Working with Groups, Roles, and Users. Selectica, Inc. Selectica Contract Performance Management System

Transcription

1 Selectica, Inc. Selectica Contract Performance Management System

2 Copyright 2008 Selectica, Inc Technology Drive, Suite 450 San Jose, CA World rights reserved. You cannot reproduce the contents of this document, or any part of the contents, without written permission from the copyright holder. Trademark Information The following trademarks may appear in this document. Apache is a registered trademark of the Apache Software Foundation. Dell TM and PowerEdge TM are trademarks of Dell Inc.. Intel, Pentium, and Xeon, are registered trademarks of Intel Corporation. Java TM is a trademark of Sun Microsystems, Inc. Microsoft Windows, Windows 2000 and Windows NT are registered trademarks of Microsoft Corporation Oracle is a trademark of Oracle, Inc. WinZIP is a trademark of WinZip International LLC. SCPM ii

3 Copyright 2008 Selectica, Inc. TABLE OF CONTENTS Introduction...1 Before You Begin...3 Accessing the Organization Module...3 Company Information... 4 Working with Groups... 5 Edit a Group... 6 Edit Members of a Group... 6 Delete a Group...8 Create a Child (Sub) Group... 8 Working with Roles...10 Roles and Privileges Assigning Users to Multiple Roles Understanding Privileges Role Visibility Account Privileges Account Settings Report Privileges Address Book Contact Clause Customer Profile Dynamic Inclusion System Custom Supplier Profile...16 Contract Types (Employee Contract, Equipment Lease, IT Contract, etc.)...16 Edit a Role...18 Create a Role...19 Delete a Role Working with Users...21 Editing a User...25 Reset a Password Invite Users Deleting Users...27 User Registration Change Primary User SCPM iii

4 TABLE OF FIGURES Figure 1. Company Groups, Members, and Roles... 2 Figure 2. Company Info page... 4 Figure 3. Example Company Details form... 4 Figure 4. Groups page with the Group Name list... 5 Figure 5. Group Details panel... 6 Figure 6. Group Members page... 7 Figure 7. User Profile page... 7 Figure 8. Delete Confirmation panel... 8 Figure 9. Group Details page... 9 Figure 10. IT Group with a Customer Service Child (Sub) Group... 9 Figure 11. Roles page Figure 12. Role Privileges page Figure 13. New Role: Select Privileges Given to this Role form Figure 14. Delete this role? prompt Figure 15. Account Contacts and Summary page Figure 16. Account Contacts page (scrolled to the right) Figure 17. New User Profile form Figure 18. User Profile Edit form Figure 19. Edit Password form Figure 20. Password updated System Message Figure 21. User Invitation screen Figure 22. Deletion Confirmation page Figure 23. Deletion Confirmation page if user has associated records Figure 24. User deleted system message Figure 25. Example Log in page Figure 26. Example My Profile form Figure 27. Change Primary User page SCPM iv

5 Copyright 2008 Selectica, Inc. Introduction The Selectica Contract Performance Management (SCPM) System provides many tools to help you create, edit, and manage contracts throughout their lifecycle. Keeping all the terms, supporting text, and key clauses in the SCPM repository so that interested and key personnel can best manage contracts is a big advantage over the traditional ways that involve a lot of people managing a lot of paper. The text of contracts is important, but over the lifecycle many people have different roles, organizations change, and ownership of projects change. This is particularly important when it comes to who has privileges to change a contract, to review it, to approve a certain task, and so forth. Also, you want to make sure the right person or group is notified when certain events occur, and when reports are ready to be distributed. SCPM provides tools to manage company information, groups, roles, and individual users. Figure 1 illustrates the relationships between Groups, Members of groups, and Roles that members can have. Tools are provided that allows you the flexibility to manage the dynamics of your organization as they relate to your organizations contracts. To access the tools described in this guide, click on the following tab path: Account Organization Sub tabs are provided that help you to define required information about your organization. This information includes: Company information such as name, URL, and stock ticker symbol. Groups such as Finance, Information Technology (IT), and Sales. Each group contains usermembers and can contain multiple subgroups. Roles such as Administrator, Contract Manager, CEO, and CIO. Users that participate in the Contract Management process. Each user is the member of one Group and can have many roles. Change Primary which allows the Account Administrator/Primary User to designate another user to be the Administrator. SCPM 1

