Users with the Community Administrator or User Administrator role can manage users. Community users can be created, invited, searched and edited from the pages accessed by going to the Administration module > Users. Organization units, buyer groups and user default settings are also created and assigned from these pages. A list of community users can also be exported in a CSV format. 

 

Note: If your users are externally managed all user details must be edited within your system and not within Unimarket.

 

Create User - create individual users.

Upload Users - used to upload user details in bulk via a CSV file import.

Edit or Delete User - changing a users details.

Unlock User - unlocking a users account.

Buyer Groups - used to determine which buyers can access which suppliers.

Invite Users - used to send invite email for users to finalize the user setup process.

Out of Office - Used to determine the alternative approver when the approver is not available.

Settings

On the Settings tab, you can define the default user account settings for new users. Roles, Buyer Groups and Organization Units are all configurable.

 

To find out more information on New User SSO & Auto-provisioning, watch this short video:

 

 

The Upload Users screen can be found in the Administration module > Users > Upload Users tab. On this tab the community can upload new users in bulk using a CSV flat file template available from the upload screen. 

You can read below to find out more information on Uploading Users or watch this short video:

Uploading Users

• Go to the Administration module > Users > Upload Users.
• Download the CSV Users Template and enter the user details.

Details of the CSV flat file template fields are below:

Column	Type	Mandatory	Length	Comments
First Name	Text	Y	255
Last Name	Text	Y	255
Username	Text	Y	255	Must be unique
Display Name	Text	N	255	Display Name works like a nickname, where if a user's first name was Daniel they might want to use Dan. This field is used to allow better searchability for a user.
Email	Text	Y	255	Must be a valid email address
Enabled	Y/N	N		Defaults to Y
External User Management	Y/N	N		Defaults to Y
External User ID	Text	N	255
Vendor ID	Text	N	255
Self Approval Level	Text	N	255	Must be blank or match an existing approval level name
Org Units		N		Comma separated list of existing Organization Unit names.
On Behalf Of Org Units		N		Comma separated list of existing Organization Unit names
Roles		N		Comma separated list of existing User Roles names
Buyer Groups		N		Comma separated list of existing Buyer Group names
Phone	Text	N	47	prefix-number-extension with length limits 5-20-20
Default Account Code		N		This is only included if the Default Account Code settings is set to User Default. If entered, the format is validated according to the community's Account Code format.

• Once you have all the user details entered in the CSV file save it.
• Click browse and select the your CSV file.
• In the Missing User Actions dropdown select if you wish to Ignore or Disable users not included in the CSV file.
• Click Upload.
• If there are any errors a red error message will appear on the screen advising you of what they are which you will need to fix in the CSV file and reload it.

• Once all users are imported you can either click Invite Users at the bottom of the page or go to the Invite Users tab and send the invite from there.

• If you have sent the user an invite their user login will appear as disabled and will not be enabled until the user finishes the setup. You can see users that have been sent an invitation and whether they are enabled or not by going to the Invite Users tab.

 

Tips

• All the comma separated lists will need to be within quotation marks (" "). Excel and other apps should do this automatically.
• The Column names should not be changed, otherwise the CSV will not load.
• Roles should reference the valid User Roles in the system.
• Organization Units (Org Unit), Buyer Groups and Self Approval Levels should reference a valid Org Unit, Buyer Group and/or Self Approval Level that you have setup in the system before loading the users (do that first).
• You can use the User Upload process to Bulk Change existing users, for example to assign roles or other information to all users.
• NOTE: if you have updated a downloaded User list, you will need to remove the three columns -  Last Login, Created Date & Deactivated Date - before reuploading your files.

Uploading User Data via Automation

Unimarket also offers customers the ability to update account code data by automatic upload. Speak to your Account Manager for further details.

The Invite Users page is used to send users email invites so users can respond and complete their account setup in the system. Users follow a link within the email which asks them to confirm their user details before their initial login.

Once you have created a user either in bulk or individually, you can see whether they have been sent an invite, when it was sent and you have the option to resend invites if needed.

Note: Only users you have already created will show in the user list. For more on creating users see Creating a User (individual users) or Uploading Community Users.

 

See below for instructions for sending User Invitations:

1. Go to Administration Module > Users and select the Invite Users tab
   
2. Check the box next to the user(s) you wish to send an invite to or check the Select All box at the bottom of the list to select all users.
3. Click Invite and the email template shown above the list will be sent to the user(s) you selected.

