Administrator Handbook: Day to Day Tasks€¦ · Email Notification Setup for Administrators ... A typical procurement process includes the following steps: The SelectSite application

SelectSite / HigherMarketsAdministrator Handbook: Day to Day Tasks

SciQuest, Inc. www.SciQuest.com

SELECTSITE / HIGHERMARKETS

A D M I N I S T R A T O R H A N D B O O K : D A Y T O D A Y T A S K S

O C T O B E R 2 0 1 0

P R O D U C T V E R S I O N : S E L E C T S I T E 1 0 . 3

H A N D B O O K V E R S I O N : D A Y A D M I N 1 0 . 3 . 0 1

P R E P A R E D B Y

C O N T A C T U S :

S C I Q U E S T , I N C . 6 5 0 1 W E S T O N P A R K W A Y , S U I T E 2 0 0 C A R Y , N C 2 7 5 1 3 T O L L - F R E E : ( 8 7 7 ) 7 1 0 - 0 4 1 3 P H O N E : ( 9 1 9 ) 6 5 9 - 2 1 0 0 F A X : ( 9 1 9 ) 6 5 9 - 2 1 9 9

S C I Q U E S T S U P P O R T : S U P P O R T @ S C I Q U E S T . C O M O R ( 9 1 9 ) 6 5 9 - 4 2 0 0 O R ( 8 0 0 ) 2 3 3 - 1 1 2 1

Confidential Document

This document is confidential and its contents are considered proprietary to the interests of SciQuest, Inc. All parties using this document are subject to the Freedom of Information Act, and are required to comply with requests to share this document.

All contents Copyright � 2010, SciQuest, Inc. All rights reserved. SciQuest, Inc owns the copyright for this document.

No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, for any purpose, without the express written permission of SciQuest, Inc.

SelectSite® and SciQuest® are registered trademarks of SciQuest, Inc.

All other brand and product names are trademarks or registered trademarks of their respective holders

SciQuest, Inc. i www.SciQuest.com

TABLE OF CONTENTS

W E L C O M E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Objectives .............................................................................................................................. 1

Key Points .............................................................................................................................. 1

Understanding the Format ....................................................................................................... 1

What you will learn… .............................................................................................................. 2

T H E B A S I C S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Lesson 1: Overview .......................................................................................................... 3 SciQuest Modules ................................................................................................................. 3

SelectSite Add-Ons ................................................................................................................. 4

SelectSite Integration Points .................................................................................................... 4

Available Sites ...................................................................................................................... 6 Production Site ....................................................................................................................... 6

Testing Site ............................................................................................................................ 6

Training Site .......................................................................................................................... 7

Site Navigation ..................................................................................................................... 7 Navigation Details… ................................................................................................................ 8

Where Do I Go for Help? .................................................................................................... 11 Updating the Organization Message ..................................................................................... 12

D A Y - T O - D A Y A D M I N I S T R A T I V E T A S K S . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 5

Lesson 2: User Management ......................................................................................... 15 Key Concepts ..................................................................................................................... 16

User Management during Implementation .............................................................................. 16

Users ................................................................................................................................... 17

Roles ................................................................................................................................... 17

Permissions .......................................................................................................................... 19

Departments and Positions .................................................................................................... 19

Exercises ........................................................................................................................... 21 Viewing User Information ...................................................................................................... 21

Adding New Users ................................................................................................................ 21

Adding and Editing Roles ....................................................................................................... 22

Managing Departments and Positions ..................................................................................... 24

SciQuest, Inc. ii www.SciQuest.com

Setting up User Profiles ......................................................................................................... 25

Importing and Exporting User Data ........................................................................................ 28

Exporting User Profile Data .................................................................................................... 30

Lesson 3: Supplier Management ................................................................................... 31 Key Concepts ..................................................................................................................... 31

Supplier Enablement ............................................................................................................. 31

Types of Pricing .................................................................................................................... 32

Punch-out and Hosted Catalogs ............................................................................................. 33

Science Catalog .................................................................................................................... 34

Supplier Enablement Services ................................................................................................ 34

Supplier Portals .................................................................................................................... 35

Fulfillment Addresses ............................................................................................................ 35

The Purchasing Showcase ..................................................................................................... 36

Consortium Management ...................................................................................................... 37

Exercises ........................................................................................................................... 39 Searching for Suppliers ......................................................................................................... 39

Changing a Supplier’s Status ................................................................................................. 40

Updating Basic Supplier Information ....................................................................................... 40

Add or Update a Supplier Contact .......................................................................................... 44

Defining Supplier Address Information .................................................................................... 45

Defining Supplier-Specific Order Details .................................................................................. 47

Defining Supplier-Specific Order Distribution ........................................................................... 51

Defining Punch-out and Purchasing Showcase Settings for a Supplier ........................................ 53

Determining the Supplier Order in Purchasing Showcase and Setting up Featured Services ......... 55

Assigning Supplier Classes ..................................................................................................... 56

Setting Up Item/Price Information for Hosted Catalogs ............................................................ 57

Reviewing Supplier History .................................................................................................... 58

Enabling Suppliers for your Consortium Membership ................................................................ 59

Consortiums: Managing Supplier and Member Relationships ..................................................... 61

Exporting Supplier Data ........................................................................................................ 62

Defining Integration-Related Settings ..................................................................................... 64

Lesson 4: Reviewing Price Files .................................................................................... 67 Key Concepts ..................................................................................................................... 67

Price File Management in SelectSite ....................................................................................... 67

The Price File Process ........................................................................................................... 67

SciQuest, Inc. iii www.SciQuest.com

Price Sets and Versioning ...................................................................................................... 68

Price File Extracts ................................................................................................................. 68

List Price Management .......................................................................................................... 68

Price File Versions – Approvals and Rejections ........................................................................ 69

Exercises ........................................................................................................................... 71 Configuring Price File Options ................................................................................................ 71

Understanding the Price Set screen ........................................................................................ 74

Searching for Price Sets ........................................................................................................ 75

Requesting Price File Extracts and Approving Price Files ........................................................... 76

Consortiums: Sharing Approved Price Files to Members............................................................ 77

Consortium Members: Subscribing to Consortium Price Files ..................................................... 78

Lesson 5: Reporting ....................................................................................................... 79 Key Concepts ..................................................................................................................... 79

Administrative Reports .......................................................................................................... 79

Search Exports ..................................................................................................................... 81

Managing Your Organization’s Export Files .............................................................................. 81

Exercises ........................................................................................................................... 82 Using Purchasing Reports ...................................................................................................... 82

Using Spend Analysis Reports ................................................................................................ 83

Usage Reports ...................................................................................................................... 84

Exporting Purchasing and Invoicing Data ................................................................................ 85

Using the PO and PR Templates ............................................................................................. 88

Lesson 6: Miscellaneous Tasks..................................................................................... 91 Key Concepts ..................................................................................................................... 91

Order Success and Failure: Fax Orders ................................................................................... 91

Change Orders, Revisions, and Resends ................................................................................. 94

Email Notification Setup for Administrators ............................................................................. 96

Exercises ........................................................................................................................... 97 How to Manage Fax Failures .................................................................................................. 97

Modifying a Completed PO .................................................................................................... 98

SciQuest, Inc. 1 www.SciQuest.com

WELCOME O B J E C T I V E S The purpose of this handbook is to familiarize administrators with day-to-day tasks performed in the SciQuest SelectSite / HigherMarkets application. We hope it will help you:

� Understand the available functionality in the SelectSite application. � Perform common tasks associated with day-to-day usage of SelectSite.