6 The Company Corporate Group Members Roles Finance Group Members Roles Risk Analysis Group Members Roles IT Group Members Roles Customer Svc. Group Members Roles Legal Group Members Roles Marketing Group Members Roles Operations Group Members Roles Sales Group Members Roles Example ROLES Base Role Administrator Role Approver Role CEO Role CFO Role CIO Role Department Manager Contract Manager Role Directory Viewer Role Figure 1. Company Groups, Members, and Roles SCPM 2

7 Before You Begin Before you can begin organizing your users, you should understand the terms privilege, role, group, and user. A privilege is a discrete capability within the system. Examples include Can view IT equipment contract records, Can edit groups, or Can complete NDA assemble tasks. A role is a collection of privileges. Examples include CEO: who has approval privileges, Contract Manager: who has edit privileges for certain contract types or Contract Viewer: who has view privileges for certain contract types A group is collection of users who typically share access to selected contract records. Groups can be organized into hierarchies. A user is an individual with access to the system. Each user is assigned to a group and one or more roles which define the user s privileges in the SCPM system. With these components in mind, you can map out the structure of your SCPM Account. Accessing the Organization Module Before an individual user can perform any task within the SCPM, the user must be assigned by the system administrator to a group and one or more roles within the SCPM Organization module. You use groups within the SCPM to create a model of your organization. You assign users to groups, such as business units and manager groups. You must also assign one or more roles to each user to help define the scope of each user s work in the system. Use the Organization module to work with groups, users, and roles. To access the Organization module: 1. From anywhere in the Selectica Contract Management application, click the Account tab. A group of secondary tabs appears, and the My Profile Info page opens by default. 2. Click the Organization tab. SCPM 3

8 Company Information Follow the tab path: Account Organization, the Organization module pages appear with the Company page open by default. You have to have a specific administrative privilege to edit the Company tab. Figure 2. Company Info page This panel shows the company name, legal name, industry, URL, and other important information. When you need to know this information you can look here. You can also change your company information, if you have the required privileges, by clicking the Edit button in the upper right corner. When you click Edit the Company Details form is displayed. The fields marked with the asterisks (*) are required. When your entries are complete, click the OK button. Figure 3. Example Company Details form SCPM 4

9 Working with Groups Use the Groups page to create, modify, or delete SCPM groups. Follow the tab path Account Organization Groups. The Account Groups summary page appears. Figure 4. Groups page with the Group Name list Use this page to locate the group you want to work with. You can display information about the group by clicking the appropriate icon in one of the following columns. Column Group Name Edit Members Description Lists the Groups with their position in the hierarchy visually indicated. The highest level in the hierarchy is the Corporate group. Examples of the next level down are: Finance, IT and Medical Department. Below each of these groups in the hierarchy can be additional group hierarchies. A role can be assigned Group, Group and Sub Groups, or Global (all) visibility (refer to the section below on Working with Roles). Allows you to edit the name of the group and change the assigned parent group, if applicable. Allows you to review the users assigned to that group. Users are added or removed from groups through the User tab. SCPM 5

10 Column Delete Create New Child Group Description Allows you to delete the group, provided the group has no associated users. Allows you to create another level in the group hierarchy; that is a new child group beneath the existing group. Edit a Group To edit the name of the group and/or change the assigned parent group, follow the tab path Account Organization Groups. The Account Groups summary page appears. 1. Click on the icon. The Group Details panel appears. Figure 5. Group Details panel 2. Edit the Group Name or re select the Parent Group using the pull down selection arrow. The pull down selection provides a list of all the possible Groups. The Parent Group is the group that contains, or is parent of the child group whose name you are editing. 3. Click the OK button when your edits are complete. You return to the Account Groups summary list. Edit Members of a Group Follow the tab path Account Organization Groups. The Account Groups summary page appears. You can view and edit the individual SCPM users that are members of a group. To view the members list: 1. On the Account Groups page, locate the group whose members you want to view. 2. Click the icon to view the assigned members. The Group members page appears. SCPM 6

11 Figure 6. Group Members page 3. Click on a Members name hyperlink to display that user s individual User Profile page. 4. Depending on your privilege setting, you can edit the profile parameters, including reassigning that user to another group. Figure 7. User Profile page 4. When you are finished, click the OK button. For more information on editing user profiles, refer to the section below on Creating New Users. SCPM 7

