Permissions

Bids (Formal Solicitations)

• Add User Defined Field - Allows users with this permission to add fields to the solicitation being created, edited, or amended. These fields will be designated as User Defined.

• Add/Modify Supplier Paper Bids - Grants access for an agency user to enter in Paper responses on behalf of the supplier through the Paper Bid functionality during the Award stage.

• Allow Override of Bid Invitation Type - Grants access for an agency user to edit the type of solicitation from Public to Private.

• Allow Supplier Search by PO/Contract Status - Allows users to search for a supplier based on a PO Status or Contract Status.

• Apply PAF - Allows users to apply a Price Adjustment Factor (PAF) to a submitted supplier response.  

• Audit Listing - Grants access for an agency user to view an audit log for a bid.

• Award a Bid - Grants access for an agency user to evaluate and apply award criteria for a solicitation during the Award stage.

• Cancel / Retract Active Bid* - Grants access to a user that allows them to cancel or retract a Formal Solicitation while it is in Active status. This permission will only be visible on a user's profile, if enabled.

*The visibility of this permission requires the assistance of Proactis Technical Account Managers to activate.

• Create Audit Entry - Grants access for an agency user to create a manual audit entry for a bid.

• Create New Round - Grants users the permission to create a new solicitation round.  Please visit the topic on Multi-Round Solicitations for more information.  
  NOTE:  The Create New Round  permission should only be granted to users who will use this powerful functionality responsibly.

• Create a Bid - Grants access for an agency user to create a solicitation during the Create stage.

• Create and Delete Sections -  This permission allows users to create sections or delete sections on the solicitation as it is being created, edited, or amended.
  
  NOTE:  If a section contains fields that are marked as required , those sections will not be able to be deleted.

• Delete a Bid - Grants agency user the ability to delete a solicitation during the Create stage.

• Download Solicitation Documents - Users with this permission may view and download vendor response documents that are associated with a solicitation.

• Edit a Bid - Grants agency user the ability to edit a solicitation during the Create stage. This permission also allows users to communicate directly with supplier using the Send Supplier Message action.

  For this permission a "Scope" sub-permission displays as a bubble to the right of the permissions.

  • Selecting Org Scope means:

    • The user can see solicitations for all organizations they have access to. 

  • Selecting User Scope means:

    • The user can only see the solicitations they are on the Restricted Access list for.

    • The user cannot see the solicitations they are on the Restricted Access list for once the solicitation has closed and is ‘Under Evaluation’.

• Edit an Active Bid - Grants agency user the ability to edit a solicitation during the Active stage.

• Enable Q&A Center - Check this box to enable the Vendor Q&A Duration section on the General Header Information page when creating a formal solicitation.

• Finalize a Bid and Reverse an Awarded Bid - Grants agency user the ability to finalize a solicitation after the award selections have been made to a solicitation during the Award stage.

• Full Solicitation Access - Grants user the ability to perform all of the actions for a formal solicitation within their buying organization.

• Manage Restricted Access List - Grants a user access to create and edit the Restricted Access list.

• Perform Vendor Validation (available for specific Buying Organizations) - Grants access for an agency user the ability to Perform Vendor Validation with the SAAS system as a part of the Finalize process during the Award stage.

• Publish Bid Award Information - Grants access for an agency user to publish Bid award information.

• Show Field Attributes - Assign this permission to allow users to view the attributes that are assigned to a Library Field.

• Submit a Bid to Workflow - Grants access for an agency user the ability to submit a solicitation into either/or both Pre-Issue and Pre-Award workflow.

• View Bid Vendor Activity - Grants access for an agency user the ability to access the supplier activity page during the Active, Award, and Archive stages.

• View Only Bids - Allows users to view bids but not create, edit, amend, or delete.
  For this permission a "Scope" sub-permission displays as a bubble to the right of permissions.

  • Selecting Org Scope means:

    • The user can see solicitations for all organizations they have access to.

  • Selecting User Scope means:

    • The user can only see the solicitations they are on the Restricted Access list for.

    • The user cannot see the solicitations they are on the Restricted Access list for once the solicitation has closed and is ‘Under Evaluation’.

• View Past Bids - Grants access for an agency user the ability to view past solicitations from the Archived page/stage.

Q&A Center

 

• Manage Q&A - If Enable Q&A Center is checked for either one or both formal (bid) and informal (quote) solicitations, assigning this permission to a user allows them to designate a Vendor Q&A Duration period for the solicitation. In addition, users with this permission will be able to perform the following functions:

Q&A Center	Bulletin Board
Edit Questions	Post a Message
Delete Questions	Edit Post
Reply to Question(s)	Delete Post
Send Mail to Vendor	Send Mail to Vendor
Publish Questions / Answers	Publish Bulletin Board Posts
Upload and Delete Attachments	Upload and Delete Attachments

 

• View Q&A - If Enable Q&A Center is checked for either one or both formal (bid) and informal (quote) solicitations, assigning this permission to a user allows them access to the Q&A Center.  Users with only this permission assigned, will not be able to perform the functions listed in the table above.