� Make informed decisions regarding SelectSite administration and management. � Incorporate product functionality with business practice to most effectively utilize the application.

K E Y P O I N T S � This handbook will show you how to perform functions in the system. It is important to note that much of the

how, when, and why the system is used is determined by your organization’s business practices. We suggest that you supplement this document with your organization’s business practices, goals, and policies.

� Day-to-day administrator topics range from updating supplier information, approving price files, updating user profiles, and more. It is important to note that some administrators may only have permissions to perform a subset of these functions. We recommend that each organization has at least one administrator with full rights to the system.

� The term SelectSite is used to describe the application in this handbook. For Higher Education customers, this term represents your HigherMarkets application. HigherMarkets and SelectSite can be used interchangeably from a product feature perspective.

U N D E R S T A N D I N G T H E F O R M A T A Lesson is created for each major functional area of the system. Within each lesson, there are three sections:

An overview of the goals and functions in the lesson

� Background and conceptual information about the lesson. The concepts will help you better understand why and when you perform tasks in the system and how they relate to other parts of the system.

� Step-by-step exercises detailing specific tasks in the system. Each exercise provides background information about the task, details about the typical user, step-by-step instructions, and in many cases, a results screen to compare your work.

IMPORTANT: The Administrator Handbook has been broken up into two separate documents. The Administrator Handbook: Day-to-Day Tasks (this document) focuses on frequently performed maintenance tasks. The Administrator Handbook: Setup and Advanced Topics focuses on options discussed during implementation and less frequently used/complex topics.


W H A T Y O U W I L L L E A R N … The document is organized according to the major functions of the SciQuest SelectSite application:

� The Basics - including site navigation, explanation of SelectSite modules, general concepts of the application, and more.

� Day-to-Day Administrative Tasks- including common tasks that occur post-implementation including managing your users and suppliers, reviewing price files, and reporting.


THE BASICS Lesson 1: OVERVIEW

The SelectSite eProcurement solution is a robust, hosted, fully modular suite of applications that manages the entire purchasing process online. A typical procurement process includes the following steps:

The SelectSite application includes modules that address each step in the procurement process. The full suite of applications provides an end-to-end eProcurement solution. Alternatively, individual modules can be used to compliment other applications currently in use. Details of each module and add-ons are described below.

SciQuest Modules A full list of modules available from SciQuest is provided below. The modules marked with * indicate those that are documented in this handbook.

� Sourcing Manager – provides online electronic bidding and reverse auction functionality. � Contract Manager – allows you to manage current supplier contracts and spend against those contracts. � Spend Director* – provides online access to supplier content and university contracted pricing so the users

can shop for and compare products and pricing � Requisition Manager* – automates requisition approval processes � Order Manager* – electronic purchase order delivery to supplier � Settlement Manager* – provides the ability to receive goods and electronic invoices. Refer to the

Settlement Manager handbook for more information on this module. � Business Intelligence Reporting* - provides detailed data for spend analysis � Chemical Manager – provides management of chemicals, including container and location information � Supplies Manager – provides management of supplies on site, including stockroom availability and

ordering via SelectSite

NOTE: Throughout this handbook, the term Spend-Director only is used to describe a limited deployment of SelectSite that is commonly purchased by organizations for integration into an ERP system. To better understand which parts of this handbook are applicable to you, please contact your administrator.


S E L E C T S I T E A D D - O N S There are a number of different Add-ons that can be purchased in conjunction with the standard product modules. These include:

� Supplier Enablement Content Packs – allow the enablement of any ten (10) desired suppliers. These can be as hosted content or access to a supplier’s website via punch-out.

� Science Catalog - contains suppliers of life science products, equipment, and special search tools for researchers. Additionally, Science Catalog Pricing Packs (of 10) may be purchased to further allow the assignment of negotiated pricing to a Science Catalog supplier’s items.

� E&I Cooperative – is a service for schools (only) that provide goods and services to members at the best possible value. Hosted and punch-out vendors are available through this service.

� Diversity Supplier Manager – assists organizations in achieving targeted minority spending goals. � Integrated vPayment Settlement - allows a defined pool of credit card numbers to be used for

transactions. Settlement Packs can be purchased to implement specific suppliers into vPayment.

S E L E C T S I T E I N T E G R A T I O N P O I N T S Integration points enable SelectSite to share data with external systems. Integration can be both visible to the end user and behind the scenes. Integration can be on the front end of the process and assist with login, can provide data used to define a purchase order (accounting values, custom field values, etc), or on the back-end allowing updating of financial or ERP systems with purchasing data. A high-level look at current integration points is provided below. Keep in mind, new integration points are frequently in development and custom integration points are not listed below.

User Authentication Integration Points � LoginXML – LoginXML allows a user to login to SelectSite using a portal that is hosted by your

organization. This allows for a single sign on experience so that the user does not have to have/maintain multiple logins.

� Shibboleth – This login method is a standardized authentication system that allows validation of users at login and optionally allows for the creation and update of user profile information.

� LDAP – LDAP allows a user to login via the SciQuest login page but accesses user data found in your organizations LDAP server. With this, the user does not need a separate user ID and password for SelectSite.

� CAS – CAS is another single sign on application that allows a user to login via a portal that is hosted by your organization. The CAS software was written and is maintained by Yale University.

� Punchin/Cart Return – The following systems have built in capabilities to allow a user to click on a link within their system. Once the link is clicked the user is sent to the Spend Director application for shopping. When the user is finished shipping a cart with the items wanted is passed back to the system.

o Oracle o PeopleSoft cXML o Ariba cXML. o SAP HTML

� Data Synchronization Integration – The following are the integration points which allow for the data that exists in a system of record to be sent and kept in synch with SelectSite. The standard way of doing these synchronizations are using HTTPS posting of XML.

o Address o Supplier o User o Custom fields (such as accounting data) / Budget

� Purchase Requisition Validation – PR validation is the integration point that exports a Purchase Requisition at any point within the workflow to be sent to a system outside of SciQuest for validation and


waits for an approved or rejected message. This integration point is accomplished using HTTPS posting of XML messages.

� Purchase Requisition Export – PR export is a real-time XML export of Purchase Requisition data. This information is normally used to create requisitions in an organizations backend (ERP) system.

� Purchase Requisition Import – PR import is used to import requisitions from external systems such as bidding systems, facilities systems, and other procurement applications into Requisition Manager for processing.

� Purchase Order Import – PO import is used to send POs to the SciQuest Order manager module for distribution to the suppliers. This is normally done in a real time but can be done as a batch.

� Purchase Order Export – PO export is a real time or batch export of Purchase Order data. This information is normally used to create Purchase Orders in an organizations backend (ERP) system.

� Purchase Receipt Export – Purchase Receipt Export is a batch export of Purchase receipt information that has been entered into the SciQuest Application. This information is normally used to create receipts in an organization’s ERP.

� Invoice Export – Invoice export is a batch export of Invoices that have been entered via the user interface in the SciQuest Application or is sent to SciQuest electronically from the supplier. This information is normally used to create invoice information in an organization’s ERP.