Note: You can update the email message sent to the users in the text box above the list if required.

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.

A Community Administrator or User Administrator have the ability to edit a user's details, manage their Self Approval Level, Roles, and the Buyer Groups and Organization Units a user belongs to.

Users cannot be deleted within Unimarket, instead, users can be disabled by editing the user and unchecking the Enabled box.

To edit a user go to the Administration module > Users > find the relevant user by using the search filters at the top of the page and select Edit on the right side of the users name. Once you are happy with your changes click Save.

 

Note: When using the search filters, if a user is disabled and/or locked you will need to click More Options  (the down arrow in the middle of the page and to the right of the search filters), remove Enabled from the State filter and select Search for them to appear, as this will now show all states not just enabled.

 

The settings are explained below:

Field	Description
Name, Username, Email	The user's details. This email will be used for communicating to the user.
Enabled	Enables / Disables the user.
External User Management	Indicates if the user's details are managed by an external system such as active directory. Enabling this disables user management in Unimarket.
External User ID	Used to hold the user's external ID e.g. the ID they have in the ERP or Finance system.
Vendor ID	Used to hold the user's vendor ID. Only relevant for the Expenses module.
Default account code	If selected you can define the users' default account code. The user can also set this themselves under My Account. This is only relevant if User Default is selected as the 'Default Account Code' type under Administration > Settings > Settings tab. It may also be set to None or Remember Last Used.
Self Approval Level	The user's self approval level i.e. the amount they can approve before the requisition is sent for delegated approval.
Roles	The user's roles. These are used to determine the access and functionality available to the user e.g. 'Buyer', 'View Invoices' and so on. Role description can be found by going to Community Administration > Unimarket User Roles section.
Buyer Groups	The Buyer Groups the user belongs to. Buyer Groups determine which suppliers the user can access.
Organization Units	The user's Organization Units. This can be used to drive approvals and restrict access to account codes.

Roles are a system of permissions in Unimarket, determining what features a user has access to. These roles help maintain a well functioning purchasing team and allow each community to tailor the needs within the system to each user. Users with the Community Administrator or User Administrator role can assign user roles. 

To Assign/Edit User Roles

1. Within the Administration Module, select Users from the menu on the left. 
2. Search for the User.
3. Click Edit on the right side of the users name.
4. Make desired changes to Roles field.
5. Click Save.

Note:

If your Users are externally managed, all user roles will be assigned within your finance system. All users will have at least the Marketplace, User and Tasks menus visible.

 

