View Sharing & Receiving Sharing Overview

View Sharing is a feature that allows users to access orders within the same Org Unit (Organization Unit). This feature allows users visibility of all orders and spend data, within their Org Unit group.

Receiving Sharing is an additional feature that allows members of an Org Unit, to receive any order within their Org Unit.

How Does It Work?

Org Units are organized into a hierarchy, in Unimarket. This hierarchy designates a parent/child relationship between Org Units. A user of a parent Org Unit has visibility of the child Org Units. Users of a child Org Unit, do not have visibility to parent Org Units.

In the example below, users of the Construction (child) Org Unit would have access to orders within their Org Unit. However, a user of Facilities (parent) Org Unit would have access to orders within all three child Org Units (Construction, Grounds and Maintenance).

Enable View Sharing

View Sharing allows users to see all purchase order in their Org Unit except any marked as sensitive.

Community Administrators can enable View Sharing by going to the Administration module > select Organizations > click the desired Organization name.

The Help Guide Organization screen will populate > select Settings tab > check the View Sharing box > select Save.

Enable Receiving Sharing

Receiving Sharing allows users to manage receiving on all purchase order in their Org Unit except any marked as sensitive.

Community Administrators can enable view sharing by going to the Administration module > select Organizations > click the desired Organization name.

The Help Guide Organization screen will populate > select Settings tab > check the Receiving Sharing box > select Save.

Additionally, user can enable the following settings:

• Edit Buyer Sharing: Allows user to edit the buyer on all purchase order in their organization unit except any marked as sensitive.
• Sensitive Transactions: Allows user to indicate a requisition or purchase order is sensitive and exempt from sharing. Only the buyer, users with the Community Administrator or View Transactions role can view the purchase order. 

View Orders Within Your Org Unit

By default, the View Orders screen will filter to only the user's orders.

Once View Sharing is enabled by the community, users can view purchase orders within their Org Unit, by go to the Marketplace module > select Orders > the Order View screen will populate > select Filters.

Additional filter fields will appear > in the Created Date field, select "x", to clear the field > in the Buyer field, select the "x" to clear the field > in the Organization Unit field, select the desired Org Unit > click Apply Filter.

Order Export and Reporting

Once View Sharing is enabled by the community, users can export all orders within:

• A specific Org Unit and/or
• Parent and Child Org Units, the user belongs to.

Export Orders For A Specific Org Unit:

User can export a CSV file for a specific Org Unit (they belong to), by going to the Marketplace module > select Orders > the Order View screen will populate > select Filters.

Additional filter fields will appear > in the Created Date field, select "x", to clear the field > in the Buyer field, select "x", to clear the field > in the Organization Unit field, select the desired Org Unit > click Apply Filter.

Select Export > click Export Orders or Export Order Lines.

• Export Orders gives a user header level order data, exported into a spreadsheet.
• Export Order Lines gives a user line level order data, exported into a spreadsheet.

Export Orders Of Parent and Child Org Units:

Users can export a CSV file for all orders of parent and child Org Units (they belong to), by going to the Marketplace module > select Orders > the Order View screen will populate > select Filters.

Additional filter fields will appear > in the Created Date field, select "x", to clear the field > in the Buyer field, select "x", to clear the field > in the Organization Unit field, clear out the field > click Apply Filter.

Select Export > click Export Orders or Export Order Lines.

• Export Orders gives a user header level order data, exported into a spreadsheet.
• Export Order Lines gives a user line level order data, exported into a spreadsheet.

Procurement Dashboard

Once View Sharing is enabled by the community, users can access the Procurement Dashboard, by going to the Marketplace module > select Insights.

The Procurement Dashboard provides strategic procurement insights around spend through a dashboard of graphs and widgets.

To view the spend data of a specific Org Unit, select the dropdown in the Org Unit field. 

If the user chooses a parent Org Unit, the child Org Units will be included in the data (indicated by two colors within the graph).