Users with the Community Administrator role can switch into other users and make changes, if the Switch User or Switch User Edit settings is enabled.

If your community desires to enable Switch User or Switch User Edit, please reach out to our Unimarket Support team. 

 

Switch User Setting

If the Switch User feature is enabled, Community Administrators can:

• Switch into desired users and
• View what the user can see but cannot make edits.

To switch into a user, go to the Administration module > click Users > in the User Name field, insert the desired user's name > click the search icon > select Switch.

 

Switch User Edit Setting

If Switch User Edit setting is enabled, Community Administrators can switch into user profiles to edit, action tasks assigned to a user and save changes.

If enabled, the History tab will show data of the actions that were undertaken while a different user was switched in.

 

Read Only User Error - During Switch User Edit  

At times, Community Administrators may receive a read-only user error, that says "That operation is not available as a read-only user." While attempting to action user tasks, when utilizing the Switch User Edit feature.

 

If this error occurs, the troubleshooting steps below will assist:

• Ensure the Switch User Edit is enable and
• Ensure your user is not assigned the User Support role, in conjunction with the Community Administrator role.

The User Support role conflicts with the editing rights of the Community Administrator role and will block the user from making edits. Resulting in the read-only user error.

Users are only meant to have the ability to edit or not edit. So they cannot have both of these roles. We recommend removing the User Support role and switching back into the desired user to take action.  

Community users can be created and managed, by users with the Community Administrator or User Administrator role.

Organization units, buyer groups and user default settings, can also be created and assigned from the Manage Users view screen.

Additionally, a list of community users can be exported in a CSV formatted file. 

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

 

Access Manage Users View Screen

To view the Manage Users screen go to the the Administration module > click Users. 

 

The following functions can be actioned from the Manage Users screen. For additional subject information, click on the link(s) below:

• Create User - Create individual users.
• Upload Users - Used to upload user details in bulk via a CSV file import.
• Edit or Delete User - Update user details.
• Unlock User - Unlocking a user account.
• Buyer Groups - Used to determine suppliers, buyers can access.
• Invite Users - Send invitation email to users to finalize the user setup process.
• Out of Office - Used to assign an alternative approver, when the approver is unavailable.

 

Settings

This is that a great way to streamline the new user (including new SSO users) setup, to establish a user default Role, Buyer Groups, and Organization Units.

Which allows Community Administrators or User Administrators, to default certain roles and permissions to all users upon creation.

Communities who use auto-provisioning can add new SSO user or new user, by adding Roles, Buyer Groups, and Organization Units.

Once completed, select Save.

 

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

 

 

Unimarket provides the ability for Community Administrators or User Administrators, to export a list of users. 

This provides a lot of useful information, and can be used as the starting template. If you are updating user records in bulk.

 

Export Users List

To export the user file, go to the Administration module > select Users > select Filters.

 

Customize the export file by using the filters, if desired > click Export > select Export Users

 

The Job Submitted pop-up box will appear > select the here hyperlink.

The Background Jobs screen will populate. When the export is in a Finished state > select Download.

 

The fields included in the User Export file are:

Field	Purpose
Username	The users system username as per the customers naming conventions
First Name	User First Name
Last Name	User Last name
Email	User Email Address
Enabled	Y or N (to denote enabled yes or no)
External User Management	Y or N (to denote if users are externally managed)
External User ID	External ID where applicable (if provided by the customer)
Vendor ID	Where applicable (if provided by the customer)
Self Approval Level	If the user has a self-approval limit to approve their own requisitions/expenses to that value
Org Units	The Organization Unit(s) the user is attributed to
On Behalf Of Org Units	The Organization Unit(s) the user can buy on behalf of
Roles	The Roles the User has (see list of roles)
Buyer Groups	The Buyer Group(s) the user is included in, which drives the visibility of suppliers and catalogues in the marketplace.
Phone	User phone number that has been added to their profile
Last Login	The date & time the user last logged into the system
Created Date	The date & time the user was created
Deactivated Date	The date & time the user was deactivated

 

Users with the Community Administrator or User Administrator role, can create individual users. This is ideal, if the community has a small number of users to add.

To add a large number of users, the bulk upload option may be useful. For additional information, refer to help article Uploading Community Users.

Before creating individual users, ensure the appropriate Organization Units, Self Approval Levels and Buyer Groups has been assigned, first.

Note: Users are only able to edit their name, phone number and email address (and default account code, if set as a user default). All other settings are managed by Administrators.

 

Create A Community User

To manually create a user, go to the Administration module > select Users > click Create. 

The Create User pop-up box will appear, to enter information in the required fields marked with a red asterisk. For additional field descriptions, refer to the list below.

