Unimarket User Roles

  • Updated

Roles are a system of permissions that determine which features a user can access, within Unimarket. They allow each community to tailor the platform to the specific needs of their purchasing team.

 

Prerequisites

  • Roles: You must have the Community Administrator or User Administrator role to manage permissions.

  • External Management: If users are externally managed, roles must be assigned within your organization's ERP system rather than in Unimarket.

 

Steps to Assign or Edit Roles

Follow these steps to manually update the permissions for a specific user.

  1. Navigate to the Administration module.

  2. Click Users.

  3. Locate the user by entering their name in the User Name field or by using Filters to refine your search.

  4. Once you have found the user, click Edit.

 

  1. In the Roles field of the pop-up window, manage the assignments:

    • To add a role: Select the desired role from the dropdown list.

    • To remove a role: Click the X next to the role name.

  2. Click Save.

 

Results

The user's permissions are updated immediately. While roles change specific access, all users will continue to see the Marketplace module, as well as the User and Tasks menus.

 

Limits & Notes

  • Universal Access: Regardless of assigned roles, every user retains basic access to the Marketplace and their own task lists.
  • Conflict Prevention: Ensure you are not assigning conflicting roles, such as Browser and Buyer, which cannot be used together.

  • Specific Creation Rights: Even with a Community Administrator role, users must be specifically assigned the Create Blanket Order, Create Contracts, and Expenses roles to perform those specific tasks. 

  • Switch User: Read/write functionality while switched into another user is strictly determined by community-level settings.

 

Administrative Roles

These roles allow users to manage the back-end configuration, users, and master data of the community. 

Role Module/Feature Description
Approval Administrator Approvals
Community Administrator

Administrator

Access to all transactions and settings for the community.

  • Reporting menu visible
  • Create reports and transaction runs on community data.
  • Procurement and Performance dashboards are visible.
  • Can manually escalate a requisition, invoice, or expense in a pending state. By selecting the Escalate Approval icon, if the Enable Manual Escalation setting is enabled.
  • Edit buyers on POs.

Note: Users assigned the Community Admin role can switch into other users and make changes if Switch User Edit is enabled. If turned on, the history tab will show data of the actions that were undertaken while a different user was switched in.
Community Features

Administrator
Community Management

Administrator
Community Profile

Administrator

  • Administration module menu visible.

  • Manage administrator functions related to the community profile, such as: community name, branding, welcome text, links, community email addresses and more.
Escalate Approval Administrator

  • Can manually escalate a requisition, invoice, or expense in a pending state. By selecting the Escalate Approval icon, if the Enable Manual Escalation setting is enabled.
Supplier Request Administrator

Administrator
  • Manage new supplier requests from users.
    • Requests can be turned into invitations, if the supplier is not currently in the Marketplace.
  • Manage supplier
  • Create Lite suppliers
  • Add/manage existing tags and guided buying collections
  • Ability to run supplier exports
User Administrator Administrator

  • Administration module menu visible.

  • Manage community users including user details and roles.
  • Manages the Organization settings and Org Units
  • Organization Settings
    • PO terms and Conditions
    • Locations
    • Sharing and Sensitive Transactions settings 

Cannot:

  • Assign a user the Community Administrator role.
  • Disable a Community Administrator role.

User Support

Administrator

  • Allows user to Switch into other users, to assist with support.

  • Not able to make changes on behalf of the user, while switched in including:
    • Transaction updates and/or
    • Returning items from user's cart
    • Checkout requisitions, on behalf of users
  • Read/write functionality is determined by community settings.

 

Procurement and Sourcing Roles

These roles govern the marketplace, requisitioning, and bidding processes.

Role Module/Feature Description
Buyer

Procurement
Browser

Procurement
Bid Requests

Sourcing

  • Sourcing menu is visible, if Sourcing is enabled.

  • Initiate/Create bid request (RFQ, RFP, RFI)
  • Edit a bid request
  • Extend response date
  • Cancel bid request
Bid Request Collaboration Sourcing
  • The ability for collaborators to access community bids in, Unimarket Public RFX.
Create Blanket Order Procurement
  • Required role to create Blanket Orders. Even with the Community Administrator role.
  • Create Blanket Orders for suppliers.
On Behalf Of

Procurement
On Behalf Of Receiving

Procurement
Over Receiving

Procurement

  • Receive more than the ordered quantity, if Over Receiving setting is enabled.

