
  3. Product Appearance
    1. Brand – Select form the drop down the correct brand
    2. Supplier – not essential unless you want the system to know who to raise PO’s to, select from drop down
    3. Category – Select all categories that the Product belongs to.
    4. Google Categories – So that Google can add your products to Google shop in the right category
    5. Add all the product tags that you want for the product
  4. Product Description
    • Add a short description. This is 1-2 sentences that best describes and sells your product.
    • Add the main description of the product here. You have a full WYSIWYG editor so you can stylise the text and use Headings where required
    • Add the technical information of the product here. You have a full WYSIWYG editor so you can stylise the text and use Headings where required
  5. Product Specifications
    1. Primary uses of these fields is for postage
      1. Weight – Required if your postage is going to be based on weight
      2. Length – Required if your postage is going to be based on Length
      3. Width – Required if your postage is going to be based on Width
      4. Height – Required if your postage is going to be based on Height
    2. Warehouse location – If you have set up multiple locations to the system you can select which location has this product
  6. Pricing – All prices MUST be in pence
    • Price = Main price you wish to sell the product for
    • Trade Price = If you wish to offer the product for less to the Trade add it here
    • Sale Price = If you want to offer the product at a Sale price, usually for a short period
    • Cost price = Useful if you want the backend to provide reports based on what the product costs you when purchased
    • Tax rate – please select the correct rate
    • Additional postage price – if you need to add an extra levy for some products
  7. Stock
    • Control how the stock is managed – First toggle will make the item be stock controlled
    • Option to allow product to be seen and not purchase in the front end
    • Min Level – Add the level that you want the system to start giving you warnings about stock level. Reports are supplied in the “Stock Control” section
    • Restock days – Add the number of days that the item takes to get back in stock. This then allows the back orders to display if required how long it will take to be back in stock
    • Allocate Stock – If you want to take some stock and allocate it to Amazon or eBay add the amount here
    • Pack Quantity – If the product has multiple items in the pack that you selling add the value
  8. Child Products – If you have any. This does not appear on child products
    1. Child products that are related to the primary product will appear in this section
    2. Also you must select all the variants that are listed so that the Child Products can work
  9. Variants (Child Products only)
    1. All of the variants will appear here to be selected.
    2. They will only appear if the Variants have been added
  10. Product Images
    1. Your product can have multiple images for users to see. Just add them to this section from the library and select which should be first seen
    2. If you add another image to the product you need to use the clear cache icon in the top right before you will see the results
  11. Documents
    1. You may want documents (PDF’s) to be uploaded for user manuals or more detailed specification. Add them here from the library
  12. Product Logos
    1. If you have added any product logos to the system you will be able to select them here
  13. Product Addons
    1. If you wish to suggest additional products when customers purchase a particular product you can list them her and changes the cost of purchase as an incentive
  14. Recommended Products
    1. Search and then list all products that you want to recommend on the specific product you are editing
  15. Alternative Products
    1. Search and then list all products that you want to sugest as an alternative on the specific product you are editing

You also have the following information on a product page

  1. Publish
    1. Status – allows you to hide products from the front end should you wish
    2. Save button
  2. Reviews
    1. See a summary of existing reviews
    2. The “View reviews” will take you to the Review section
  3. Stock History
    1. This will show you all stock that has been added through “Stock Control”
  4. Bike Models (Only available for Motor Bike clients)
    1. Use the search tool to find the Motor Bike Model that the product applies to
    2. Keep adding all models

If you have products appearing on the frontend in a new products section you need to make sure of the following:

  1. When adding product make sure it has stock (Use stock control)
  2. Use the “Clear cache” icon in the top right of the backend

Ecommerce Uploading Products from CSV file

First please download a sample CSV file that is configured correctly to upload Products

Please read this very carefully as it has to be done exactly as described

When you have the CSV file ready go to this link to upload the file

https://yourdomain.com/admin/import-product

  1. Please make sure the coullumn titles and left exactly as shown in the Downloaded CSV file.
  2. When you are ready delete the second instruction row
  3. Care needed to make sure there are no spaces in front of fields
  4. Slug must contain no spaces, use hyphens(-), and all be in lowercase
  5. Parent ID, needed if child product. If it’s a parent add “0”
  6. Price must be in pence
  7. Spreadsheet can be uploaded as a .XLSX or .CSV file
  • If an image is missing after an upload:
    • Check that the file name is correctly formatted and that the name used matches the name you added to the CSV.
    • Reupload image if it’s wrong
    • Then to get the image to appear you need to click the ”process” button on the import page so that database knows its now been added.
    • Best to make sure you add the images to the library first before uploaded the CSV file. This will save having to do the above.