• First Name: User's first name.
• Last Name: User's last name.
• Username: The username the user use when logging into Unimarket.
• Display Name: Name displayed once logged into Unimarket.
• Send Invitation: If the box is checked, an invitation email will be sent to the user to complete user setup by creating 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: User's email address (where all notifications will be sent for the user).
• Enabled: If the Send Invitation box is checked, this box will be unavailable. As the user's login will be disabled, until activated 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 the community uses 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 the user can self approve their own requisitions/expenses, up to. If blank, the user cannot self approve anything.
• Phone: A contact number for the user.
• Roles: This is where you select the roles that give the user the correct access and abilities. For additional information, refer to help article Unimarket User Roles.
• Buyer Groups: Select the buyer groups the user will need access to.
• Organization Units: Select the org units the user is a part of.
• On Behalf Of Organization Units: This field is only available, if the user has the Buyer role assigned. If the user makes purchases on behalf of any org units, they are not a part of. Those org units would need to be entered in this field. This allows other users in the entered org units to reassign requisitions to the buyer for ordering.

Once completed, select Save.

Note: Once the community user has been created, to send the user invitation refer to help article Invite Community Users.

 

Users with the Community Administrator or User Administrator role, can send Community user invitations. If the Send Invitation box was checked, when creating a user.

The user invitation requires action by the user, to complete their account setup. A link will be provided within the invitation, to confirm their user details before their initial login.

Once Community Administrators or User Administrators has created a user (individually or via upload), the Invite Users screen provides useful details and the option to resend the user invitation, if needed.

Only users who are created in Unimarket, will appear in the user list. For additional information about creating a user, refer to help article(s) Create A Community User - Manually or Upload Community Users.

 

Invite A Community User

To send a user invitation, go to the Administration module > select Users > click Invite Users.

 

Users can customized the message sent within the user invitation.

 

Create A User Invitation

To create a user invitation, users with the Community Administrator or User Administrator role can go to the Administration module > select Users > click the Invite Users tab.

 

The Invitation screen will populate.

A number of tokens are available to customize the email sent to the user. The use of tokens eliminates the need to draft a different email for individual users.

A generic email is pre-populated in field, as a suggestion. However, users can edit the message in the text box.

Users can preview the message, by selecting Preview. To review extended formatting and editing tools, view the Markup Help guide, by clicking Help. 

Note: Please do not remove the @ symbols and/or alter the capital font between the @ symbols.

Once completed, select Save.

 

Send User Invitation

To send the user invitation, locate the desired user in the list > check the Select box, to send an individual invitation > click Invite.

To send a user invitation to all listed users, click Select All > click Invite.  

Once the user invitation is sent, their user login will appear as Disabled. Until the user sets their password and logs in for the first time.

The Enabled/Disabled status, Created Date (when the user was created, in Unimarket) and/or the Invitation Sent Date/Time, can be viewed on the Invite Users tab.

 

Resend A User Invitation

If the Enabled status is No, Community Administrators or User Administrators can resend a user invitation. By locating the desired user in the list > check the Select box, to send an individual invitation > click Invite.

To re-send multiple user invitations > check the Select box next to the desired users > click Invite.  

 

Users with the Community Administrator or User Administrator role, can create multiple users, at once. This is ideal, if the community has a large number of users to add.

If communities have a small number of users to add, the manual option may be useful. For additional information, refer to help article Create A Community User - Manually.

If the community is updating their User list, please remove the below column from the CSV file:

• O (Last Login)
• P (Created Date) and
• Q (Deactivated Date)

 

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

 

Create Community Users via Upload

To create a users via upload, go to the Administration module > select Users > click the Upload Users tab > select Download Template, to insert required user details on the file.

For additional field information, refer to the chart below and the Tips at the bottom of this help article.

 

Details for User Download 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 the file is updated, save as a CSV file > click Browse > select the CSV file > in the Missing User Action field, select the dropdown. 

To disable users not included in the CSV file, click Disable or Ignore.

• Disable: Disable users that are present in Unimarket but no present in the upload file.
• Ignore: Ignore uses that are not present in the upload file.

Select Upload.

 

If there are any errors, a red error message will appear on the screen, advising what caused the failed upload. Make corrections to CSV file and upload again.

Once all users are imported successfully, an alert message will appear.

 

Once Community Administrators or User Administrators has created users via upload, the Invite Users screen is where user invitations will be manually sent and provide useful details.

For additional information, refer to help article Invite Community Users.

 

Uploading User Data via Automation

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

 

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 Unimarket.
• Organization Units (Org Unit), Buyer Groups and Self Approval Levels should reference a valid Org Unit, Buyer Group and/or Self Approval Level. That has been setup in the system (first) before loading users.
• You can use the User Upload process to Bulk Change existing users. For example, to assign roles or other information for all users.