  • Role is useful for promotional items.

RFQ

Procurement

  • Initiate simple RFQs with Premium or Registered suppliers.

 

Invoicing and Expense Roles

These roles manage financial transactions, invoice matching, and employee reimbursements. 

Role Module/Feature Description

Create Invoices

Invoicing

Required role, even with the Community Administrator role.

Useful role for Accounts Payable staff.

  • View any transaction (purchase orders, invoice, expense, bid request, payments) throughout the entire community.
  • Reporting menu available and able to create and export reports and transaction runs on the community data.
  • Invoices outside community tolerances (Rejected/On Hold/ Pending Buyer/Requester Approval)
    • Dependent upon community settings, user can Reject, Force Match, Send for Approval or Cancel; an invoice outside tolerance.
  • If enabled, 
  • If Retrofit Invoices enabled
    • Create invoices for orders (not yet in Unimarket) for buyer approval.
  • If Invoice Inbox enabled
  • Ability to upload Payment Status information.

Create Buyer Invoices

Invoicing

Create an invoice against their purchase order, only.

  • Cancel their invoice, only.
  • Resubmit invoices associated with their purchase, only.

Expenses

Expenses

Expenses menu visible. Required role, even with the Community Administrator role.

  • Create expense claims.
  • View all expense claims.
  • Refresh expense claim approvals.
  • View credit card transaction (if applicable to the community).

Expense Administrator

Expenses

Expenses module menu visible. The On Behalf of Expense role is integrated with this role.

  • Create expense claims for self and/or other users.
  • Edit Expense Types, Payment Types, Reimbursement Types and Expense settings.

On Behalf of Expenses

Expenses

Expenses menu visible.

 

Contract and Supplier Roles

These roles provide access to contract lifecycle management and supplier relations.

Role Module/Feature Description

Contracts Administrator

Contracts

Create a contract

  • Allows users to make changes and edit a contract. As if the user is the owner of the contract, without being a member of the contract.
  • Create Contract Document Type, Contract Link Type
  • Access the Documents and Transactions tabs without being a member of the contract.
  • Amend/Renew/Export/Cancel Contracts
  • Can link a contract to a PO when assigned the same org unit, as the contract.

Create Contracts

Contracts

Contracts module menu visible. Required role to create contracts, even with the Community Administrator role.

  • Create new contracts
  • View any contracts the user is a member of only.
  • Can link a contract to a PO when assigned the same org unit, as the contract.

View All Contracts

 Contracts

Contracts module menu visible. Allows more broad access to contracts across the module.

  • View any existing contract Leadsheet entered for your community.
  • Must be a member of a contract to:
    • View the contract documents*
    • Cancel a contract
    • Amend a contract
    • Export contracts
  • View/Add comments
  • If Contract Documents links are visible to members of a contract (on the Leadsheet) and the user is not a member of the contract. The user can view contract document links, on the Documents tab. 


*Note: If the contract was entered with Document Visibility to 'Visible to All'; View All Contracts user will have visibility to the contract documents.

Community Supplier Admin

 Administrator

Administration module menu visible.

  • Manage supplier information, categories, invitations and connections.
  • Receives email notification pertaining to supplier profile updates/comments.

Catalog Reviewer

Administrator

When Catalog Approval settings is enabled.

  • Access all supplier catalogs shared with the community
    •  
      • Accept or decline new and updated catalogs 
      • Assign buyer group to supplier catalogs
      • Manage supplier catalogs
      • Will receive notifications for catalog approval
      • Comment to the suppliers related to their catalogs
  • Assign Product tags

View Org Unit Contracts

Contracts

 Allows users to view any contracts that have the same Organization Unit (or child), as they have on their User record.

 

Reporting and Audit Roles

These roles provide high-level visibility for data analysis and auditing.

Role Module/Feature Description

View Transactions

Administrator

Without this role, users may only see transactions they are involved in.

View Tax Profiles

Administrator

Required role, even with the Community Administrator role.

  • View Tax Details (W-9, W-8-BEN, W-8BEN-E) of Registered suppliers (on the Profile tab).
  • Visibility to Tax Details (on the Profile tab), when converting Lite Supplier profiles to Registered.

*Note: Inability to view tax document attachments (on Documents tab), within Lite supplier profiles.