Top Sellers

Go to Ecommerce > Catalog > Top Sellers

All top selling products will be listed here

Promotions

Go to Ecommerce > Catalog > Promotions

If you want to add promotional items to the website that could be used say in email marketing this is where they are added. The codes will be added by users at the cart when they go to Check Out

  1. Click “Create New”
  2. Add the promo code you want
  3. Add Description
  4. Add the discount in pounds or the discount you are applying to the item.
  5. Select what type of discount you are applying
  6. Add how many times the code can be used by the user
  7. Add valid from date
  8. Add valid to date

Reviews

See all reviews posted by customers on the front end and decide if you are happy to see them live on the website

Orders – Sales

All orders placed by users will be displayed here. You can search by the following to find an existing order

  1. Client name, ID or Tracking code
  2. Filter status
    1. Paid
    2. Pending
    3. Processing
    4. Dispatched
    5. Refunded
    6. Cancelled
    7. Completed
    8. All of the above
  3. Date order was placed
  4. Date the order was completed

You can select an order and add Admin notes to the order. These notes can be emailed automatically to the Customer should you wish.

Orders – Payments

All payments received are listed here

Orders – Pending Orders

All orders not yet completed will be listed here

Reports

Run different reports to see sales and other information you require

Slider

The designers may have added a slider to say the home page or other areas of the website. So that the client can edit these they are listed in this section. In this section you will see a list of all slides added:

  1. “Create New” – this collection will be done by the design people
  2. Once they are added and appear in the list you can click the arrow to see the sides added to the collection
  3. Each slide can then be edited to change:
    1. Text on the slide
    2. Hyperlink for the slide, either internal or external link
    3. The class will be provide by the designers if required to make slides a bit different to each other, colours manily
    4. Status – allows you to turn off the slide
    5. Featured image is the one used for the slide
 

Stock Control

There are several ways of controlling the stock. For stock adjustments you can either use Stock Adjustments or raise a Purchase order which will auto adjust the stock levels

Stock Adjustments

  1. “Create New”,
    1. add a reference if you want
    2. search with a minimum of three characters the Product name or SKU. If say you searched for “abc” you could select individual products or “Add all” to get all into a page to adjust. They are currently loaded in a maximum of 20 results so that we don’t strain the server too much.
    3. Add the actual stock you hold and the system will then adjust so that the stock level is correct
    4. Don’t forget to “Save”

Purchase Orders

This is probably only going to be used if you have added suppliers. When this is done the system will allow you to create a purchase order for that supplier for multiple items. To raise a PO:

  1. “Create New”
  2. Search for the Supplier
  3. Add reference if required
  4. Add expected delivery date, gives the supplier an indication of when you want the delivery
  5. Search for the product and add which items you want ordering. Search does take a few seconds to see results
  6. Add quanitity you require on PO
  7. Add price you expect to pay
  8. Then you can email the PO/Tender to a supplier
  9. Save will just add PO to system so it can be completed later
  10. Complete is when the items have been delivered. Auto changes the stock levels fornt and back end

Stock Take Report

  1. Run any report you need. This will generate a XLSX file for you and download it. The Location can be ignored but useful should you ever operate across multiple locations

Reorder Report

  1. This will display any products that have reached the minimum stock level.

Messages

You can see all messages and emails received by the system in this section which is a useful back up and also control of how they look.

Notifications

Any messages that the system displays in the backend can be viewed here. The “Bell” icon in the top right displays the latest message generated.

Emails

This is where the emails will be listed so you can what they contained.

Email templates

You may wish to ask the web company to set this up for you. Principally these templates control how the email looks and what data is displayed in it.

Email Variables

Again this is probably best left to the web company.

Tools

Redirects

Essential to stop search engines penalising your results as it doesn’t like it when there are broken links.

  1. Click on “Create New”
  2. Add the old URL (page/past) that is no longer on the site. When you add the URL do not include the primary domain, i.e. https://mydomain.com. Only add the information after this domain including the first /
  3. Add the new URL where the page is now available
  4. Add the Redirect type.
    1. 301 for permanent links – this is normally the correct setting
    2. 302 – temporary redirects

Schema

This is for adding Schema information to a chosen page.

Subscribers

List of all users that have filled in the front end subscriber form.

Setup

Settings that are important when the system is first setup and then only occasionally required.

  1. Accounts
  2. Page Management
  3. Blog/News
  4. Media
  5. Ecommerce
  6. Stock Control
  7. Slider
  8. Messages
  9. Tools
  10. Subscribers
  11. Setup
  12. Logout

Once you have a new website DSM will strongly suggest you enter a Support Contract so that any issues can be addressed quickly and help when required.

The best method to seek help is email to our Support system so that a ticket is raised and which then will be assigned for a memeber of staff to address

Read the Admin UI Manual