Users with the Community Administrator or User Administrator role has the ability to:

• Edit a user details
• Manage the user's Self Approval Level, Roles, Buyer Groups and Organization Units the user belongs to.
• Export users
• Delete (Disable) users

 

Access the Manage Users Screen

To access the Manage Users screen, go to the Administration module > select Users.

 

Search Feature

Users can locate desired users by using the User Name field and the Role field. To customize the search, select Filters.

 

Once Filters is selected, additional search fields will populate.

 

To view disabled and/or locked users > in the State field, click Disabled and/or Locked > click Apply Filter.

Note: For additional information about how to enable and/or unlock a community user, refer to help article Unlock a Community User.

 

Edit Users

Community Administrators or User Administrator can manually edit user details, locating the desired user > select Edit. To view setting descriptions, refer to the list below.

Once updated, select Save.

 

• First Name: User's first name.
• Last Name: User's last name.
• Username: The username the user use when logging into Unimarket.
• Display Name: Name displayed once logged into Unimarket.
• Email: User's email address (where all notifications will be sent for the user).
• Enabled: Enables / Disables the user.
• 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 the community uses 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. 
• Self Approval Level: The maximum value that the user can self approve their own requisitions/expenses, up to. If blank, the user cannot self approve anything.
• Phone: A contact number for the user.
• Roles: The roles that give the user the correct access and abilities (i.e. Buyer, Create Invoices). For additional information, refer to help article Unimarket User Roles.
• Buyer Groups: Select the buyer groups the user will need access to.
• Organization Units: Select the org units the user is a part of. This can be used to drive approvals and restrict access to account codes.
• On Behalf Of Organization Units: This field is only available, if the user has the Buyer role assigned. If the user makes purchases on behalf of any org units, they are not a part of. Those org units would need to be entered in this field. This allows other users in the entered org units to reassign requisitions to the buyer for ordering.

 

Export Users

At times, communities may desire a current listing of users in Unimarket (including their user details).

To receive a customized CSV file for users, select the desired options utilizing the applicable Filter fields > select Apply Filter.

 

Select Export > click Export Users.

 

A pop-up box will appear > select the "here" hyperlink.

The Background Jobs screen will populate > once the file is in the Finished state, select Download.

 

To view the downloaded export at a later time, select Tasks menu > click Background Jobs.

 

Delete (Disable) Users

Users cannot be deleted within Unimarket. 

Alternatively, users can be disabled by locating the desired user > select Edit > uncheck the Enabled box > click Save.

 

Roles are a system of permissions that determine what features a user has access to, in Unimarket. These roles help maintain a well-functioning purchasing team and allow each community to tailor the needs to each user.

Users with the Community Administrator or User Administrator role can assign user roles. 

 

Assign/Edit User Roles

To assign/edit user roles, go to the Administration module > select Users > locate the user utilizing the User Name field or Filters to customize the search. 

Once the user is located, select Edit.

 

A pop-up window will appear > in the Roles field, select or remove the desired role(s), by selecting the "X" > click Save.  

Note: If users are externally managed, all user roles will be assigned within the community's ERP system. All users will have the Marketplace module, User and Tasks menus visible.

 

Role	Module/ Feature	Description
Approval Administrator	Approvals	Administration module visible. View and manage community approval information and configurations.
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	Sourcing menu is visible, if Sourcing is enabled. The ability to select collaborators when creating a bid request.
Browser	Procurement	Access the Marketplace module Create incomplete requisitions to reassign to Buyers within their org unit. Create Supplier Requests, if the feature is enabled. The Browser role cannot be used with the Buyer Role. No option to Checkout Can save requisition Reassign to a user with the Buyer role within shared org unit for Checkout Mark order line items, as received
Buyer	Procurement	Access the Marketplace module Create requisitions. Complete reassigned requisitions from users with the Browser role. Create Supplier Requests, if the feature is enabled. Mark order line items, as received
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
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. 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	Administration module and Modules menu visible. Manage administrator features relate to the community, such as: general community preferences, ordering and checkout preferences and invoice matching preferences.
Community Management	Administrator	Administration module and Modules menu visible. Manage administrator functions that relate to the community setup and master data.
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.
Community Supplier Administrator	Administrator	Administration module menu visible. Manage supplier information, categories, invitations and connections. Receives email notification pertaining to supplier profile updates/comments.
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
Create Blanket Order	Procurement	Required role to create Blanket Orders. Even with the Community Administrator role. Create Blanket Orders for suppliers.
Create Buyer Invoices	Invoicing	Create an invoice against their purchase order, only. Cancel their invoice, only. Resubmit invoices associated with their purchase, only.
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.
Create Invoices	Invoicing	Required role, even with the Community Administrator role. Useful role for Accounts Payable staff. View any transaction (purchase, 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 PO Flip enabled Use the Order to Invoice feature. If Retrofit Invoices enabled Create invoices for orders (not yet in Unimarket) for buyer approval. If Invoice Inbox enabled Access and full use of the Invoice Inbox. Ability to upload Payment Status information
Escalate Approval	Approvals	Escalate approvals for viewable requisitions.
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	Procurement	Create requisitions on behalf of any other user in the community.
On Behalf of Expenses	Expenses	Expenses menu visible. Create expense claims on behalf of other users in your org unit.
On Behalf Of Receiving	Procurement	Ideal for Central Receiving staff. Receive orders on behalf of other users. User will see full community open receiving.
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.
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 Create/Manage tags and guided buying 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
View Contracts	Contracts	Contracts module menu visible. View any existing contract leadsheets 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
View Tax Profiles	Administrator	Required role, even with the Community Administrator role. View Tax Profiles (W-9, W-8-BEN, W-8BEN-E forms) submitted by suppliers. Visibility to supplier's tax information, when converting Lite Supplier profiles to Registered
View Transactions	Administrator	Without this role, users may only see transactions they are involved in. Ability view any transaction (Purchase, Invoice, Expense, Bid Request, Payments) throughout the entire community. Access to Reporting menu, to view and run reports on community data. View Procurement and Performance dashboards.