12 Delete a Group Follow the tab path Account Organization Groups. The Account Groups summary page appears. Note: You cannot delete groups associated with users. You must first reassign each current user to another group. Only groups without users will display a corresponding Delete icon. To delete a group: 1. Locate the group you want to delete. If the group contains users, assign each user to another group following the Edit Members of a Group section above. When the group s Delete icon is visible, you can continue. 2. Click the corresponding icon. The Delete Confirmation panel appears. Figure 8. Delete Confirmation panel 3. Click the OK button to confirm your choice. 4. You are returned to the Account Groups page. The selected Group has been deleted from the list. Create a Child (Sub) Group All groups in the Contract Management System are child groups that exist beneath another group. At the highest level in the group hierarchy is the Corporate group. This group cannot be modified. Child groups exist beneath a parent group. When Hierarchical Visibility is assigned to a role, users assigned to the parent group can view all business objects (contracts) in the assigned group and the child group(s). Follow the tab path Account Organization Groups. The Account Groups summary page appears. To create a new child group: 1. Locate the group you want to serve as the parent group. SCPM 8

13 2. Click the icon for the corresponding parent group. For example, create a Child Group of the IT Group. The Group Details page appears. Figure 9. Group Details page 3. Type the name of the group in the Group Name field. 4. Click the OK button. The Groups page appears with the child group listed as a Child Group in the Group hierarchy. Figure 10. IT Group with a Customer Service Child (Sub) Group SCPM 9

14 Working with Roles Roles are collections of privileges used to manage access to the SCPM. Each role is assigned one or more privileges permissions that help define the limits of the role. A privilege is a discrete capability within the system. Examples include Can view IT equipment contract records, Can edit groups, and Can complete NDA assemble tasks. A role is a collection of privileges. Examples include Administrator: which has all administrative privileges, Contract Manager: which has all edit privileges for all contract types or Contract Viewer: which has view privileges for all contract types. Follow the tab path Account Organization Roles. The Roles page appears. Figure 11. Roles page If you have been granted the required privileges, you can edit or delete information for a role listed in the Role Name column, or you can create a new child role for an existing role. The following table describes the information shown on the Roles page. SCPM 10

15 The Roles page has four columns. Column Role Name Edit Delete Create New Child Role column Description Lists the roles with their position in the hierarchy visually indicated. The highest level in the hierarchy is the Base role. Examples of the next level down are: Administrator, Approver and Contract Manager. Below each of these roles in the hierarchy can be additional roles. By default each role inherits the privileges of the role above it in the hierarchy. This default behavior can be modified by editing the role as described in the Rolebelow. Allows you to edit the role and change it s associated visibility and privileges. Allows you to delete the roles you have permission to. Allows you to create a new child group beneath the role in that row. Roles and Privileges Edit roles by modifying the visibility or privileges associated with that role. Prior to going through the steps to edit a role, additional information on role functionality is explained below. Assigning Users to Multiple Roles Users can be assigned one to many roles in the system from within their User Profile screen (refer to the Working with the Users Tab section below). Important: Roles are additive. This means that a user with two roles will assume all the privileges of both roles. When there is a conflict, the system grants the more permissive privilege. If one role does not grant access to a privilege, but the other role does, then the user will have access to that privilege. Understanding Privileges Privileges in the SCPM system can vary depending on the contract types and business processes your account can access. Some privilege categories are common to all applications, and are explained in detail in the following sections. Role privileges can be viewed by selecting the Role you wish to edit from the Role page. The Select Privileges Given to This Role page appears. The Role Privileges are detailed below. SCPM 11

16 Figure 12. Role Privileges page Role Visibility Controls the visibility of Business Objects created in the system in combination with the privileges assigned for each type of Business Object (Contracts, specific sections and data fields within contracts [configurable], Clauses, Directories, Account settings, etc.). The following describes the separate configurable privileges: Inherit the visibility constraint from the parent role If the current role was created from an existing role (using the Create New Child Role button), it will inherit the visibility privileges from the parent role. These inherited privileges can be changed in edit mode. Self Visibility View only those contracts and other Business Objects owned by the user. Thus preventing the user from accessing contracts and Business Objects created by other users in his group or organization. Group Visibility View all contracts and Business Objects in the user s assigned group. Users with this privilege will not be able to access any other Business Object or contract created in other groups within his organization. Hierarchical Visibility View all contracts and Business Objects in the user s group and sub groups. Users with this privilege will not be able to access any other business object or contract created in other peer groups within the organization. Global Visibility View ALL contracts and Business Objects. Allows the user with this role to access ALL the contracts and Business Objects created within the entire organization. Account Privileges Account Privileges control the view and editing functions of the Account Administration tools. These privileges control access to the Organization information (Company, Groups, Roles, Users), the composer tools, import tools, and the ability to download SCPM files. The following SCPM 12