Role	Module/ Feature	Description
Community Administrator	Admin	Community Administrators have 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. 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	Admin	Administration and Modules menu visible. Manage administrator functions that relate to the community features such as general community preferences, ordering and checkout preferences and invoice matching preferences.
Community Management	Admin	Administration and Modules menu visible. Manage administrator functions that relate to the community setup and master data.
Community Profile	Admin	Administration menu visible. Manage administrator functions that relate to the community profile such as community name, branding, welcome text, links, community email addresses and more.
Community Supplier Administrator	Admin	Administration menu visible. Manage supplier information, categories, invitations and connections.
Catalog Reviewer	Admin	Visibility of all supplier catalogs shared with the community Administration of the Buyer Groups that have visibility of the catalog Accept or decline new and updated catalogs Based on Community Catalog Approval settings Will receive notifications for catalog approval Comment to the suppliers related to their catalogs
Supplier Request Administrator	Admin	Manage new supplier requests from end users. The requests can be turned into invitations if the supplier is not currently in the marketplace.
User Administrator	Admin	Administration menu visible. Manage community users including user details and roles. Cannot allocate a user the Community Administrator role. Manages the Organization settings and Org Units Organization Settings PO terms and Conditions Locations Sharing and Sensitive Transactions settings
User Support	Admin	Allows User to Switch into other users to assist with support. Not able to make changes while switched into other users, including transaction updates or returning a cart from a supplier.
View Tax Profiles	Admin	View Tax Profiles (W9/W8BEN forms) submitted by suppliers.
View Transactions	Admin	Users with this role can view any transaction (Purchase, Invoice, Expense, Bid Request, Payments etc) throughout the entire community. Without this role, users may only see transactions they are involved in. Gives the user a menu option called Reporting, where they are able to see and run reports on community data. Allows the user to see the Procurement and Performance dashboards.
Approval Administrator	Approvals	Administration menu (gear icon) is visible. View and manage community approval information and configurations.
Escalate Approval	Approvals	Escalate approvals for viewable requisitions.
Contracts Administrator	Contracts	Allows users to make changes and edit a contract as if they were the owner of the contract without being a member of the contract. Allows users to able to access the Documents and Transactions tabs without being a member.
Create Contracts	Contracts	Contracts menu visible. Create new contracts Users would need to have this role assigned to create contracts even if they already have the Community Administrator role. Users are able to view any Contracts they are a member of (not all contracts)
View Contracts	Contracts	Contracts menu visible. View any existing contract leadsheets entered for your community.
Expense Administrator	Expenses	Expenses menu visible. Create expense claims. Create expense claims on behalf of other users. User is able to Edit Expense Types, Payment Types, Reimbursement Types and Settings under Expenses.
Expenses	Expenses	Expenses menu visible. Create expense claims. Users would need to have this role assigned to create expenses even if they already have the Community Administrator role.
On Behalf of Expenses	Expenses	Expenses menu visible. Create expense claims on behalf of other users in your org unit.
Create Buyer Invoices	Invoicing	Allows Buyers the ability to process invoices which relate to their orders only.
Create Invoices	Invoicing	Users with this role can view any transaction (purchase, invoice, expense, bid request, payments etc) 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) - Depending on community settings they can Reject, Force Match, Send for Approval or Cancel an invoice outside tolerance. PO Flip enabled - Use the Order to Invoice feature. Retrofit Invoices enabled - Create invoices for orders not yet in Unimarket for buyer approval. Invoice Inbox enabled - Access and full use of the Invoice Inbox. Users would need to have this role assigned to create invoices even if they already have the Community Administrator role. Can upload Payment Status information
Browser	Procurement	Shop the marketplace. Create incomplete requisitions to reassign to Buyers within their org unit. The Browser role can not be used with the Buyer Role.
Buyer	Procurement	Shop the marketplace. Create requisitions. Complete reassigned requisitions from users with the Browser role. Create Supplier Requests, if the feature is enabled.
Create Blanket Order	Procurement	Create Blanket Orders. Users require this role to create blanket orders even if they already have the Community Administrator role.
On Behalf Of	Procurement	When a user also has the buyer or browser role they can Create requisitions on behalf of any other user in the community.
On Behalf Of Receiving	Procurement	Receive orders on behalf of other users. User will see full community open receiving. Ideal for Central Receiving staff.
Over Receiving	Procurement	Allows users to receive more than the ordered quantity if Over Receiving is enabled.
RFQ	Procurement	Initiate simple RFQs with suppliers.
Bid Request Collaboration	Sourcing	Sourcing menu is visible. Gives users with the Bid Requests role the ability to select collaborators when creating a bid request.
Bid Requests	Sourcing	Sourcing menu is visible. Initiate bidding events (RFQ, RFP, RFI) through the sourcing module.

Buyer Groups are used to determine which buyers can access which suppliers. This is done by creating Buyer Groups and then adding suppliers and buyers to the group. Most communities create a General group which contains all the suppliers that the majority of buyers can purchase from. However, more specific groups like IT can be created if the community wants to restrict specific suppliers to a select number of buyers.

Note: Both suppliers and buyers can be assigned to more than one Buyer Group.

Add new Buyer Group

To add a new buyer group go to the Administration module > Users > Buyer Groups tab and click on Add a Buyer Group. Specify a name for the Buyer Group and an optional description.

Assign Suppliers to a Buyer Group

To assign suppliers to a buyer group click on Suppliers next to the relevant buyer group and use the >> buttons to move the desired suppliers into the Selected field.

Assign Buyers to a Buyer Group

To assign buyers to a buyer group go to the Administration menu > Users, then find the user and click Edit. Add the relevant buyer group in the Buyer Groups field and click Save.

For security purposes a user's account will be locked if their password has been entered incorrectly more than five times. If a user becomes locked they will need to contact their Community Administrators or Unimarket support to unlock their account.

 

Searching for Locked Users

To search for locked users go to Administration module > Users. Click the Filters button to show all available filters. You can then change the State filter to Locked and select Apply Filters.

Unlocking Users

Community Administrators and User Administrators can also unlock a user's account by editing the user, selecting Unlock.