� OK to Pay Export – this export is a batch invoice export of any invoices that have been marked as OK to pay. This information is used to mark invoices in an organization’s ERP as OK to pay.

� Invoice Status Change – This import message allows an ERP system to send status updates to the SciQuest application to keep the invoice status up to date on the SciQuest application

� Banner for HigherMarkets Integration – the following integrations are the standard integrations with the SunGard Banner for HigherMarkets application. The integrations take advantage of the SunGard Luminus integration application.

o Banner for HigherMarkets Address Synchronization o Banner for HigherMarkets Supplier Synchronization o Banner for HigherMarkets FOAPAL Synchronization o Banner for HigherMarkets Commodity code Synchronization o Banner for HigherMarkets FOAPAL Validation o Banner for HigherMarkets PR Post o Banner for HigherMarkets PO Post o Banner for HigherMarkets Single Sign on


Available Sites With each implementation of SelectSite, one or more sites will be set up specifically for your organization. The site setup is dependent on the needs of your organization, the modules implemented and integration points, and site setup defined in your Licensing agreement. In many cases, three sites will be set up for an organization. An explanation of each of these follows:

P R O D U C T I O N S I T E The production site is the most important site that any organization will use. The production site is the one that is used on a day-to-day basis by users after go-live. This site contains live data and reports are based on the purchasing activity in this site. All suppliers and their data, along with customized settings should be enabled on this site. The production site is accessed through SciQuest’s Production Servers, which are available 24/7, allow a large number of simultaneous users and are extremely reliable.

Your production site is accessed from the following location:

http:// solutions.sciquest.com/

For example: http://solutions.sciquest.com/universityABC or http://solutions.sciquest.com/PharmaceuticalsABC

To check the status of the production environment, go to the following webpage: http://www.sciquest.com/web/SelectSite_Status/

T E S T I N G S I T E The Testing site (previously termed UIT - User Integration Testing) is used for a number of different purposes. This site is primarily designed as a tool for integration testing into third-party applications, data import, and data export. It is also used for initial site testing and review/verification of new functionality prior to site upgrades. Approximately two-three weeks before a new release, the functionality is available to customers on their Testing site.

For customers that do not have a training site, Testing is occasionally used for informal training purposes. Testing sites are accessed through SciQuest’s Test servers, which are restarted approximately twice daily (12pm and 5pm EST). These servers are not designed for high volume testing and use. Additionally, only a subset of supplier and supplier data is typically set up on Testing sites.

Your Testing site is accessed from the following location:

http:// usertest.sciquest.com/

For example: http://usertest.sciquest.com/universityABC or http://usertest.sciquest.com/PharmaceuticalsABC

Unlike Production and most Training sites, changes to Testing sites take effect relatively quickly because the servers are restarted at least twice daily. The Test servers may also be restarted in the case of an emergency, when a request has been made.

CAUTION: Be very cautious when making changes directly to the production site. It is suggested that all changes be tested in a test environment prior to updates being made in the production site. Remember, there is no Undo function.


T R A I N I N G S I T E Some customers have a training site which is used for formal end-user training. Most training sites are set up on SciQuest’s production servers (the same as production sites), due to their reliability and ability to handle a high volume of activity simultaneously. Training sites typically have a subset of suppliers and supplier data set up. Training sites provide a great way to educate end-users without risking accidental “ordering” or site changes.

Most training sites are accessed from the following location:

http:// solutions.sciquest.com/

For example: http://solutions.sciquest.com/universityABCTrain or http://solutions.sciquest.com/PharmaceuticalsABCTrain

Site Navigation The SelectSite interface is customized on a per-user basis. The tabs, screens, and ordering of information is based on what parts of the system each user has access to, along with their personal preferences of presentation. There are a few key things to understand about site navigation and availability of system functionality:

� The navigation tabs that show up across the top of your screen are dependent on 1) the modules your organization has purchased, 2) your role, and 3) your permissions.

� SelectSite allows users to customize the order of navigation tabs on their screen so that they can access frequently-used sections of the system quickly. For example, someone who frequently reviews purchase requisitions may want the approvals tab to show up first instead of the default home tab. Note: Allowing access to customized navigation is a permission, and may or may not be allowed at your organization.

KEY POINT: The screens, tabs, and field labels discussed and shown in this handbook may or may not match those used by your organization. SelectSite is very customizable; therefore you should expect differences between this generic guide and the sites you use.


N A V I G A T I O N D E T A I L S … The graphic below shows various facets of SelectSite navigation. Read the descriptions following the graphic for more information about each of the navigational components:

1. Navigation tabs. Across the top of the application are navigation tabs (the number of tabs is dependent on the licensed SelectSite modules and the permissions granted to the individual user). By clicking on a tab, the information in the screen refreshes to display the topic or function covered in that particular part of the application. The number of tabs available to each user is dependent on their permissions. The names of the navigation tabs are customizable and can be modified by a system administrator. For example, your tab may read Favorites instead of my favorites. The order of the navigation tabs is customizable by the user (assuming the user has this permission). Each of the possible navigation tabs that a user, approver, and administrator may see is listed below.

1

2

4

7

8

3

9

5

11

6

10


a. Home/Shop– provides access to the shop and dashboard screens (admin dashboard, settlement dashboard, etc). From the shop sub-tab, searches can be performed, the organizational message is displayed, and purchasing information can be reviewed. From the admin home screen, a wide variety of admin links are available for selection, including shortcuts to catalog management, user management, field management, and more. Also available on this screen is the link to the SciQuest Support incident tracking interface and handbooks.

b. Favorites– is used to create and define shared and personal favorites folders and items. Items can be moved and copied between folders; current folders and items can be edited and removed. Note: Favorite items can be also be added through search results and the checkout screens.

c. Forms – is used to access forms. After selecting the appropriate form, users can populate the form and add it to their cart.

d. Carts– is used to view and modify the current shopping cart, create new carts and delete existing carts, and prepare the cart for processing (adding shipping info, populating custom fields, etc.).

e. Approvals- displays requisitions, purchase orders, and/or fulfillment orders, depending on the selected sub-tab, that are awaiting approval.

f. History- contains a repository of various documents within the application. Purchase requisitions, purchase orders, receipts, invoices, and fulfillment orders are all available for viewing, depending on the permissions granted. The History tab is also used to create reporting extracts.

g. Settlement- provides access to system receipts and invoices along with the ability to create new receipts and invoices, given the proper permissions.

h. Profile– is used to review and update personal user information ranging from time zone, assigned roles, approver information, email preferences, and more.

i. User Mgt – is used to approve/reject pending users, create new users, review and modify current user profiles, define roles, positions, and departments. For more information, refer to the User Management lesson beginning on page 16.

j. Catalog Mgt – is used to manage suppliers and supplier data. Functions performed in this section of the application include activating/inactivating suppliers, updating and reviewing supplier profiles, category management, creating product views, reviewing supplier price files, setting up consortium, and reviewing contents reports. For more information, refer to the following lessons:

o Supplier Management starting on page 31 o Reviewing Price Files starting on page 67 o Category Management covered in the Administrator Handbook: Setup and Advanced Topics. o Classes and Product Views covered in the Administrator Handbook: Setup and Advanced Topics.

k. Reports – provides access to SelectSite Business intelligence reporting, including real-time purchasing reports, customized data extracts and templates for viewing, spend analysis reports, and site usage reports. For more information, refer to the Reports lesson starting on page 79.