17 describes the separate configurable privileges: Organization Viewer Users with this privilege can View the Company information in the Organization tab. See the section Company Information for details on viewing the Company Info form. Company Editor Users with this privilege can Edit the Company information. See the section Company Information for details about editing the Company Info form. Group Editor Users with this privilege can Edit the Group information in the Organization tab. See the section Working with Groups for details. Group Viewer Users with this privilege can view the Group information in the Organization tab. See the section Working with Groups for details. Role Editor Users with this privilege can Add, Remove and Modify Roles. See the section Working with Roles for more details. User Editor Users with this privilege can Add, Remove and Modify Users. See the section Working with Users for more details. Account Viewer Users with this privilege can View the Account Organization lists (Company info, Groups, Roles, Users) but not the details behind the Roles. See the Accessing the Organization module section above for more details. Privileges for Composers Details on the composers are described in the Using the Composers Suite User Guide. Note: The composer tools allow the Account Administrator(s) to modify the SCPM application files and functionality without requiring complex customization or IT development resources. Once activated, changes are seen immediately by all users. The privileges associated with the composer tools should be used carefully. Composer: Approvals Approval Composer Access The Approval Composer allows the user to create new approval workflows, modify existing workflows (conditions and assigned approvers), and manage the Draft/Active status of each. Approval workflows can be set up for all contract types and clause library records. Composer: Data Data Composer Access The Data Composer allows the creation and modification of the data fields in the application. This includes all the fields in the application developed. Composer: Rules Rules Composer Access The Rule Composer allows edit privileges to the rules created in the system. These rules may be related compliance controls or to modification of values in fields. Composer: Navigation Navigation Composer Access The Navigation Composer allows edit privileges for the navigation files which control the display of data on various screens. This includes the Dashboard and Contracts tab. Workgroup Can View and Edit Workgroups This privilege provides a user the ability to add new users and grant them access to the currently selected contract, directory object, or clause and only to that selected record. See the Creating and Managing Contracts User Guide SCPM 13

18 for details on editing Workgroups. Import Tool Can Use Import Tool Users with this privilege are allowed to access the Import tool. See the Managing Account Settings User Guide for details on working with Imports. Downloads Can Access Software Downloads Users with this privilege are allowed to access the Download tool. See the Managing Account Settings User Guide for details on working with the Download tool. Who Is On Viewer Users with this privilege can see the list of users logged on to the system at that moment. The user with this privilege can access this report from their My Profile Info tab. Activity Log Viewer Can see the Activity Log associated with the contracts, directory objects, or clauses the user has privileges to access. Account Settings The Account Settings privileges provide access to the settings at the Account level. These settings are found by the tab path Account Settings Account Settings. The Template Manager privilege should be assigned to the users who need to modify the MS Word templates associated with specific contract types. Refer to the Managing Account Settings User Guide for details on working in this tab. Viewer Can view Account Settings in the Account Settings tab. Editor Can modify Account Settings in the Account Settings tab. Template Manager Can Manage (view, modify, delete, and create) new Authoring Templates in the Account Settings tab. Report Privileges These privileges define the access to the Reports tab. The procedures for viewing, editing, and deleting reports are described in the Creating and Running Reports User Guide. Report Viewer Can Run and View Reports The users with this privilege can access previously created report templates (marked as public or group) and can run them to view the results. (This privilege does not apply to Security reports.) Report Editor Can Add and Edit Reports The users with this privilege can access previously created report templates, create new report templates, and can add reports to their Dashboard (Private). (This privilege does not apply to Security reports.) Report Terminator Can Delete Reports As the privilege name suggests, users with this privilege can delete report templates. (This privilege does not apply to Security reports.) Security Reports Viewer Can Run and View Security Reports The users with this privilege can access previously created Security report templates and can run them to view the results. Report Editor Can Add and Edit Security Reports The users with this privilege can access previously created Security report templates and create new Security report templates. Report Terminator Can Delete Security Reports As the privilege name suggests, users SCPM 14