 

Buyer Groups are created by Community Administrators, to assign buyers for visibility and access to designated suppliers.

Most communities create a General buyer group, that contains all the suppliers that majority of buyers can purchase from. However, more specific buyer groups (e.g. I.T. or Facilities) can be created if the community desires to restrict specific suppliers to a selected group of buyers.

Buyers and suppliers can be assigned to more than one Buyer Group.

 

Access the Buyer Group Screen

To access the Buyer Group screen, go to the Administration module > click Users > select the Buyer Groups tab.

 

Add a New Buyer Group

To add a new buyer group, go to the Administration module > click Users > select the Buyer Groups tab > click +Add Buyer Group > a pop-up box will appear > in the Name field, enter the desired named.

In the Description field, enter optional information that will be viewed under the Description header on the Buyer Group view screen.

Once completed, select Save.

 

Edit Existing Buyer Group(s)

To edit an existing Buyer Group, go to the Administration module > click Users > select the Buyer Groups tab > locate the desired listed buyer group > select Edit > a pop-up box will appear > update the desired information > select Save.

 

Delete Existing Buyer Group(s)

To delete an existing Buyer Group, go to the Administration module > click Users > select the Buyer Groups tab > locate the desired listed buyer group > select Delete > a pop-up box will populate > select OK.

 

Assign Supplier(s) to a Buyer Group

To assign suppliers to an existing Buyer Group, go to the Administration module > click Users > select the Buyer Groups tab > locate the desired listed buyer group > select Suppliers > a pop-up box will appear > in the Available column, select the desired supplier > click the icon > the desired supplier will move to the Selected column.

Once completed, select Save.

 

Remove Supplier(s) from a Buyer Group

To remove suppliers from an existing Buyer Group, go to the Administration module > click Users > select the Buyer Groups tab > locate the desired listed buyer group > select Suppliers > a pop-up box will appear > in the Selected column, select the desired supplier > click the to add the supplier in the Available column > click Save.

 

Assign Buyers to a Buyer Group

To assign buyers to a Buyer Group, go to the Administration menu > click Users > locate the desired user > select Edit > a pop-up box will appear > in the Buyer Group field, add the desired Buyer Group > 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, a Community Administrator or Unimarket Support can assist with unlocking the account.

Additionally, Community Administrators or User Administrators can assist with enabling a disabled user account. 

 

Access the Manage Users Screen

To access the Manage Users screen, go to the Administration module > select Users.

 

Locate Locked Users

To locate locked users, Community Administrators or User Administrators can go to the Administration module > select Users > click Filters.

 

Once Filters is selected, additional search fields will populate > in the State field, click Locked > click Apply Filter.

 

Locate the desired user > click Edit > a pop-up box will appear > select Unlock > click Save.

 

Enable Users

To locate disabled users to enable, Community Administrators or User Administrators can go to the Administration module > select Users > click Filters.

 

Once Filters is selected, additional search fields will populate > in the State field, click Disabled > click Apply Filter.

 

Locate the desired user > click Edit > a pop-up box will appear > check the Enabled box > click Save.

If the user was disabled as a result of not receiving a user invitation via email, please confirm the user's email address is correct. If not, update the email address. 

Once completed, if the community is using:

• SSO Auto-Provisioning: Ask the user to login back into Unimarket, using the assigned username and SSO login process.
• Non SSO Auto-Provisioning: Ask the user to access the Unimarket login page > select Forgotten Password, to receive a temporary password to login. User invitations cannot be resent.