 

General

• Access to Edit Organization’s Information** - Grants access for an agency users to the Enterprise Administration module. **For System Administration users only.

• Add/Edit Item Specifications - Grants users the ability to add and/or edit Item Specifications . 
  This includes the ability to edit both the Main Item Fields and Additional Item Fields tabs.
  Users will be able to use the Item Template to upload items and those items will be saved to the Item Spec Library and the solicitation.  See table below for clarification on this permission.

• Edit Additional Items Fields on Item Specification - Grants users the ability to enter or edit only the Additional Item Fields tab of an Item Specification. Users will be able to use the Item Template to upload items but those items are only saved to the solicitation. 
  Users will not be able to edit the Main Item Fields tab of an item  specification. Users with only this permission will be able to create a new item, however, it will only impact the existing solicitation and not be saved to the Item Spec Library. See table below for clarification on this permission. 

 

Permission	Able to Create New Item Specification in:	Able to Edit Main Item Fields on Items created in:	Able to Edit Additional Item Fields on Items created in:	Item Template Upload
Add / Edit Item Specifications	Item Spec Library and/or Solicitation	Item Spec Library and/or Solicitation	Item Spec Library and/or Solicitation	Uploaded Item(s) are saved to the Solicitation and Item Spec Library
Edit Additional Items Fields on Item Specification	Solicitations only	N/A	Item Spec Library and/or Solicitation	Uploaded Item(s) are only saved to the Solicitation.

 

• Add/Modify Organization’s Documents - Grants access to agency users to create and add documents to the Solicitation and the Contract Management modules document library.

• Quick Add Suppliers - Grants access for an agency user to add a supplier.

• Update Vendor Validations - If your organization utilizes external vendor validations, this permission allows users to perform updates to a vendor's validation status.

• View Electronic Payment Information (Routing Information) - If your organization utilizes the collection of ACH or WIRE transfer information, this permission allows users to view Payment Routing  account and routing numbers in their entirety.

• View Vendor Validations - If your organization utilizes external vendor validations, this permission allows users to view the Validation  tab on a vendor's profile.

Quotes (Informal Solicitations)

• Add User Defined Field - Allows users with this permission to add fields to the solicitation being created, edited, or amended. These fields will be designated as User Defined.

• Add/Modify Supplier Paper Quotes - Grants access for an agency user to enter in paper responses on behalf of the supplier through the Paper Bid functionality during the Award stage.

• Allow Override of Quote Invitation Type - Grants access for an agency user to edit the type of solicitation from Public to Private.

• Allow Supplier Search by PO/Contract Status - Allows users to search for a supplier based on a PO Status or Contract Status.

• Award a Quote - Grants access for a user to evaluate and apply award criteria for a solicitation during the Award stage.

• Cancel / Retract Active Quote* - Grants access to a user that allows them to cancel or retract an Informal Solicitation while it is in Active status. This permission will only be visible on a user's profile, if enabled.
  *The visibility of this permission requires the assistance of Proactis Technical Account Managers to activate.

• Create New Round - Grants users the permission to create a new solicitation round.    Please visit the topic on Multi-Round Solicitations for more information.  
  NOTE:  The Create New Round  permission should only be granted to users who will use this powerful functionality responsibly.

• Create a Quote - Grants access for an agency user to create a solicitation during the Create stage.

• Create and Delete Sections -  This permission allows users to create sections or delete sections on the solicitation as it is being created, edited, or amended.
  NOTE:  If a section contains fields that are marked as required , those sections will not be able to be deleted.

• Delete a Quote - Grants access for an agency user the ability to delete a solicitation during the Create stage.

• Download Solicitation Documents - Users with this permission may view and download vendor response documents that are associated with a solicitation.

• Edit a Quote - Grants access for an agency user the ability to edit a solicitation during the Create stage. This permission also allows users to communicate directly with supplier using the Send Supplier Message action.
  For this permission a "Scope" sub-permission displays as a bubble to the right of permissions.

  • Selecting Org Scope means:

    • The user can see solicitations for all organizations they have access to. 

  • Selecting User Scope means:

    • The user can only see the solicitations they are on the Restricted Access list for.

    • The user cannot see the solicitations they are on the Restricted Access list for once the solicitation has closed and is ‘Under Evaluation’.

• Edit an Active Quote - Grants access for an agency user the ability to edit a solicitation during the Active stage.

• Enable Q&A Center - Check box to enable the Vendor Q&A Duration section on the General Header Information page when creating an informal solicitation.