l. Organization Setup – is primarily used for the initial setup of the site. These functions include custom field setup, workflow management, miscellaneous system settings, terms and conditions for site access, updating the home page (org message, resource information), and sending emails to users through SelectSite. For more information on this section of the application, refer to the following sections in this handbook:

o Updating the Organizational Message on page 12. o Sending Emails to System Users (Advanced Admin Handbook) o The Order Configuration lesson covered in the Administrator Handbook: Setup and Advanced

Topics. o The Custom Fields lesson covered in the Administrator Handbook: Setup and Advanced Topics. o The Miscellaneous Settings lesson covered in the Administrator Handbook: Setup and Advanced

Topics. m. Document Setup – is used primarily during implementation to determine what fields display on the

cart/requisition interface and purchase order, along with what fields are required for what users. For more information, refer to the Document Design lesson covered in the Administrator Handbook: Setup and Advanced Topics.

n. Field Mgt – is used to review and modify field labels, field visibility, help text, and other labeling in the system. For more information, refer to the Field Management lesson covered in the Administrator Handbook: Setup and Advanced Topics.


o. Error mgt – is used to handle fax order failures and batch export failures for PO and Invoice exports. To learn about fax failures, refer to Handling Fax Failures on page 91. For more information on Order Distribution and PO/Invoice Export failures, refer to the Administrator Handbook: Setup and Advanced Topics.

2. More>> Navigation Menu. For users that have access to more than seven navigation menus, an eighth menu is displayed on the far right side of the screen. This menu contains a drop down-list which displays the text more>>. Expanding the drop down list reveals the remaining navigation menus available to that user. Upon selecting the desired navigation menu, the screen below refreshes to display the specific topic or function covered in that particular part of the application, just as if any of the static navigation menus had been selected. For users with the Customize Navigation permission, this drop down list displays, even if that user has access to seven or less navigation menus. The drop down list contains a “customize” option. Selecting this option redirects the user to the Navigation Setup screen where the navigation can be customized to best suit the user’s needs.

NOTE: If the New Gradient User Interface is being used, the items display in alphabetical order in the more list. If the Classic User Interface is being used, the items display in the order of use frequency.

3. Navigation Sub-tabs. Beneath the top-level navigation tabs are additional levels of sub-tabs. As with the navigation tabs, the sub-tabs displayed depend on the permissions granted to the individual user. By clicking on these sub-tabs, the information in the screen below refreshes to display the specific topic or function covered in that particular part of the application.

4. Search Options. Simple and Advanced Search, along with other types of shopping is available from the home/shop page. This information is covered in detail in the Requisitioner and Approver Handbook.

5. Purchasing Showcase. The purchasing showcase is a place on the screen used to highlight key suppliers and or use of key forms/contracts. This feature is not required and may or may not be visible/used on your site.

6. Punch-out Shopping. Links to punch-out suppliers is found below the Purchasing showcase. This section of the screen does not display if no punch-out suppliers are set up or allowed for viewing by the user.

7. Online Help. Online Help is accessed by clicking on the question mark anywhere in the application ( ) or by clicking on hyperlink text. Text with associated Help is indicated by text that changes colors when mousing-over the text. Much of the text in the application can be selected and a secondary Help window displays. Online Help is customizable and is covered in detail in the Field Management lesson in the covered in the Administrator Handbook: Setup and Advanced Topics.

8. User Information. In the upper left-hand corner of the application, information about the user is displayed within a boxed area. In this box is the user’s name, a link to the user’s profile (provided the user has access to their profile), and the logout link. Keep in mind that some sites remove the logout link, especially if the site is Spend Director only.

9. Screen Title. In the application header, just below the user information box, the title of the current screen displays. Note that the screen title reflects changes made in field management.

10. Quick Search. This feature allows a variety of searches to be executed from anywhere within the application. With the search fields readily available in the application header, it is no longer necessary to navigate to specific screens to run the desired search. To use this feature, a search option must be selected and search criteria must be keyed in. Clicking the Go button executes the quick search and displays the results in the appropriate search results screen.

11. Cart Summary. The upper right corner of the application displays a summary of the shopping cart. Included is the cart name (by default, this is your user name, the date, and sequential order # for the day), the number of items in the cart, and the total cart amount. Click this shortcut to go directly to the cart page where the cart details can be reviewed and updated.


Where Do I Go for Help? As an administrator, you will likely have questions about SelectSite. The Administrator Desktop is designed to be your hub to find information. The overall goal is to provide an easy-to-use “kickoff” point for administrators to search for information regarding SelectSite.

This page is found under Home �� Admin and is only available to users with the System Administrator permission. The Admin Desktop provides a user-friendly interface for administrators to find the answers they need and perform common administrative tasks.

What is included in the Admin Desktop?

� Quick Links to Common Administrative Tasks. This section of the Admin Desktop provides links to many of the tasks performed by system administrators such as updating the organization message, adding users, approving price files, updating supplier data, adding approvers, and more.

� The Search for a Solution section. This section provides quick access to numerous self-help tools, including:

� Access to Solutions KnowledgeBase (to search for answers or report an incident)

� Access to Searchable Online Help for Administrators

� Access to Printed Handbooks (available in PDF format)

� Access to Additional Resources such as checking the production site availability, reviewing supplier data quality reports, and more.

� Login/Registration Links to the SciQuest Community Forum where administrators can get help from Peers or enter a Feature Request for the product

� Access to the Product Release Library

� Access to current training snippets


Updating the Organization Message The Organization Message is an important tool for communicating with the user community. The Organization Message is a fully customizable area on the home page of the application where details about the site can be mentioned. The Organization Message is available to all users and can be updated as frequently as needed. Consider this a bulletin board for important information, such as…

� Introduction to the site and its purpose � Access to Training or Documentation related to the purchasing process � Notification of new suppliers coming on board

� Changes in purchasing processes � Notification of deadlines for “end of year” ordering � Special Discounts (for certain items, certain suppliers, or temporary sales)

Display Location for Organization Message Be default, the organization message displays below the Action Items box, as shown in the example below. A setting is available that allows organization to display this information above the Action Items box, as shown in the second screenshot. This setting is enabled in the same location for making Org Message updates.

Example of the Organization Message displaying at the top of the screen:


To update the Organization message, click the update message hyperlink found directly below the contents of the message or through the Admin Interface (Organization Setup � user communication � Message Board).

The Organization Message allows HTML tagging, which provides great flexibility in terms of what displays. It is possible to display bullets, spacing, different fonts and colors, hyperlinks to related information such as a Quick Guide, purchasing procedure, or a direct link to the purchasing team (via email).

Additionally, resource information such as email and phone details can be changed. For more information on this task, refer to the Administrator Handbook: Setup and Advanced Topics.


DAY-TO-DAY ADMINISTRATIVE TASKS The topics in this section focus on tasks that are performed by SelectSite administrators frequently – daily, weekly or monthly. Refer to the conceptual information at the beginning of each lesson to assist with decision-making during your implementation.

Lesson 2: USER MANAGEMENT User Management is a fundamental component of the SelectSite application, both during the implementation and moving forward. This section of the handbook discusses the different ways in which users can be set up and managed in the system.

