Manage Users

The Coupa Supplier Portal (CSP) allows users to create a new supplier organization, invite other users to the existing organization, join an existing supplier organization, and merge accounts. Depending on how you created your account, you will have different permissions.

Permissions grant users the access to corresponding contents and content areas. You can manage user permissions and customer access by assigning certain users to only certain customers. You can also limit what types of documents your users can access and what functions they can perform with their assigned customers. The following content describes: 

• Admin users
• How to manage or administrate users
• List of user permissions
• Deactivate and reactivate users

Admin users

By default, a new user creating a new supplier organization has the Administrator (Admin) role. Administrators can then invite new users, and manage their roles and permissions. Admins have all permissions by default.

As an Admin user, follow the next steps to manage other users in your supplier account:  

1. Log in to the CSP and select the Setup tab.
2. Click on the Admin tab just below the main navigation bar. 
3. Select the Users option on the left menu. 
   The screen displays
   1. A list of options on the left side of the window, depending on your set up. 
      For more information, see Set Up the CSP. 
   2. The option Invite User,
      Select this to invite an existing user or a new user to your supplier organization. A new window appears with a form asking for the new user email and other information. You can control their initial permissions from that window.  
   3. Table of users:
      Each line corresponds to a user registered under your organization or company.  You can use the top searchbar to find a specific user by their name, or email.
      The table columns include
      • User name: User's selected first and last name. 
      • Email: User's email used to register in the platform. This is usually where an email invitation was sent or the one they used to register in the CSP for the first time. 
      • Permissions: for more information about permissions, see the List of user permissions header below)
      • Status: Active, Inactive, or Deactivated. For more information, see Deactivate and reactivate users header below. 
      • Permissions: for more information about permissions, see the List of user permissions header below)
      • Customer Access: list of customers that the user can see information from. 
      • Purpose: This field may be used to better assign your user’s roles within the CSP platform. In a future update, your contacts and their contact purpose may be shared with your customer(s).
      • Actions: Depending on your settings, you can edit information on users.

Requesting Admin status

When all of a supplier account’s admins have been inactive for 90 days, users can request Admin status.

1. Log in to the CSP.
2. Select the View Admins option from the Home page. 
   You can find the View Admins option below the main navigation bar. 
   This action displays a window with information about each admin registered and the last time they signed on the CSP.
3. Review the activity of all the admins in the account.
   All admins need to be inactive or last signed on more than 3 months ago for you to request admin status. 
4. Select the Request Admin Access option underneath the admin activity. 
   This option is only available when admins are inactive or last signed on more than 3 months ago. 

This triggers a process to send a notification to all admins on the account, alerting them of the request and allowing them two weeks to reply. If no reply is given, the request is granted and the user becomes the admin.

This feature is not available to users who joined automatically and have not had an admin interact with them: In other words, an admin must have interacted with the user at some point before they can become an admin.

User Joining Requests

By default, when a CSP user tries to join your supplier organization, all admins on the account receive an email notifying them of a join request and it requires approval.

You can set up your account so users can join your supplier organization without admin access. With this feature on, the user can join the account with limited access: the information shared on the invitation link is the only information available to the user on the CSP.

1. Log in to the CSP as an administrator.
2. Select the Setup tab.
3. Select the Admin option under the main navigation bar.
4. Select the Requests to Join option from the lateral menu. 
5. Select the Enable User Join Account Without Admin Approval checkmark
   This displays a confirmation message on screen:  
   "This will let users join accounts without an admins approval. Are you sure you want to turn it on?"
   
6. Select the Continue option if you want to enable the feature. 

How to manage or administrate users

1. Click on the Edit button on the far right of a user's line.
This opens the Edit user access for [User Name] window. From this screen you can: 

• Change the user's information such as first and last name and phone number.
  You cannot change the user's email address. If a user wants to change the email address, send a new invitation to that user.
• Select the user as the primary contact of your organization.
• Modify the user's permissions (for more information about permissions, see the List of user permissions header below).
• Edit customer access by selecting the corresponding checkboxes if you wish that user to see information about said customers. 
• Deactivate the user. For more information, see Deactivate and reactivate users header below. 

The Invite User and Edit user access for [User Name] windows are almost identical, but when you invite a user, you can specify an email address.

2. Select the Save button at the bottom right of the screen to implement changes made in the profile. 

List of user permissions

The following table presents the names and descriptions of permissions that can be given to users. 

Info tooltip

The Info icon tooltip displays a textbox with the following information:

Permissions grant access for the user to the corresponding menu items. 

For Orders and Service/Time Sheets, an additional level of granularity allows restricting a user’s access to documents that are specifically assigned to them. If you want to apply this restriction, select the Restricted Access to Orders and Restricted Access to Service/Time Sheets permissions.

Some customers may not support restricting access to orders and service/time sheets. Contact the Customer Company Admin to confirm if needed.

Deactivate and reactivate users

You can deactivate users when necessary. Also, users are deactivated automatically due to inactivity. For more information, see Inactivity in Log in to the CSP.

You can see the relevant user status: inactive or deactivated. If you hover over a user's status, the following tooltip text is displayed informing you about the reason why a supplier user is not active:

• Deactivated: This user has been manually deactivated by an admin. It can be reactivated only by admin reactivation.

• Inactive: This user's account has been deactivated due to inactivity. It can be reactivated by validating the user's email during their next login attempt.

You can activate both inactive and deactivated users. If you activate them, they receive an email notification to verify their email.

If you deactivate users, you can always reactivate them later. If you reactivate a user, the customer access is reset for that user, so you'll have to assign customers to that user again. 

Delete users

Administrators can also permanently delete a user from a CSP account. This means the user is removed from the Users data table, but information related to the account remains as part of the account (such as customers, invoices). Admininstrators can give new users access to such information.

To delete a user account, as an admin of an account with two or more users follow the next steps:

1. Go to Setup > Users .
   This page shows the users data table.
2. Select the user you want to delete.
3. Select the Edit option.
   This will show a modal or window with the information of the user.
4.  Scroll down and select the option Deactivate User.
5. Once deactivated, go back to the users data table and find the user you just deactivated.
   You can now Activate or Delete the user.