Customer record management

Managing Customer Data in Paytia

Overview

Paytia offers a structured approach to customer data management, allowing administrators to import, export, edit, and classify sensitive information securely. This guide outlines the steps for managing customer records, protecting sensitive data, and enabling auto-fill functionality within the platform.

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1. Accessing Customer Management

To manage customer data, navigate to:

1. Customer Management in the Paytia platform.
2. Select either:
   • Customer Record Management – Manage and edit customer data.
   • Manage Customer Sensitive Data Fields – Classify and secure personal data.
     
     
     

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2. Customer Record Management

Adding or Importing Customer Data

1. Click the "Add" button to manually enter customer records.
2. To bulk upload, select "Import", then upload a CSV file in the required format.
3. Click "Export All" to download current customer records for backup or migration.
   
   
   

Editing or Deleting Customer Records

1. Locate the customer record in the list.
2. Click the edit (pencil) icon to modify details.
3. Click the delete (trash bin) icon to remove a record permanently.
4. Update billing and shipping details as required, then click "Update" to save changes.
   
   
   

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3. Managing Customer Sensitive Data

Classifying Data as PII (Personal Identity Information)

For added security, Paytia allows administrators to mark specific data fields as PII to enhance encryption and compliance.

1. Go to Manage Customer Sensitive Data Fields.
   
   
   
2. Toggle the "Make Sensitive" option for any field (e.g., Account Number).
   
   
   
3. Click "Set Identity" to classify the field as PII.
4. In the popup, select PII (Personal Identity Information) and click Submit.
   
   
   

This ensures sensitive customer data is protected within Paytia’s advanced encryption framework.

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4. Enabling Auto-Fill for Customer Records

Auto-Fill Paytia SVT Form

A licensed service is available for customers who want to import and manage auto-filled form data inside the Paytia platform.

Key Features: ✔ Bulk Import & Export – Administrators can easily migrate data.
✔ Manual Record Management – Edit or add records manually.
✔ Quick Actions – Each record has an edit or delete option for easy updates.
✔ Data Protection Compliance – Mark fields as PII for enhanced encryption.

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5. Best Practices for Data Security

• Regularly review and update customer records to ensure accuracy.
• Mark all personally identifiable fields as PII to comply with data protection regulations.
• Use export functionality to maintain secure backups.
• Limit data access to authorized users only to prevent unauthorized modifications.

By following these guidelines, administrators can efficiently manage customer data, maintain compliance, and ensure secure storage within the Paytia platform.

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6. Accessing Form Field Management

1. Navigate to Customer Management > Manage Form Fields.
   
   
   
2. Choose between:
   • Payment Fields – Manage fields related to payment processing.
   • Customer/AVS Detail Fields – Configure customer authentication and address verification details.
     
     
     

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7. Configuring Form Fields

Editing a Field

1. Click the edit (pencil) icon next to the field you wish to modify.
2. In the Edit Agent Form Setting window:
   • Update the Label Name (the field’s display name).
   • Modify the Placeholder Name (the text shown inside the input box).
   • Select Required/Not Required to define if the field must be completed before submission.
3. Click Save and Submit to apply changes.
   
   
   

Managing Field Visibility and Requirements

• Required Fields: Ensure essential data is collected before submission.
• Optional Fields: Allow flexibility in data input.
• Hidden Fields: Remove unnecessary fields from the user interface.
• Sent to PSP (Payment Service Provider): Control which data is forwarded for payment processing.

Admin users can manage the fields that are captured to mark them as required or not required. This allows merchants to ensure users are always capturing fields their business needs to operate efficiently.

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8. Activating AVS (Address Verification System)

1. Toggle AVS Check to ON to enable address verification for transactions.
2. This enhances fraud prevention and compliance by validating customer details against registered addresses.

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9. Best Practices for Form Field Management

✔ Ensure required fields align with business needs to prevent incomplete data capture.
✔ Enable AVS verification to improve payment security.
✔ Minimize unnecessary fields to simplify the user experience.
✔ Regularly review field settings to adapt to changing business requirements.

By following these steps, administrators can customize and optimize data collection within the Paytia platform, ensuring a seamless and efficient user experience.

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Auto-Fill for Paytia SVT Form

Overview

Auto-fill functionality has been added to Agent Capture Assist (ACA) when the Customer Management Licence is activated. This enhancement allows agents to efficiently search and retrieve stored customer details, streamlining payment capture and reducing manual data entry.

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1. How Auto-Fill Works

• Users can search for customers using:
  • Payee Name
  • Company Name
  • Postcode
  • Other stored values associated with the customer record
• Upon selection, the customer’s details will automatically populate in the payment form, reducing errors and saving time.

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2. Storing Customer Records Automatically

• New customer records are automatically saved into the Customer Record Management database.
• This ensures that previously used customer information does not need to be re-entered, improving efficiency for recurring transactions.
  
  
  

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3. Steps to Use Auto-Fill in Agent Capture Assist

1. Navigate to the payment form.
2. Search for a customer using name, company, or postcode.
   
   
   
   
   
3. Select the correct record from the search results.
   
   
   
4. Customer details will auto-fill into the relevant fields.
   
   
   
5. Complete the transaction with minimal manual input.
   
   
   

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4. Benefits of Auto-Fill in Paytia

✔ Faster Transactions – Reduce manual data entry time.
✔ Minimized Errors – Prevent typos and inconsistencies in customer details.
✔ Enhanced User Experience – Agents can quickly access and reuse stored customer records.
✔ Seamless Integration – Works with Customer Record Management for efficient data handling.

By activating the Customer Management Licence, businesses can leverage auto-fill to improve the speed and accuracy of customer transactions within the Paytia platform.