User rights, permission levels and editing of permission levels
*Functionality for ADMIN users
The ‘User rights’ feature is visible to users with ADMIN privileges. You can use the menu to view the user licences of an organisation, set up a new user licence, and edit or delete an existing user licence.
The feature is used for managing:
- Contracting authority users
- Small-scale procurement users
- External users
- External users can be added by importing them from Excel
Setting up a new user licence
To set up a new user licence, a person needs to be first set up in the contracting entity. A new person can be set up either in the contact detail register or while simultaneously setting up a new username.
Note! The retrieving of government data requires a telephone number in the user’s details. The telephone number can be added in the contact detail register, so it is advisable to first add the new user in the contact detail register.
To create a new username, click ‘New username’.
Fill out the username details:
- Username
- E-mail address
- Note! If the system displays an error message stating that the username is already in use (for example, consultants may already have an e-mail address in the system of another contracting entity), you will need to make up any e-mail address here. The e-mail address will only be used as a ‘key’ for logging in to the correct environment, so the username need not be a real e-mail address)
- Username
- The user’s name in the list of users
- Password
- Must contain 8 characters (the password must contain a lowercase letter, an uppercase letter, a number and a special character)
- Username description (optional)
- Permission level
- ADMIN
- An Admin user will automatically have all the permission levels enabled
- Normal
- Define the permission levels one by one
- Restricted
- Define the permission levels one by one
- ADMIN
- Username company
- By default, the section is populated by the procurement organisation’s details
- Person associated with username
- The persons set up in the organisation’s contact detail register who do not yet have a user licence will be available for selection
- Select the person associated with the username from the drop-down menu
- Alternatively, you can click ‘Add a new person’ to enter the details of the person associated with the username
- Enter the details of the individual concerned
- Note! The retrieving of government data requires a telephone number in the user’s details. The telephone number can be added in the contact detail register, so it is advisable to first add the new user in the contact detail register.
- Valid between (optional)
- Define a validity period if applicable
- Status
- You can define the username as active or passive
Click ‘Save’ to save the username and have it ready for use
Note! The system will not send user credentials to the new user, so be sure to deliver the new username and password to the user concerned.
Setting up a restricted username
A restricted username can be defined to only apply to a specific call for tenders. Permission levels can be defined for a username to determine the actions allowed for the user in the system.
First, set up a username as explained above, and select ‘Restricted’ as the permission level.
- Note! If the system displays an error message stating that the account is already in use (for example, consultants may already have an e-mail address in the system of another contracting entity), you will need to make up any e-mail address here. The e-mail address will only be used as a ‘key’ for logging in to the correct environment, so the username need not be a real e-mail address)
- After saving the username, click ‘Add call for tenders’ to add access rights to calls for tenders for the restricted username
- In the search calls for tenders window, you can search for calls for tenders previously set up in the system and add access rights to the calls for tenders concerned for the restricted username
- Note! If a consultant, etc. is to prepare a call for tenders in the contracting entity’s environment, the call for tenders concerned must be first created before access to it can be restricted
Permission levels
ADMIN user
- No permission levels need to be defined for an ADMIN user, because they will be assigned to such users automatically (so the permission levels menu will not be displayed)
- In addition to permission levels, an ADMIN user may manage:
- user rights (add, edit, remove new users)
- criteria library
- pre-saved texts
- decision templates
- documents
- bulletins
- public holidays
- Supplier Portal texts
- In addition to permission levels, an ADMIN user may manage:
Permission levels that can be defined for both normal and restricted usernames
Owner of tendering
- You can create a new notice and publish the call for tenders
- Management of the notice throughout its lifecycle (editing, cancellation, etc.)
- Can save, create and share templates
- Can archive the notice and return it from the archive for processing
Call for tenders author
- Can make calls for tenders
Responder to supplier questions
- Can respond to the questions made by suppliers in the Supplier Portal via question management
Tender author
- Can create an opening document when the deadline has expired
Tender assessor
- Can create a comparison process and send clarifications
Contract award preparer
- Can prepare a decision and save it. This permission level is not sufficient for starting an electronic signing process for the decision or for sending a notification.
Contract award maker
- Can finalise the contract award decision and sent a notification.
Procurement contract preparer
- Relates to the old Contract Management system; this user may prepare a procurement contract in the old Contract Management system. (If the contracting entity has Cloudia Contract enabled, separate user credentials will need to be defined for it)
User rights to tools can also be granted for normal users
User rights
- Allows to create usernames
List editor
- Allows to manage pre-saved texts
Code register
- Allows to manage the code register
Contact detail register
- Allows to manage the contact detail register
Bulletins
- Allows to create bulleting
Editing/deleting a username
To edit or delete a username, select ‘Edit/Remove’ from the action button menu in the browse usernames view