19 with this privilege can delete Security report templates. Report Exporter Can Export ALL contract data The users with this privilege can export all contract data to their address in the form of a zipped attachment (accessible via the Reports Results tabs). The data is a snapshot of ALL contracts at that point in time that they have access to. This data is in a form that allows it to be imported into another system. Address Book Contact These privileges define the access to the tab path Directory Address Book Contacts. The procedures for viewing, editing, and deleting Address Book Contacts are described in the Managing Directory Information User Guide. View Can View Contacts in the Address Book Edit Can Add and Modify the Address Book Contacts Delete Can Delete Address Book Contacts Clause For information on viewing and editing Clauses, see the Creating and Managing Clauses User Guide. Clause Viewer Can View Active Clauses Users with this privilege can view the list of Active Clauses. Clause Manager Can manage created clauses at any stage Users with this privilege can view and edit Clauses in Draft, Active, and Inactive states. Clause Librarian Can create and manage Clauses throughout the Clause life cycle Users with this privilege create Clauses, and can view and edit Clauses in Draft, Active, and Inactive states. Customer Profile These privileges define the access to the tab path Directory Customers. The procedures for viewing, editing, and deleting Customers are described in the Managing Directory Information User Guide. View Can View Customers in the Address Book Edit/Create Can Add and Modify the Customer records Delete Can Delete Customer records. Dynamic Inclusion For information on working with Dynamic Inclusions, refer to the Using the Composer Suite User Guide. These privileges define the access to this Composer tool which allows you to set up conditions for inclusion of a contract clause, business term, or plain text in your contract templates. View Can View Dynamic Inclusions Users with this privilege can view Dynamic Inclusions. Edit Can Add/Edit Dynamic Inclusions Users with this privilege can add to or edit the SCPM 15

20 Dynamic Inclusions. Delete Can Delete Dynamic Inclusions Users with this privilege can delete the Dynamic Inclusions System For information on viewing and editing system , see the Using the Composer Suite User Guide. View Can View System Templates Users with this privilege can view the System s available in the system. Edit Can Edit Templates Users with this privilege can modify (not create) the System s available in the system. Custom For information on viewing and editing custom , refer to the Using the Composer Suite User Guide. View Can View Templates Users with this privilege can view the s customized for the application use. Edit Can Add/Edit Templates Users with this privilege can add to or edit the existing s customized for the application use. Delete Can Delete Templates Users with this privilege can delete the s customized for the application use. Supplier Profile These privileges define the access to the tab path Directory Address Book Suppliers. The procedures for viewing, editing, and deleting Suppliers are described in the Managing Directory Information User Guide. View Can View Suppliers in the Address Book Edit/Create Can Add and Modify the Suppliers Delete Can Delete Suppliers Evaluator Can Evaluate or rate Suppliers Contract Types (Employee Contract, Equipment Lease, IT Contract, etc.) These privileges define the access to the contract types specific to your installation. Refer to the Creating and Managing Contracts User Guide. View Can View Records This privilege allows the user to view contracts of that specific Contract type based on the Role Visibility privileges granted. Edit/Create Can Add/Edit Records This privilege allows the user to create and edit contracts of that specific Contract Type based on the Role Visibility privileges granted. Collaborate Can collaborate on Contract Documents This privilege allows the user to participate in the collaboration task or stage for contracts of that specific Contract Type based SCPM 16

21 on the Role Visibility privileges granted. Delete or Terminator Can Delete Records This privilege allows the user delete records of that specific Contract Type based on the Role Visibility privileges granted. Note: Selectica Professional Services can customize additional privileges based on your business needs. For example, a privilege that only allows the header information to be viewed. SCPM 17

