The User Administration page allows you to create individual users, which is ideal if you only have a small number of users to add. If you need to upload a large number of users, you can see here on how to upload users in bulk.
Before creating users, you should ensure the appropriate Organization Units, Self Approval Levels and Buyer Groups have been set up first.
| Note: Users are only able to edit their name, phone number and email address (and default account code if it is set to user default). All other settings are managed by an administrator. |
Creating a User
Go to the Administration module > Users and select Create User from the top right of the page.
This will open the create user pop up. Enter the user details. If you check box Send Invitation, you will not need to enter a password and the user will be emailed to set up their password. Click Save to create the user.
| Field | Description |
| First Name * | Users first name. |
| Last Name * | Users last name. |
| Username * |
Username user will login with. |
| Display Name |
Name displayed once logged in. |
| Send Invitation | Check this box if you would like an invite email to be sent to the user to finish the setup of their user login by setting a password, otherwise you need to enter a password for them in the next field. |
| Password * | If the Send Invitation box is checked this field will be unavailable, if not this is where you enter the users login password |
| Confirm Password * | If the Send Invitation box is checked this field will be unavailable, if not this is where you enter the users confirm the login password |
| Email * | Users email address (this is where all notifications for this user will be sent). |
| Enabled | If you checked the Send Invitation box this check box will be unavailable, as the users login will be disabled until they activate their user login via the invitation. |
| External User Management | This box indicates whether the user details are managed via integration with an external user management system or within the Unimarket portal. |
| External Unique ID | The External Unique ID is assigned from the community's management system if External User Management is being used. |
| External User ID | This field is populated with the external user ID from your external user management system, if you use one that requires the user to have this entered. |
| Vendor ID | If a user is set up in your external ERP or finance system as a vendor and your community has the expenses module enabled in Unimarket, you may need to enter their vendor ID here to ensure any data regarding expenses for this user can be transferred to your ERP/Finance system. |
| Self Approval Level | This is where you would assign the maximum value that this user can self approve their own requisitions/expenses up to. If this is blank, the user cannot self approve anything. |
| Phone | A contact number for the user. |
| Roles | This is where you select the roles that give this user the correct access and abilities. |
| Buyer Groups | Select the buyer groups this user will need access to. |
| Organization Units | Select the org units this user is a part of. |
| Buys For Organization Units | This field is only available if the user has the Buyer role assigned. If this users makes purchases on behalf of any org units they are not a part of, those org units would need to be entered here. This allows other users in these org units to reassign requisitions to this buyer for ordering. |
Invite Users
If you check the Send Invitation box when creating a user they will be sent an email notification advising them to login in with the provided username and temporary password. You can customize the message sent for the invitation in the Invite Users Tab and press the Save button to confirm your change.
After you have sent a user an invitation, their user login will appear as disabled until the user sets their password and logs in for the first time. You can see users that have been sent an invitation and whether they are enabled or not in the Invite Users tab.