User Management: Create, Configure, and Disable Accounts

This guide provides a comprehensive overview of how to manage user accounts within Buymanager. It covers the essential steps for administrators to create new user profiles, the initial setup tasks for new users, and the process for safely disabling accounts when they are no longer needed.
 

What is this feature?

This feature allows Buymanager administrators to control who has access to the system. It's your central hub for managing user identities, roles, and basic configurations.

Why do you need it?

• Onboarding New Team Members: Quickly set up accounts for new colleagues joining your team.
• Maintaining Security: Ensure only authorized personnel can access Buymanager and its data.
• Data Integrity: Safely manage user access without losing historical data associated with their activities.
• Streamlined Operations: Keep your user list up-to-date and organized, reflecting your current team structure.

Who is this for & What do you need?

• Audience:
  • Buymanager Administrators: For creating and disabling user accounts.
  • IT Staff: For initial technical email configurations.
  • New Buymanager Users: For completing their first-time personal settings.
• Prerequisites:
  • You must have an administrator account for Buymanager to create or disable users.
  • Access to Buymanager's Settings section.

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How It Works: Step-by-Step Guide

1. Creating a New User Account (For Administrators)

This section guides administrators through the process of setting up a new user account.

Step 1: Access the User List

1. Log in to Buymanager using your administrator account.
2. Navigate to Settings.
3. Select Users list.

Step 2: Initiate User Creation

1. On the Home tab within the User list, click the "Create a user" button.
   
   
   
    

Step 3: Fill in the User Details

A line will be create on which you can enter the new user's information. While some details like plant settings might be similar to other users, remember that personal information like name, email, and login must be unique.

• Login: Enter a unique login ID for the user.
  •  Important Note: This login ID cannot be changed once the user account is saved, so choose it carefully. 
• Last Name and First Name: Enter the user's full name.
• Email: Provide the user's primary email address. This will also be used for email-related features within Buymanager.
• Password (optional): Set an initial password for the user, if wanted. They will use this password to log in to Buymanager.
• Plant: Select the specific plant or location this user belongs to.
• License(s): Choose the appropriate Buymanager units or licenses that apply to this user's role.
• Supervisor Status: Check this box if the user requires access to Buymanager's administrative functions.
  •  Note: This privilege is typically reserved for key users and IT staff who need to manage system-wide settings

Step 4: Configure Email Settings (Typically for IT Staff)

For the user to send and receive emails through Buymanager (e.g., RFQs), specific email server settings are required. This step often requires technical knowledge and is usually handled by your IT department. However, usually all user within the company will have the same settings. 

Your IT team should complete the following fields:

• Incoming emails
• Outgoing emails
• SMTP Server
• SMTP Port
• SMTP Login
• SMTP Password

Step 5: Define Access Rights (Optional, but Recommended for Granular Control)

By default, new users might have broad access to Buymanager databases. To tailor their permissions:

1. Use the Access Management option.
2. You can limit access by unticking columns such as "Modification allowed" and/or "View selection (by user)" based on the user's role or the specific plant they work in.
   
   
    

For a more detailed guide on how to configure access rights, please refer to our dedicated article: How to define access rights

 

2. Initial User Setup (For New Users)

Once an administrator has created your account, there are a couple of quick steps you, as the new user, should take to finalize your personal settings.

Step 1: Test Your Email Settings

1. Log in to Buymanager with your new user account.
2. Go to Settings.
3. Navigate to the "Email Solutions" tab.
4. Click on "Test User Settings" to ensure that your RFQ (Request for Quotation) email sending functionality is working correctly.

 

Step 2: Configure Webquote Settings

1. In Settings, go to the "Webquote" tab.

2. Enter the required information for the Webquote Service.

   • Good to know: These settings are often standardized and might be the same for all users in your organization.

   

   For more detailed information on Webquote setup, please click here.

3. Disabling a User Account (For Administrators)

When a user no longer needs access to Buymanager, it's crucial to disable their account rather than deleting it.

🚨 Crucial Warning: Do NOT Delete a User Account! 🚨

A user account is often linked to various deals, historical data, and content within Buymanager. If you delete a user, all of this associated content will be permanently lost and cannot be recovered.
 

When to Disable:

• If a team member leaves the company.
• If a user's role changes and they no longer require Buymanager access.
   

Steps to Disable a User:

1. Log in to Buymanager using your administrator account.
2. Go to Settings.
3. Select Users list.
4. Locate the user you wish to disable in the list.
5. Tick the box in the "Disable" column corresponding to that user's line.
6. Click the "Save" button (usually found in the top right corner of the screen) to apply the change.