22 Edit a Role Follow the tab path Account Organization Roles. The Roles page appears. To edit a role: 1. From the Roles page (refer to Figure 11), click the icon in the row of the Role you want to edit. The Select Privileges Given to This Role page appears (refer to the Figure 12). This form is structured as a sequence of panels as detailed in the Understanding Privileges section above. 2. The top panel, labeled Role Name, holds the editable name of the role. As indicated by the asterisk (*), the role name is a required field. Scrolling down this page, the privileges are grouped (e.g. Role Visibility, Account Privileges, etc.). There is a Privilege Title and a short description of that privilege. Associated with each Privilege are the following 3 radio buttons which allow you to select which privileges are applicable to that Role: Click Yes if the privilege is allowed. Click No if the privilege is not allowed. The Inherit button is preset based on the Parent role from which the role was created and can be left as the default selection or changed. Using the inherit function can save time when managing roles. For instance, if you are creating a set of approval roles that all have the same privileges but differ only in role name or a few privilege settings, you can create an approver parent role and then create multiple approver child roles such as CEO, CFO, Manager, and so forth. The child roles will inherit all of the settings of the parent, any of which can be changed in the child role. You can also easily modify the privileges for all the child roles by simply changing the privileges for that parent role. In this case, any inherited settings that weren t changed in the child role will automatically change based on the changes made in the parent role. And any of the inherited settings that were changed in the child role will remain the same; however the inherited setting will always be visible in the Inherit column with a (Y) or (N) designation. Scroll down to view and select all of the applicable privileges for the role. 3. When changes are complete, at the bottom of the list of role privileges are two buttons. Click the OK button to save the privilege settings. Click the Cancel button to roll back the privilege settings to those before the form was changed. The Roles page is redisplayed. SCPM 18

23 Create a Role Any new role will be a child role of an existing role (initially, the parent role will be the Base role). Follow the tab path Account Organization Roles. The Roles page appears. To create a new Role: 1. From the Roles page (refer to Figure 11), locate the Parent role and click the corresponding icon. The Select Privileges Given to This Role page appears (refer to the Figure 12) with the Role Name field blank. Figure 13. New Role: Select Privileges Given to this Role form 1. Enter the Role Name. 2. Scroll down to review and select the privileges allowed for that role. Click the Yes radio button for each privilege you want to enable for this role Click the No radio button for each privilege you want to disable for this role. By default, child roles inherit the settings of the parent role. These settings are displayed in the Inherit column as allowed (Y) or denied (N). The privilege value can be left as the defaulted value or changed. Using the inherit function can save time when managing roles. For instance, if you are creating a set of approval roles that all have the same privileges but differ only in role name or a few privilege settings, you can create an approver parent role and then create multiple approver child roles such as CEO, CFO, Manager, and so forth. The child SCPM 19

24 roles will inherit all of the settings of the parent, any of which can be changed in the child role. You can also easily modify the privileges for all the child roles by simply changing the privileges for that parent role. In this case, any inherited settings that weren t changed in the child role will automatically change based on the changes made in the parent role. And any of the inherited settings that were changed in the child role will remain the same; however the inherited setting will always be visible in the Inherit column with a (Y) or (N) designation. 4. When changes are complete, at the bottom of the list of role privileges are two buttons. Click the OK button to save the privilege settings. Click the Cancel button to roll back the privilege settings to those before the form was changed. 5. The Roles page is redisplayed. The new role appears under its parent role. Delete a Role If you want to delete a role with child roles, the child roles must be deleted first before the icon will appear for the parent role, allowing it to be deleted. Follow the tab path Account Organization Roles. The Roles page appears. To delete a role: 1. Locate the role name on the Roles page. Click the Delete icon on the line corresponding to the role name. The Delete this role? screen will appear so you can validate your choice before deleting the role. Figure 14. Delete this role? prompt 2. Click the OK button to delete the role or the Cancel button. The Roles screen reappears. SCPM 20

25 Working with Users A user is an individual with access to the system. Each user is assigned to a Primary Group and one or more Roles which define the user s privileges in the SCPM system. 1. Follow the tab path: Account Organization Users. The Users summary screen appears with two panels of information: Account Contacts and Summary. Figure 15. Account Contacts and Summary page Figure 16. Account Contacts page (scrolled to the right) From this page, you can view, edit, delete, create and invite new users, if you have sufficient privileges. The following table describes the information shown on the Account Contacts and Summary panels. Column Description Account Contacts panel Name The name of the User SCPM 21

26 Column Title Work Phone Primary Group Roles Edit Edit Password Invited Delete Description The Job Title of the User. The work phone number of the User The address of the User. This is also the entered when logging into the system and the used when sending messages to this user from the SCPM system (e.g. Alert notices, reports, etc.) The user s primary workgroup. The SCPM Roles that have been assigned to this User. Allows you to edit the User information and change it s associated role assignment, and thus privileges. Allows you to edit the current Login Password for that User. This column will either have the date that the User was Invited or sent a system generated welcome with a temporary password, or a checkbox if this event has not yet occurred. Refer below to the Invite Users section. Allows you to delete the User. Create New User Invite User(s) Click this button to Create a New User. Refer to the Create a User section below for further details. Click this button to invite the selected new User or Group of Users. The Select All and Unselect All links are both related to this function. Refer to the Invite Users section below. Summary panel Number of Active Contracts Number of Active Users This is the total number of Active contracts in the contract repository. This is the number of Active Users. In parenthesis lists the number of viewers (V), editors (E), and administrators (A). SCPM 22