• Finalize a Quote and Reverse an Awarded Quote - Grants access for an agency user the ability to finalize a solicitation after the award selections have been made to a solicitation during the Award stage.

• Full Solicitation Access - Grants user the ability to perform all of the actions for an informal solicitation within their buying organization.

• Manage Restricted Access List - Grants a user access to create and edit the Restricted Access list.

• Publish Quote Award Information - Grants access for an agency user to publish quote award information.

• Show Field Attributes - Assign this permission to allow users to view the attributes that are assigned to a Library Field.

• Submit Quote to Workflow - Grants access for an agency user the ability to submit a solicitation into either/or both Pre-Issue and Pre-Award workflow.

• View Only Quotes - Allows users to view bids but not create, edit, amend, or delete.
  For this permission a "Scope" sub-permission displays as a bubble to the right of permissions.

  • Selecting Org Scope means:

    • The user can see solicitations for all organizations they have access to. 

  • Selecting User Scope means:

    • The user can only see the solicitations they are on the Restricted Access list for.

    • The user cannot see the solicitations they are on the Restricted Access list for once the solicitation has closed and is ‘Under Evaluation’.

• View Past Quote - Grants access for an agency user the ability to view past solicitations from the Archive page/stage.

• View Quote Vendor Activity - Grants access for an agency user the ability to access the supplier activity page during the Active, Award and Archive stages.

Requisitions

• Access to Requisition** - Grants access to agency users to the Order Management module.

  • **Select the Access to Requisition option for all Agencies creating Purchase Orders through WebProcure.

• Create a Requisition from a Bid/Quote - Grants access to agency users to be able to create a request from an awarded Bid (Formal Solicitation)/Quote (Informal Solicitation).

Catalogs

• Manage Supplier Catalogs - Users with this permission will have access to the Catalogs drop-down menu with the option to Modify Catalogs.  The user will have the ability to edit the catalog on an active contract.

Contracts

• Generate Procurement Profiles - Grants users the ability to generate a Procurement Profile for the contract by selecting documents from throughout the procurement life-cycle.  
  After documents are selected they are zipped  and may be sent via email to the appropriate individual(s) outside of the system.

• Re dispatch the contract - Allows users with this permission to re-dispatch, (re-send), a contract.

• Add Key Contract - Allows users with this permission to mark a contract as high-risk  for tracking and monitoring purposes.

• Add User Defined Fields - Allows users with this permission to add fields to the contract being created or edited. These fields will be designated as User Defined.

• Administer Organizational Contracts - Grants access to agency users to create contracts to be shared with other agencies under the parent buying organization.  Persons with this privilege, when logged into the contract-owning organization, will be able to cancel submitted contracts for that organization.

• Administer Personal Contracts - Grants access to assign agency users the ability to create personal contracts that are only available to that user within the Contract Management module.  Persons with this privilege, when logged in as the contract administrator in the contract-owning organization, will be able to cancel their own submitted contracts.

• Allow Contract Number Modification - A user with the assigned permission and access to administer personal or organizational contracts can modify a contract number assigned to an active Contract.

• Contract Workflow Edit - Allow users to make edits to a contract workflow.

• Create Solicitation from Contract - Allow users to generate a solicitation from a contract.

• Create and Delete Sections - Allow a user to create and delete sections in the Custom Fields section on the header of a contract and/or in contract Clauses.

• Edit Catalogs - A user with the assigned permission and access to administer personal and organizational contracts can modify a catalog associated to a Contract.

• Manage Contract Admin Attachments enables the user to upload and delete contract administrative documents on a current or expired contract from the Contract Summary screen in the section called Administrative Documents.

• Enable Previous Effective Date - Allows users with this permission to create a contract that has an Effective Date earlier than today's date.

• Manage Key Contract - Allows users with this permission to mark a contract a high-risk and alternately remove high-risk designation.

• Request for Contract Amendment - This allows users to request a change to a contract, for a specific set of contract fields, resulting in an amendment.  The following contract fields or areas are the only ones that the requester may change: 

  • Header Information

    • Other Notes

    • Contract Period (Effective Date, Expiration Date only)

    • Scheduled Amendment and associated Amendment Effective Date

    • Contract Extension and associated new Expiration Date

    • Potential Final Expiration Date and associated Same as Expiration Date field

  • Contract Documents

    • Edit Documents - Upload additional documents from library or from your local or network location.

      • NOTE: Original contract attachments may not be removed and their visibility settings may not be changed.

• View Contracts - Grants access for an agency user to view Invoice Details.

Invoice

• Access Sub-Org Invoices - Grants access to a user that will allow them to view invoices belonging to a child organization.

• Allow Invoice Type Change - Grants users the ability to change/choose the appropriate Invoice Type.