Keep in mind that organizations may not employ all of the functionality mentioned in this lesson. Key points about User Management:

� A user’s settings, including permissions, addresses, and other relevant information can be viewed through a user’s profile. Most users are granted access to their profile, but if they are not, these options will not be available. A user can access his/her profile by clicking on profile to the right of their name or via the profile navigation tab. If you are an administrator and you would like to access other user’s profiles, this can be accomplished via the user mgt navigation tab.

� User Management is primarily accomplished through the user mgt navigation tab. Once this tab is clicked, four sub-tabs display (assuming you have the proper permissions). Each of the sub-tabs is explained below.

o Users – The users sub-tab is used by administrators to create new users in the system or access

existing user data (profiles). o Registrations – the registrations sub-tab is used to view pending registrations requiring review and

approval. This screen will only be used if your organization allows its end-users to register and require approval before a user can begin using the system. For added convenience, users can also be created from this screen.

o User Import – The user import sub-tab to bulk load user information into the system. Before using this part of SelectSite, please contact SciQuest GPS or Support.

o HR Configuration – The hr configuration is used to define the roles and role hierarchy in SelectSite. This is a very important area of the application because it determines who has what permissions at a default level. From this area, you can also define departments and positions if your organization is using these entities.

� To perform common user management functions, shortcuts can be accessed directly from the Home Admin page, as shown below:

TAKE NOTE: Depending on the permissions given to an administrator, access to the system features discussed in this handbook may or may not be available to a particular user.


Key Concepts U S E R M A N A G E M E N T D U R I N G I M P L E M E N T A T I O N During an organization’s site design, some of the key decisions involve determining the following:

� How a user is set up in the site and how will they access the site. The possible options include: � User Self Registration – A user goes directly to the SciQuest site registers. This user is automatically

approved and is given the default requisitioner role OR goes through an approval process where an administrator decides whether to approve or reject the registration request.

� Administrative Setup – Users are set up by an administrator; the user is notified of their username and password. Users can be set up individually or through bulk import, each of which is discussed in detail in this lesson.

� Access via an External Site – Users log into a portal or an ERP system (such as Oracle, SAP, Ariba, etc) and the user information is sent over to SelectSite where the information is verified and automatically logged in. The details of the login and access vary depending on the type of integration point used and details of your organization’s setup. For more information, refer to SelectSite Integration Points on page 4 For example, a Spend Director client may log into their ERP system, and then click the “SelectSite” option to access the application. Information is sent from the ERP system and no additional information is needed in terms of user setup. In another scenario, administrators may be required to set up a user in SelectSite PRIOR to access from the external system.

� What types of users will access the system and what permissions they should be assigned. This information will determine what roles are set up and what permissions each role will have. These concepts are covered in detail in this lesson.

� Whether or not to use departments and positions. As part of site setup, each organization determines whether roles will be used to manage users OR departments and positions, which provides more granularity in user management. As a rule of thumb, simpler sites with minimal integration and two or fewer modules typically use roles. More complex sites generally use departments and positions to assist with administration, approvals, reporting, and more. As a third and commonly used option, many clients choose to use roles to determine user permissions and departments to control workflow and access to departmental data. All of these concepts are covered in detail below.

TAKE NOTE: Oftentimes, user setup is a joint effort by administrators and end-users. For example, an admin may set up basic information for a user, but the user will update their profile with additional details such as financial information, custom field values, email preferences, and more.


U S E R S A user is any person that has access to the SelectSite application. Each user is assigned a unique username and password to identify who they are, what permissions they have, and other user-specific information such as shipping and billing addresses, custom field values, and more. Users are typically assigned one or more roles. Users can also be assigned a department and position. In the graphic below, a user’s information is shown.

Note: Depending on the way in which SelectSite is accessed, a user may not know or use their username and password. For example, if entering the system through an ERP system where they are already logged in or through another external application, they will not need their user identification information.

R O L E S Roles are created to manage users with similar permissions. Each site has at least two roles: one representing standard requisitioners and another to represent system administrators. Typically, sites will have approximately five roles. One role must be designated as the default role. In most cases, this is the requisitioner role.

Roles provide a time-efficient method for managing user information. For example, instead of changing user permissions individually, the permissions for a role can be updated; all users having that role will be automatically updated to reflect the permissions changes. Users can be assigned one or more roles.

Sub-roles are used to manage similar roles in the system. Below is a sample setup of roles, along with the purpose for each role. It is important to understand that your setup may be much more simple or complicated than the one shown.

IMPORTANT: User level permissions take precedence over default role-based permissions.


Sample Role Setup

Best Practices for Role Setup: � Create a parent role that represents your school or company (SQ University above). All sub-roles should

be created under this role. This role should be inactive, which means that no one can be assigned this role. First level child roles will inherit the setup of the parent role, therefore set up permissions and access for this role at the “lowest” level (i.e. requisitioner). In the example on the previous page, all roles would inherit those set up at the Company ABC level. For this role, only turn on permissions that should apply to all roles.

� By creating role “folders” you can group similar roles. A role folder is simply an inactive role. In the example above, Requisitioners and Approvers are role folders.

� When applicable, it is recommended to set up approval and buying limits at the role level instead of the user level. For example, you could set up two different requisitioner roles to designate purchasing limits. The Level1 Requisitioner role is allowed to purchase up to $100 without approval and the Level2 Requisitioner role is allowed to purchase up to $500 without approval.

� Be cautious when creating roles because they cannot be deleted once created. They can be made inactive, but not removed from the system completely.

� When determining which roles to create in your system, take time to understand who will access the site and what they will be doing in it. For example, you may want to break down approvals by PR vs. PO approvals. You may want a separate role for AP staff.

Sample Role Setup SciQuest University -this is an inactive role that is the highest parent role. It is set up so that all sub-roles can inherit the organization-wide setup.

Administrators - this is an inactive role that is used to group all of the administrative roles together.

System Administrator -this role has full rights to the system.

Catalog Administrator-this role has access to catalog management including suppliers, categories, and catalogs.

Report Access-this role has access to view and run system reports.

Requisitioners-this is an inactive role that is used to group all of the requisitioner roles together.

Standard Requisitioner- the default role that is assigned to most shoppers.

Lab Requisitioner -this role is set up for users who are allowed to order materials and chemicals that are not available to standard requisitioners.

Approvers -this is an inactive role that is used to group all of the approval roles together.

Departmental Approver -this represents a standard approver with rights to approving orders in their department up to $5000).

Capital Approver -this represents an approver that can approver items up to $50,000.

Buyer - this represents approvers from the Purchasing department, which approves specialty and high-dollar items.


P E R M I S S I O N S Permissions allow access to functionality in the system. Permissions are broken down by related topic such as shopping and administration. A few sample permissions are listed below:

� Punch-out – allows access to punch-out suppliers. � My Favorites – allows access to view and edit personalized favorites items.

� Catalog Administration – allows access to the Catalog Mgt section of the Admin module. Permissions can be assigned at both the role and user level. Permission access for a user can be viewed through the user’s profile; under the permissions tab. Permission access for a role can be viewed through the user mgt section of the application. A description of the permission can be found by clicking on the permission name. The online Help displays, along with an explanation of the permission.

A snapshot of permissions As the graphic below shows, permissions are broken out by related functionality. The Value column indicates whether a permission is turned on or off for the user or role. If the Override Role checkbox is turned on, this indicates that the role-level or parent-role settings are overridden for the particular user or role being edited.

