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Feature Code: RESIDUAL_USER_VISIBILITY
ISOs often need to transfer a portfolio of merchants from one CRM user to another.
During this process, merchants are typically unassigned from the old user and reassigned to the new user. Both the old and new users should have visibility for these merchants, but with differentiation by month.
To provide for this scenario the CRM includes the Residuals Visibility feature, which allows you to restrict access to residual data for any time period on a month-by-month basis.
Enabling the Residuals Visibility Feature
Administrators and managers who have the permission to edit users and splits will get additional visibility control options on the Manage Merchant and User Profile pages.
Residuals Visibility Management
To manage the residuals visibility for a user on the Merchant Management page, click on the “eye” icon in the Actions column for that user (in the “Merchant Access Permissions" section):
The Residuals Visibility dialog now opens up which allows you to set the user visibility by year and month:
The dialog can also be opened from a user's User Profile page for any given merchant assigned to the user:
Residuals Visibility Dialog
The Residuals Visibility dialog allows you to configure visibility restrictions for selected users.
If this dialog box is opened from the Merchant Management page, you can use it to select users assigned to that merchant and configure the residuals visibility for each selected user:
Similarly, if this dialog is opened from a user's profile page, you can use it to select the merchants that the user is assigned to, and configure the user's residuals visibility for each merchant:
The Custom Visibility table in the dialog box shows all years and months for which there are residuals.
If there are no residual reports, only the last few years will be shown in the dialog:
Note: For November or earlier, the last year in the Custom Visibility table will be the current year; for December, the last year will be the following year.
To enable or disable visibility for a given year and month, simply check or uncheck the appropriate checkboxes and save your changes. By default, all periods are visible to assigned users.
Going forward, on the 1st of each month the residual visibility setting will be carried over from the previous month.
This means the most recent month in the table is what determines if the merchant's residuals will be visible to the user when the date following the visibility date occurs.
For easier selection of multiple checkboxes, there are two selectors in the dialog called “Hide After” and “Hide Before”. You can use these selectors to make residuals after or before a specific month and year invisible to users.
In the below example, we disabled the residuals visibility for "Jim Paulson" on the "ABC Consulting LLC" merchant for for all months after between April and November of 2022:
Please note that clicking the Apply button will simply remove the checkboxes in the visibility table.
For final saving it is necessary to click the Save button at the bottom of the dialog box, which will save the selected configuration.
Hiding Merchant and Lead From User
A very important feature of Residuals Visibility is the ability to hide the merchant profile and the linked lead from a user who doesn't have visibility enabled in the current calendar month.
The checkbox “Hide Merchant and Lead from user if not currently in a visible month" under the visibility table is used for this purpose:
Note: This checkbox is not shown for users with system and group wide merchant access.
If the current month is not visible and this checkbox is selected, then the user will not be able to access the merchant's profile and will be automatically unlinked from the merchant's lead.
For hidden periods you set in the future, the residuals visibility will be removed or restored automatically as needed.
For example, we decided to make residuals data on the "ABC CONSULTING LLC" merchant invisible for Jim Paulson after November 2024, and to hide the merchant and lead records:
Once we saved our changes, Jim's split percentage for invisible months was automatically reset to 0% (and could no longer be edited), and Jim's user was grayed out for those months:
As a result, Jim could no longer see the December 2024 residuals for the "ABC CONSULTING LLC" merchant:
However he could still see the November 2024 residuals for the same merchant:
Even though Jim has access to some residuals data for "ABC CONSULTING LLC", because we checked the “Hide Merchant and Lead..." option, he will no longer be able to access the merchant profile or the lead record (starting from December 2024 onwards), even when searching for the merchant in the Global Search box in the CRM:
Importing Visibility Settings with the Merchant Importer
The agents' visibility settings can also be imported into the CRM using the Merchant Importer (when the Residual Visibility feature is enabled using the feature flag).
To update the agents' visibility settings, import the merchant file as you would normally, and during the import process map the residuals visibility settings:
If the fields being imported for visibility settings are empty, then the visibility settings will not be updated even if there is a mapping for them.