• Invoice 2 Way Match - Grants access for an agency user to do a 2-way invoice match.

• Invoice 3 Way Match - Grants access for an agency user to do a 3-way invoice match.

• Invoice Creation - Grants access for an agency user to create an invoice. Users with this permission will also be able to Create Payment Vouchers, if that feature is enabled.

• View Invoice - Grants access for an agency user to view invoice details.

Analytics

• Create Reports - Grants the ability to create an ad-hoc report.  

• Manage Published Reports - Grants users the ability to delete custom views and ad-hoc reports. This permission controls the display of the Delete action on views and reports in the Organization and Public folders.

• View Published Reports - Users with this permission can view the standard canned reports as well as the custom ad-hoc reports that have been published.

• Create Dashboards - Grants the users the ability to create new dashboards.  Dashboards are a customized layout of published reports.

• Manage Dashboards - Grants the user the ability to manage dashboards, including editing, deleting and assigning a dashboard to the organization home page.

• Publish Report to Organization - Grants the user the ability to copy created ad-hoc views or ad-hoc reports to their organization, child organizations, or other organizations that the user is part of but not currently logged into.

• Publish Report to Public - Grants the user the ability to copy created ad-hoc reports to all organizations in the Enterprise Buying Organization.
  NOTE: The Public folder will  not be visible/accessible to users outside of WebProcure.

Supplier Administration

• Ability to Remove Supplier - Grants user the ability to remove a supplier from the organization's supplier repository.  
  This deletes the relationship with the supplier, preventing the supplier from doing business with the organization.

• Access to Supplier Administration Module - Grants access to the Manage Vendors module under the Admin menu.

• Add Categories to Profile - Assigning this permission grants users the ability to add commodity codes to a vendor's profile.

• Approve/Reject Suppliers - Grants access for an agency users to Approve or Reject suppliers for their organization/agency.

• Assign Vendor Diversity Type - Users with this permission, may assign Diversity Types  to vendors using the Diversity tab on a vendor's profile.
  NOTE: Diversity Types are managed in the Manage Document Types in the Configure Documents section of the Admin module.

• Create Vendor Request Module - Grants users access to Create Invitations from the Vendors menu.  
  View the topic on Create Invitations.  
  See the View Vendor Request Module permission to grant user the ability to only view vendor invitations.

• Create and Manage Scorecards - Create and manage supplier performance scorecards for the organization.  
  This permission may be assigned to buyer Administrators and is required to create and manage scorecards including KPI.

• Edit Custom Fields - Provides the ability for users to edit vendor profile custom fields that are defined as Buyer-visible and Buyer-editable.

• Evaluate Supplier Performance - Grants users the ability to contribute to key performance indicators (KPI) and provide supplier performance feedback / evaluations.  
  Users with this privilege may enter KPI responses on the Scorecards tab of the Supplier Profile or .

• Financial System Supplier Administration - Grants access to the financial system supplier administration.

• Manage External System Supplier ID - Grants access to edit/modify the external financial system vendor ID.

• Manage Supplier Propagation* - Allows user to determine whether or not the supplier organization is propagated to child organizations/agencies.

• Manage Supplier Status Propagation* - Allows user to determine whether or not the supplier organization status is propagated to child organizations/agencies.  

*The visibility of these permissions requires the assistance of Proactis Technical Account Managers to activate.

• Reset Supplier Password - Grants the ability to reset a supplier's password when account is locked or password forgotten.

• View Supplier Profile - Grants access to display and view supplier profile within the Manage Vendor module.

• View Supplier SSN - Allows user to view complete SSN of supplier.

• View Supplier W-9 Attachments - If a W-9 is attached to a vendor's profile, this permission allows buyer users to view and download the W-9 form from the vendor's profile.

• View Vendor Request Module - Grants users access to View Invitations from the Vendors menu.  
  View the topic on View Invitations.  See the Create Vendor Request Module permission to grant user the ability to create and edit vendor invitations.

Tierlink

• Admin for Tierlink (Manage TierLINK configuration for each EBO) - Grants access to agency users to establish parameters for the WebProcure Integration component.

Approve All / De-Select All / Reset Status

• Approval All - Check this box to mark all displayed permissions.  Once saved, all permissions will be assigned.

• De-select All - Click to remove all marked permissions.

• Reset Status - Discards any changes to the permissions and returns selection to its original state before changes were made.

Save / Close / Delete / Reset

If edits have been made to the permissions, be sure to Save those changes.

Select Close to close the Edit Users page without saving changes.

Delete is used to remove the user from the system.  Be aware that if the user belongs to an Approval Group, has a spend rule which is a default for one or more organizations, and/or the owner of existing contracts, the user may not be deleted.

Reset reverts the user's permissions and profile to it's original state when the profile was opened and discards any edits made.

 

 

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