D E P A R T M E N T S A N D P O S I T I O N S Departments and Positions are used in conjunction with roles to further define users and user data. The use of both Departments and Positions is optional in SelectSite. Departments can be used as a standalone entity to categorize users and user data into specific buckets or can be used along with Positions for a more granular view of your user community. Together, department and positions are used to control “who has access to what.” To help you better understand these concepts, an explanation of how departments and positions are used is provided below:

� Departments and Positions are typically NOT used with Spend Director only implementations.

� For organizations using both departments and position, the following applies: A user can be assigned multiple roles, but only one department and position. The assigned combination of department and position dictates which role(s) and permissions a user is granted.

� Oftentimes, Departments are used by an organization, but not Positions. In this scenario, a user is assigned one or more roles to determine their permissions. Departments allow for departmental approval. For example, if a university is set up with departments, the approval process can be routed to the appropriate


departmental folder. For example, all orders from requisitioners from the Biology department are routed to the Biology Approval folder. Approvers from that department, who are assigned to this folder, are then allowed to approve the appropriate orders.

� Departments can be used to provide more granular reporting. For example, which department is ordering the most?

� Position breakdown can be used in workflow routing. For example, if a manager creates an order, route it to the VP, whereas if an assistant creates an order, send it to a manager.

The three options… Based on how your site it set up, one of the following applies:

� A user can be assigned to one or more roles. � A user can be assigned to one department and one or more roles. � A user can be assigned a department and position, and based on this combination, will automatically be

assigned one or more roles. To help you better understand how departments, positions, and roles work together a sample scenario is provided below.

Key points:

� During site setup, each combination of Department/Position is assigned a role, which ultimately determines the user’s default permissions.

� When a user registers or his/her information is set up, the department and position are selected. � The assigned role is not selected and cannot be viewed by the user.

Sample Department/Position Setup Department Position Roles assigned

Biology Researcher Standard Requisitioner

Lab Assistant Lab Requisitioner (higher spending limits)

Approver Level 1 Approver, Standard Requisitioner

Chemistry Researcher Standard Requisitioner

Lab Assistant Lab Requisitioner (higher spending limits)


English Requisitioner Standard Requisitioner


Communications Requisitioner Standard Requisitioner


Administration Buyer Level 1 Approver, Standard Requisitioner

Senior Buyer Level 2 Approver, Standard Requisitioner, Catalog Manager

Administrator System Administrator , Level 2 Approver, Standard Requisitioner


Exercises V I E W I N G U S E R I N F O R M A T I O N Administrators with the appropriate permissions can view user information, including a full list of inactive and active users, users by role, name, or other criteria, and profile information for each user.

Step-by-Step This exercise demonstrates how to locate users and user profiles in SelectSite.

1. Login to the system and navigate to the user mgt screen. 2. Select the user sub-menu, if not already selected. The user search criteria page displays. 3. If not already open, click the + to the left of the User Search line. Enter your search criteria. If criteria are not

entered, all users are displayed in the search results. After entering the appropriate criteria, click Search. 4. From the Search Results screen, any of the following functions can be performed:

� Scroll through the page(s) to view the list of users. To go to the next page, simply type in the page number in the upper right-hand corner or click the arrow buttons, as shown below.

� Sort the data. You can sort the search results by any of the columns listed with an arrow in the column

name. Simply click on the arrow and the results will re-sort.

� View and modify profile information for a specific user. To access a user’s profile, click on the name under

the User Name column. The user profile opens.

5. To begin a new search after a user profile is open, simply click on the users sub-menu.

A D D I N G N E W U S E R S New users can be added to SelectSite a number of ways depending on how your site is set up. Users can register and automatically access the site as a requisitioner, users can register and prompt an administrator to review the registration, or a new user can access the site from an external system, or an administrator can add new users.

In this exercise, we will focus on how an administrator would add a new user to the system, which is a common task, especially during implementation when creating other administrators and test users. At a minimum, basic information such as username and password are required to create a new user. Administrators can also set up additional information such as addresses, custom field values, and more for each user.

OPTION: After the user is created in SelectSite or after an administrator resets a user password, an option is available to force the user to reset his or her password. This option is set in the following location: organization setup navigation tab � system � configuration tab. It is near the bottom of the Security and Session section. A system administrator can make this selection for your site.

IMPORTANT: An organization’s business practice dictates how users are created in the system and what information is entered by an administrator and what information is entered by the end-users.

IMPORTANT: This exercise demonstrates manual user creation. Refer to Importing and Exporting User Data on page 28 for more information.


Step-by-Step This exercise demonstrates adding a new user into the site and entering basic information about the user. This exercise is typically performed by someone in the purchasing department (user manager) or a system administrator.

1. Login to the system. 2. Navigate to the user mgt screen. 3. Select the users sub-menu if not already selected. 4. Click the Create User button above the search fields. The New user page displays. 5. Enter the basic information, and then click the Create button. Note: Required fields are noted in bold text. 6. After the user is created, the user status is active. To add more information about the user, select the

appropriate sub-tab. At a minimum, we recommend that the administrator assigns or verifies that the correct role or roles are assigned (user settings �� roles).

7. Completing the user’s profile: In most cases, more information should be entered into the user’s profile to assist with the ordering process. Options and tips:

� If you are a Spend-Director only client, you will typically not need to enter any additional information for your requisitioners. If creating a new administrative user, you may want to set up the appropriate information in their profile, such as email notifications for price files and appropriate permissions/roles.

� In most site setups, users have access to their profiles and can make updates to various things such as custom field values, billing and shipping addresses, and more. If this is the case, we recommend you leave the majority of work to the end-user and minimize what must be set up by the administrator.

� For more information on populating the user’s profile, refer to setting up user profiles on page 25.

A D D I N G A N D E D I T I N G R O L E S Roles are typically defined during the site implementation. Occasionally, additional roles may be added or modifications to current roles may be done after the site is in use. By defining permissions and access rights to a role, each of the users assigned this role will automatically be provided with default permissions. If permissions or access rights are modified for a role, the users’ profiles will automatically be updated, unless manual overrides are in place in the user’s profile. For more information on roles, refer to the Roles concept on page 17.

Step-by-Step This exercise demonstrates how to define (setup and modify) user roles in SelectSite.

1. Login to the system. 2. Navigate to the user mgt screen. 3. Select the hr configuration sub-menu and then select the Roles tab. 4. Choose one of the following:

a. To create a new role, select the parent role, then click the Add Child Role button. The new role displays on the right side of the window. Note: If no parent is selected, the new role will be a root role. Enter the name, turn on the Active checkbox if users will be assigned to the role, and press the Save Role button. After the new role has been saved, the role can be defined. Continue to next step.

OR b. To modify or review an existing role, select the role on the left side of the window and its information

displays on the right side of the window. Continue to the next step. 5. Define the role: The information for a role is shown on the right side of the window. From there, the information

can be reviewed, modified, and updated. Below is an explanation of each section that can be defined for a role.

IMPORTANT: Be cautious when creating new roles because they cannot be deleted. They can be made inactive.


6. Product Views. Select the Purchasing tab and then the Product Views sub-tab. The fields are enabled for edit. a. Available Views. This section shows any product views that have been set up in the site. Individual views for

a role can be turned on or off. Selecting All allows full access to all products. After making any changes to product view access, click the Update button.

