Maintaining Agency Users

This Job Aid shows how to add or make changes to COMMBUYS users, roles, and privileges.

Overview 

An Organization Administrator (OA) has access to create, modify, or inactivate users for their organization(s).  A Department and Location should be set up in COMMBUYS before adding agency users.    

Launching COMMBUYS

1. Launch COMMBUYS
2. Select Sign In
3. Type User ID and Password
4. Select Sign In

Confirming Your Account Role 

1. Select Account  
2. Expand the Identified Role panel and confirm you are in the Organization Administrator role 

Adding a User 

1. Select Maintain Agency Users on the Organization Administrator home page 
   1. Review existing users on the User Maintenance page 
2. Select Add User  
   1. Type the user’s Name, Email, Phone, Job Title, and Login ID under the “User Information” section. Fields marked with an asterisk (*) are required. 
      1. Login ID may never be changed and should be at least six characters in length 
3. The user will be sent a temporary password and will be prompted to change it upon logging in for the first time 
   1. Passwords are case sensitive, must contain both letters and numbers, and be at least eight characters in length 
   2. Users may reset their own passwords by selecting Forgot Password in the ‘Sign In’ pop-up menu 

Completing the User Defaults Section 

The section is required if the user has a role of Basic Purchaser or Department Access. Fields marked with an asterisk (*) are required. 

Field Name	Action Needed
Department*	Choose a Department from the dropdown.   New documents the user creates will generate with this Department displayed.
Location*	Choose a Location from the dropdown.  New documents the user creates will generate with this Location.
Default Ship-to Address	Select the Magnifying Glass to search for an address
Default Bill-to Address*	Select the Magnifying Glass to search for an address
Default Purchaser	Confirm the Default Purchaser. If incorrect, select an alternative Default Purchaser.

Completing the Purchasing Rules Section 

The system defaults Purchasing Rules to an unlimited amount. If the Organization Administrators want to impose a per order spend limit, type the dollar amount in this section.  

Completing the Roles Section 

1. Select Roles that apply 
   1. Roles determine what a user is permitted to access and what actions they may perform 
2. Select Save and Exit once all fields have been entered 

Basic Purchasing 

Basic Purchasing (BP) allows the user to create Requisitions, Bids, and Purchase Orders (POs). 

Role	Definition / Action Needed
Basic Purchasing Supervisor	Allows someone to work on Bids that a specific BP user has started
Enable PO Item Upload	Allows users to manage Blankets offering numerous line items for catalog ordering
Disallow Ad Hoc Reporting	N/a

Organization Administrator  

An Organization Administrator (OA) sets up users for an Organization, including its Departments, Locations, Addresses, Users, and Approval Paths. Set up primary and backup users for this role. 

Department Access 

Department Access (DA) allows the user to be a Requisitioner or Contract Shopper. 

Role	Definition / Action Needed
Department or Location Superuser	Allows the employee privileges to view and act on all Requisitions within a Department or Location
Contract Shopper	Limits the employee to create Release Requisitions off Master Blanket Purchase Orders (MBPOs) and contracts
Requisitioner	Allows the user to create all types of Requisitions
User is an Approver	Grants the user the approval rights and the ability to be named on Approval Paths
Allow PO Receipts for Department Access Role	Select to allow the user to do receiving
User May Create Bids	Not applicable if Bid Security is enabled at the Organization level
Can Open Formal Bids	Select for the user to be able to open formal Bids
Enable Change Order Creation	Select if the user is allowed to create Open Market Change Orders
Department Buyer Enabled	Select to allow the user to be a Buyer option for a Requisition or PO
Allow Requisition Item Import	Allows the user the ability to import Requisition items and create an in-progress Requisition
Disallow Ad Hoc Reporting	N/a

Inquiry 

Inquiry role may view documents but are unable to create or edit them. 

Grant Multiorg Approval Rights 

Grant Multiorg Approval Rights allows the user to be an approver for another Organization. If needed, refer to the Creating a Multi-Organizational Approval Path and Multi-Organization Approver User Job Aid for more information. 

Completing the Location Privileges Section 

If you choose Department Access user, a new section titled Location Privileges will populate. You may add or delete Departments and/or Location privileges for this user.  

• Department Superuser allows access to the Department selected. You may add additional Departments.  
• Location Superuser allows access to the Location selected. You may add additional Locations within that Department or a new Department within your organization. 

Modifying a User’s Profile 

1. Return to the User Maintenance page  
2. Select the linked Login ID 
   1. The search box may be used by utilizing several different search criteria fields 
3. Select Edit next to the section you want to update 
   1. Select Inactive from the dropdown to deactivate a user in the User Profile section 
4. Select Save