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
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
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