7. Punchout Access. Select the Purchasing tab and then the Punch-out Access sub-tab. The fields are enabled for edit. a. Punch-out Access. This section provides a list of available punch-out suppliers. Each supplier must be

turned on individually per role. After making any changes to punch-out access, click the Update button. 8. Permissions. Select the Permissions tab and then the desired sub-tab. Information about Permissions:

a. To turn permission on or off, select the override checkbox and then make the desired selection in the Value column. A check indicates the permission is On. An unchecked box indicates the permission is Off.

b. Click the name of the role to read a description of the permission. c. After all the necessary changes are made, click the Update bottom at the bottom of the screen.

9. Purchasing/Approval Limits. Select the Purchasing tab and then the Purchasing/Approval Limits tab. By default, all limits are set to 0. If workflow is not based on financial limits or if financial approvers are not being used, this section of the role need not be updated. If financial limits are being used to control the requisition process, edit the fields as desired. Information about Purchasing/Approval Limits: a. Enter the amount (number) in the Value box to create a limit for the role. Note: in order to make the field

editable, mark the checkbox in the Override Role column. In typical workflow scenarios, when a user exceeds the limit specified, the requisition or order will be sent to the next appropriate approver (with appropriate limits).

b. When all the limits are set, click Update. 10. Custom Fields. This section of the role profile is used to assign custom field values to each user with the

selected role. Although this setup is optional, it is recommended when users will be assigned one or more values “across the board.” For example, if all requisitioners are to have access to every account code, it can be set them up in the role once rather than individually for each user. Click the Edit button to add or edit values for custom fields. When finished adding values, click the Close button. a. Custom Field Permissions. Located under the Permissions tab, this section of the role profile is used to

define how the custom field is used by the selected role. The selections here determine if the field is free-form, if the values are defined by the administrator, whether the user can add values to their profile, and more. To enable the fields for edit, check the override checkbox beside the desired permission. Click the Update button after all changes are made. An explanation of each of the permissions is found below:

o View Personal List – Allows users to view the custom field in their profile. Users will also see an Edit button that allows them to view or edit (depending on other Custom Field permissions) the list of custom field values.

o Edit Personal List –Provides the same functionality as View Personal List PLUS the ability to add new values to their profile for the custom field. Depending on how the custom field is set up, this may be a selection from a pre-defined list (requires View Organization Values Permission) or by creating a free-form value (requires Create Values for Personal list Permission).

o View Organization Values – Allows users to search through and select from organization-defined values for the custom field. This permission is used in conjunction with the Edit Personal List permission.

o Create Values for Personal List – Allows users to create their own values (stored in their profile) for this custom field. This permission is used in conjunction with the Edit Personal List permission.

11. Select the Email Preferences sub-tab to determine what email notifications will be sent to users with this role. Enable the checkbox(es) for the emails that will be sent out. It is recommended to send notifications at a minimum when there is a problem (rejections, backorders). Important: The user profile overrides whatever email notifications are set up at the role-level.

12. After the role has been reviewed and updated, save all changes that have been made by clicking the Save button. Changes made to the role, and all of the users assigned the role, will be applied immediately


M A N A G I N G D E P A R T M E N T S A N D P O S I T I O N S The relationships between departments, positions, and roles provide an excellent way to categorize users, assign users the appropriate permissions and settings, enable departmental viewing of order history, and provide departmental reporting data.

Keep in mind, the concept of “how” departments and/or positions are set up is not always easy to grasp at first, especially when trying to figure out how it works in your organization. Please work with your GPS Team or Support Team for assistance with design and setup of this information. For more information on related topics, refer to the following concepts: Users on page 17, Roles on page 17,

Departments and Positions on page 19.

Step-by-Step The goal of this exercise is to create a relationship between a single department, a single position, and one or more roles. This setup allows user permissions to be automatically assigned via roles when the department and position is selected. Setup activity for this includes role creation (discussed on page 22) and department and position creation, which is covered in the first part of this exercise.

1. Login to the system. 2. Navigate to the user mgt screen. 3. Select the hr configuration sub-menu. The HR Configuration screen displays with four tabs: Departments,

Positions, Roles, and Relationships. 4. Create Departments that mimic the “real-life” breakdown of your organization, whether that is by department,

site, or school. 5. Select the Departments tab. 6. Click the Create New Department button. The right side of the screen opens. 7. Enter the name of the department, turn on the Active checkbox and press the Save Department button. 8. Repeat the steps above for each department in your organization. It is recommended to only be as granular as

is needed to create the desired reporting and order history access. Thirty or fewer departments are suggested for manageability purposes.

9. HOW TO: To edit existing departments, including the name and whether or not they are active, simply click the name from the department list, make the necessary changes, and then click Save Department.

10. Create Positions. If there are clear cut positions and job titles in your organization, each of these should be entered as a position. If the lines are not very clear, it may be best to create a position for each role.

11. Select the Positions tab. 12. Click the Create New Position button. The right side of the screen opens 13. Enter the name of the position and turn on the Active checkbox. 14. Identify which departments have the selected position: If the position is applicable to all the departments, click

the Select All button. If the position is only applicable to select departments, click on those checkboxes individually. For example, if a position called Requisitioner is desired, it may apply to all departments, but the System Admin position may only apply to the Purchasing and Admin departments.

15. Press the Save Position button. 16. HOW TO: To edit existing positions, including the name, if it is active, and what departments have the position,

simply click the name from the position list, make the necessary changes, and then click Save Position. 17. Assign roles to Department/Position relationships previously established. IMPORTANT: Roles, Positions, and

Departments must be created before performing this task. 18. Select the Relationship tab. 19. Select the first Department created from the left side of the screen. The positions that are applicable to the

Department are listed in the Positions of Department column (even if the position is inactive). 20. For each position listed, assign one or more roles from the list of roles. To do this, select the role(s) under the

Available Roles column and click the left arrow under the Move column. TIP: Multiple roles can be moved simultaneously by using the shift or control key in conjunction with the mouse button.


21. After assigning the roles to the department/position combinations, click Save Relationship. 22. Repeat each of these steps for each department created.

S E T T I N G U P U S E R P R O F I L E S A common task related to user management is adding and modifying information in user profiles. Depending on how your site is set up, administrators may set up ALL profile information or set up a subset of profile information. Users may have full, limited, or no access to their profile. The exercise below assumes that the administrator is setting up everything in the user profile.

At a minimum, basic information must be set up in a user’s profile for a user to login and use the system. It is recommended to set up additional information prior to using the system so that the cart submission is easier. For example, by setting up a user’s ship to address and default custom field values in his profile, the information will be defaulted into an order and does not require selection with each purchase.

Step-by-Step The goal of this exercise is to populate a user’s profile. This exercise assumes the administrator is populating the information, but the user may have permissions to do much of this work themselves. The steps below are a listing of different tasks related to updating a user’s profile. ONLY perform those tasks that are needed for your organization and/or the user.

1. Open the user’s profile to review or modify. Refer to the one of the following exercises to learn how to access a user profile: Adding New Users on page 21 or Exercises

2. Viewing User Information on page 21. When you open a user profile, you will notice the large number of tabs and sub-tabs.

3. More information about user profiles:

IMPORTANT: Each of the profile tabs/sections mentioned in this exercise may not be applicable to your organization.