27 Create a User Follow the tab path: Account Organization Users. The Users summary screen appears. To create a user: 1. Click the Create New User button. The User Profile form appears. Figure 17. New User Profile form 3. Complete the following fields. (Note: the following symbols are there to assist you with data entry: indicates a required field. The icon means that there is help text for that field. Put your cursor over or click on the icon to view the help text. Fields with a icon by the data entry field allow you to click the icon to choose from a list of values.). Field Description * Address Enter the user s e mail address. This is also the user name the individual will use to log on to the SCPM system, as well as the address that can be used by the system to send out system s for Alerts and reports. SCPM 23

28 Field Description * Prefix Select the preferred prefix. * First Name Enter the user s first name. * Last Name Enter the user s last name. * Title Enter the user s company title. * Primary Group Enter the user s primary workgroup. Roles Work Phone Fax Address Out of Office Preferences Bypass Password On Activation Select the assigned role(s) from the drop down list. These are made available from the Role screen. Users can be assigned to one or more roles. If assigning more than one role, hold down the Ctrl (Control) key and click on the appropriate roles. Enter the work phone number. Enter the work fax number. Select whether to use the Corporate address or a different address. The company address can be viewed by clicking the Company tab. If you select a different address, additional address fields will appear requiring you to enter the address. Click the I am currently out of the office checkbox to enable your out of office preference selected in the <User> will approve items while I m away drop down list. (Note: the user selected is also used as the Delegate if the Route to user`s delegate if task is pending checkbox in the Approval Preferences Escalation Settings screen is checked.) Check the box if you do not want the password to expire; the system will not prompt the user to update their password at the System Administrators set interval. Check the box to send the user a system generated welcome with a temporary password. Once logged in, the user will be prompted to update their password. This can also be done for one or more users from the User summary screen see Invite Users section. 4. Click the OK button to save the user information. The new user is added to the list on the Users summary page. SCPM 24

29 Editing a User Follow the tab path Account Organization Users. The Users summary screen appears. To edit a user: 1. From the Users summary page, click the icon next to the record you want to edit. The User Profile form appears. Figure 18. User Profile Edit form 2. Complete your edits. 3. Click the Click the OK button to save the user information or click the Cancel button to roll back the settings to those before the form was changed. SCPM 25

30 Reset a Password Follow the tab path Account Organization Users. The Users summary screen appears. To reset a user s password: 1. From the Users page, click icon corresponding to the user who needs the password reset (you may have to scroll the Account Contacts panel to the right to see the The Edit Password form appears. icon). Figure 19. Edit Password form 2. Enter the new password twice as prompted. 3. Click the OK button. The password updated system message appears. Figure 20. Password updated System Message 4. Click on the click here link to return to the Dashboard or click on the Users tab to return to the User summary screen. Invite Users Follow the tab path Account Organization Users. The Users summary screen appears. The Invited column (refer to Figure 16 above) either lists the date when the user was sent a welcome notification with a temporary password or a checkbox notification has not been sent. To invite a user or multiple users at one time: signifying that an SCPM 26

31 1. Click on the Invited checkbox corresponding to each user one at a time. Or you can click on the Select All link to have the system click on ALL checkboxes in the Invited column. The Unselect All link will clear all the checkboxes. 2. Click the Invite User(s) button. The User Invitation screen appears allowing you to validate the Users you ve chosen. Figure 21. User Invitation screen 3. Either click the OK button to send an notification to each user with a temporary password, or click the Cancel button. You are returned to the User summary screen. Deleting Users Follow the tab path Account Organization Users. The Users summary screen appears. Use the Delete icon to remove users from the SCPM system. Note: You cannot delete users who have records associated with them. You must first reassign each record to another user. Associated records include contracts that are currently in workflow by the user, tasks that require the user s approval, and other such instances of SCPM records that include the user name. To delete a user: 1. Locate the user you want to delete. (If the user has created or owns records, you will be prompted with the system message with the number of associated records and the option to select another active user to associate the records with, or alternatively a link to create a new user to replace the user being deleted to associate the records with.) 2. Click the Delete icon associated with the user. The Delete Confirmation page appears. Figure 22. Deletion Confirmation page Alternatively, if the user has created or owns records, you will be prompted with an additional system message notifying you that the user has associated records which need to be reassigned prior to the user being deleted. SCPM 27