� To open any of the profile screens, select the top-level tab and then the desired sub-tab. Once a screen is displayed, it is in “edit” mode for those with the appropriate permissions.

� Bold fields are required. � The available tabs in the user profile are dependent on which modules your organization has purchased. � The labels for the tabs may be different at your organization. Profile field labels are commonly renamed to

better help users understand the purpose of each section. � To save changes, click the Save button at the bottom of the screen

4. To make the user inactive/active, click on the appropriate button at the top of the profile. The screen will show an inactivate button if the user is currently active and activate if the user is currently inactive. Note: Once a user is inactive, he/she will not be able to log into the site.

5. To change a user’s password, click the Change Password button in the far right corner of the profile screen. A secondary window displays that allows the entry of a new password. The old password is not required.

6. Set up User Identification information for the user. The User Identification tab displays by default when a user’s profile is accessed. Important information is set up through this area of the user profile, including user contact data, assigned roles/permissions, and email preferences. Click on the sub-tabs below to set up the appropriate data for your users:

7. User Identification –This screen is used to track basic information about the user such as their name, email, phone number, and department/position or role.

8. Personal Settings – This screen allows the selection of language, country, time zone, color theme, font size and Help on mouse over. The default color theme displays when first logging in, but it can be changed; the system will remember the personal settings.

9. Roles – This screen is used to assign one or more roles to the user. The default role is automatically assigned when a user is created unless this is specified. Keep in mind that roles are cumulative, meaning that if you are given “requester” and “administrator” rights, all privileges associated with both roles apply.

10. Departmental Permissions – This section is only available to those customers using departments. Departments should be assigned to those users who will need access to departmental viewing of requisitions and ordering history. This feature is not available to those users who are allowed to view organization-wide orders.

11. Email Preferences – This section is used to determine when and why the user will receive email notifications from the system. This information is NOT inherited form the role, so this must be set up on a per-user basis and all notifications are OFF by default. Although notifications can be enabled for each step in the process (submittal, review, approval, etc), it is suggested that notifications be turned on, minimally for when problems arise, such as line item rejection.

12. Set up Purchasing information for the user. The Purchasing tab holds important user information, including custom field access, purchasing limits, ship to addresses, and more. Click on the sub-tabs below to set up the appropriate data for your users:

13. Custom Fields – This section of the profile is used to assign custom field values to the user’s profile. The initial values are inherited from the user’s role(s), but the list can be modified or additional values added. In order for a value to be available during the checkout process, it must be set up in the profile first. It is recommended that the end-user or administrator set up as many values as possible before using the system.

14. Financial Approvers – This section of the profile is only available to those customers using financial workflow. From this section, one or more approvers can be selected and assigned as a default approver. The available approvers are those users who have the Approve/Reject Requisitions permission turned on.

15. Purchasing/Approval Limits –This section is only available to those customers using financial workflow. The settings are inherited from the user’s role(s). To override the role settings for a particular user, check the box in the Override Role column. Then enter the amount (number) in the Value column to create a limit for the user. When a user exceeds the limit specified, the requisition or order will be sent to the next appropriate approver (with appropriate limits).

16. Addresses – This section is used to assign default billing and shipping addresses, along with any additional addresses that the user may need. Depending on the site setup, the fields and field types will vary. For example, some organizations set up addresses to allow free-form the first row of the address. It is REQUIRED to have at least one billing and shipping address in order to process an order. (This is not applicable to Spend Director-only clients).

17. Payment Options – This section of the profile is only available if the Edit Credit Card permission is turned on for the user, which indicates that PCards are used in the organization and this particular user/role has access to a card. Info on credit card setup:


� Multiple Credit Cards can be set up. For each card set up, a card nickname, the cardholder name, the number, and the expiration date must all be entered. The three-digit code on the back of the card may also be required by your organization.

� By selecting a card as the default, all lines of an order will be assigned to the credit card. If a default is not selected, each line must be assigned individually in the shopping cart.

� Note: Credit Cards can only be used with items from those suppliers that have PCard set up as an ordering method.

18. Product Views – This screen allows the setup of product views. The Available Views section shows any product views that have been set up for the organization. Select All to allow full access to all products. Product view information is inherited from the user’s assigned role(s).

19. Punch-out Access – This screen displays the fields needed to set up punch-out access. Each supplier must be turned on individually. Punch-out information is inherited from the user’s assigned role(s).

20. Set up Permissions for the user. Permission settings for the user can be viewed and modified. Default permissions are inherited from the role(s) assigned to the user, but can be overridden through the user profile. Key points about permissions: � To turn permissions on or off, check the box in the Override Role column. This enables the value checkbox

for edits. Mark the value checkbox with the desired selection. Note: Permissions having the override column checked indicate that the value is overridden from what was originally assigned via the role. To save changes, click the Save button at the bottom of the screen.

� For permissions that are enabled, click on the green checkbox to see where the permission is inherited from – at the role or business unit level. In some cases, the multiple roles will be displayed, based on the user’s role assignment.

� Click the name of the permission to read a description of the permission. � Permissions are broke down by function, as indicated by the sub-tabs. An explanation of each of the sub-

tabs is provided below: � Shopping/Cart – Many of the permissions found in the shopping/cart permissions tab are enabled for end-

users. The permissions in this section of the user’s profile allow users to search for items, use the non-catalog form, attach files to an order, and more.

� Orders –The permissions in the Orders sub-tab are used to determine if a user can view their order history, determine who can view all orders in the system, who has change order privileges, who is notified when an order fails, and permissions related to sales order fulfillment and management.

� Approvals –The permissions found in the Approvals sub-tab are only used if your organization is using SelectSite to manage the approval (workflow) process. Individuals who are responsible for approvals, whether at the departmental level or from the purchasing department, should be assigned permissions from this section of the user profile.

� Accounts Payable – The permissions found in the Accounts Payable sub-tab are used for organizations using Budget and Settlement Manager. These permissions are used to grant permissions around creating receipts, invoices, and closing purchasing orders.

� Administration– The permissions found in the Administration sub-tab are used to assign administrative privileges. These permissions should not be assigned to standard end-users, and the implications should be well understood before assigning permissions. System Administrators are typically assigned most, or all of the administration permissions. Other types of administrators, such as catalog administrators or administrators with reporting privileges, may be assigned a few of the permissions.

� Custom Field Permissions – This section of the role profile is used to define how the custom field is used by the user. The values are inherited from the setup at the role level, and in most cases, there will not be modifications to this setup on a per user basis. Additionally, most users do not have access to this section of their profile except for viewing purposes. For more information about the available permissions, refer to Adding and Editing Roles on page 22. NOTE: The information listed in the Custom Field Permissions tab is dependent on what custom fields are set up in the organization’s site.

21. View a history trail for the user profile by clicking on the History Tab. All changes and additions to the user profile, including those from imports, are listed in the information-only table.


I M P O R T I N G A N D E X P O R T I N G U S E R D A T A SelectSite allows you to export your current user data and import new – or updated – user information. These “bulk” processes allow you to save time creating, reviewing, and updating user information in the system. This exercise focuses on the import process. Refer to Importing and Exporting User Data on page 28 to learn how to export user data.

The user import data is exported in a .txt format and works very similar to ot

Documents

Administrator Handbook: Day to Day Tasks€¦ · Email Notification Setup for Administrators ... A typical procurement process includes the following steps: The SelectSite application