32 Figure 23. Deletion Confirmation page if user has associated records Either choose a new user to reassign the records to, or click the create a new user link to create a user to replace the one being deleted. You have three choices to continue: i. Click the Cancel button, and do not delete this user. ii. Select another user to inherit the records from the pull down list iii. Click the create a new user link to create another user. Once completed, you will return to the Deletion Confirmation screen and can select that new user to inherit the records. 3. Click the OK button to delete the user or click the Cancel button to return to the User summary screen. If you clicked OK, the following system message appears: Figure 24. User deleted system message 4. Click the Return to summary link. You are returned to the User summary screen. The User is no longer listed in the User list. User Registration In a large organization, new users can register themselves within the SCPM. After registering, the SCPM administrator can give them access to the system by assigning them to one or more roles. To register as a user: 1. Open your browser and navigate to the URL provided by your SCPM administrator. The Log in page appears. The following is an example. SCPM 28

33 Request Login link Figure 25. Example Log in page 2. Click the Request Login link. Note: If this link does not appear, your Selectica professional services team has not enabled it. 3. Complete the fields on the My Profile form. The following is an example. Figure 26. Example My Profile form 4. Click Save. A message appears indicating that your submission has been received, and that your password will be e mailed to you if your request is approved. Depending on your privileges, you can view registered users awaiting activation from the Pending Users tab. See Error! Reference source not found.. SCPM 29

34 Change Primary User The Primary User is the first user and first SCPM application administrator of the SCPM system configured by Selectica Professional Services for your organization. Special privileges are initially associated with the Primary User. After the initial SCPM application configuration, when SCPM becomes operational, the Primary User may or may not continue to hold special application administration privileges. After initial configuration, the Primary User is typically associated with a permanent address. When the Primary User is changed using the Change Primary tab, the address is reassigned to the new Primary User. For example, when the SCPM system application is first configured for the CI Mining Company, Selectica Professional Services installs and configures the system to meet the company s initial basic needs. They configure an initial Primary User, Adam Anderson, within the company organization to serve as the initial application administrator. It is his role to add additional administrative roles with the privileges to continue to configure the CI Mining Company, elaborating groups, roles, privileges, and other organization/scpm records to refine and develop Contract Management requirements. When sufficient additional administrator roles are configured, Adam Anderson moves on to other roles, but before he does he assigns his role as Primary User to Doug Silver. The Change Primary tab allows the current Primary User to reassign the role of Primary User to another user. Only the current Primary User can reassign this role to another user. 1. Click on the tab path: Account Organization Change Primary, the Administrator panel is displayed. The following is an example. Figure 27. Change Primary User page 2. Use this page to select a new Primary User by clicking on the radio button to the left of the new Primary User. The set of radio buttons are mutually exclusive, so only one button can be set on this page. 3. Click the OK button. SCPM 30

35 INDEX C child groups, new, creating, 8 creating new child groups, 8 D Delete icon, 27 Delete Fax field, 24 Delete This User page, 24, 28 E editing roles, 19 Address field, 23 F First Name field, 24 G group, 3 Group, 6 Create New Child, 6 Delete, 6, 7 Edit, 5 Edit Members, 6 Members, 5 Name list, 5 Groups, 5 L Last Name field, 24 N new child groups, creating, 8 O Organization module, 3 Out of Office Preferences field, 24 P page Delete This User, 28 pages Group Details, 9 Primary User, 30 Roles, 10 Select Role Privileges, 19 User Profile, 23, 25, 26 Users, 21 Prefix field, 24 Primary Group field, 24 Primary User page, 30 privilege, 3 Privileges Understanding, 11 R role, 3 Role Create New Child, 19 Roles, 10 additive, 11 Multiple, 11 Roles field, 24 Roles page, 10 roles, editing, 19 S Select Role Privileges page, 19 T The Group Details page, 9 U user, 3, 21 User Change Primary, 30 Primary, 30 Profile, 7, 23, 25, 26 Registration, 28 User Profile page, 23, 25, 26 Users page, 21 W Work Phone field, 24 SCPM 31