Manage Users
Manage user permissions and customer access.
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Permissions grant users the access to corresponding contents and content areas. As an admin user, you have all the permissions by default.
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.
How to manage or administrate users
As an Admin user, follow the next steps to manage other users in your supplier account:
- Log in to the CSP and select the Setup tab.
- Click on the Admin tab just below the main navigation bar.
- Select the Users option on the left menu.
The screen displays the list of users of your account, as shown in the screenshot below:
4. Click on the Edit button on the far right of the user line.
This opens the Edit user access for [User Name] window, as shown on the screenshot below:
From this screen you can change the user's name, modify the user's permissions and customer access, or deactivate the user.
The Deactivate User button is inactive when you edit your own access to avoid deactivating your own account.
You cannot change the user's email address. If a user wants to change the email address, send a new invitation to that user.
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.
List of user permissions
The following table presents the names and descriptions of permissions that can be given to users.
| Permissions | Description |
|---|---|
| All | Gives full access to all CSP functions, except for user administration. |
| Admin | Has full access to all CSP functions, including user administration. Non-admin users can still view the Users tab of the Admin page and invite users, but they cannot edit existing users. The permissions on the invitation cannot exceed the permissions of the user creating the invitation. |
| Orders |
Allows viewing and managing purchase orders (POs) received from customers. |
| Orders > Restricted Access to Orders |
Allows accessing specific POs (assigned to specific users). For more information, see Purchase Orders. The permission is off by default. |
| Orders > All |
Allows viewing and managing all POs received from customers. For more information, see Purchase Orders. When Orders is selected, All is on by default. |
| Invoices | Allows creating and sending invoices to customers. For more information, see Invoices. |
| Catalogs |
Allows creating and managing customer-specific electronic catalogs. |
| Profiles |
Allows modifying customer-specific profiles. Note
All users, regardless of permissions, can edit the public profile. |
| ASNs | Allows creating and sending advance ship notices (ASNs) to customers. For more information, see ASN. |
| Service/Time Sheets |
Allows creating and submitting service/time sheets against POs. |
| Service/Time Sheets > Restricted Access to Service/Time Sheets |
Allows accessing specific service/time sheets (assigned to specific users). For more information, see Service Time Sheets. The permission is off by default. |
| Service/Time Sheets > All |
Allows creating and submitting any service/time sheets against POs. For more information, see Service Time Sheets. When Service/Time Sheets is selected, it is on by default. |
| Payments |
Allows viewing payments and downloading digital checks. |
| Order Changes | Allows submitting PO change requests. For more information, see Edit a PO. |
| Early Payments | Available only if your customers use Coupa Pay and enabled the feature related to this permission. For more information, see View and Manage Early Payments. |
| Business Performance | Allows viewing business performance information, for example, order, invoice, and delivery trends. For more information, see Business Performance. |
| Sourcing | Allows viewing of sourcing events. For more information, see Sourcing. |
| Sourcing > Private and Public |
Allows viewing of Private and Public sourcing events. For more information, see Sourcing. |
| Sourcing > Hidden, Private and Public |
Allows viewing of Hidden, Private and Public sourcing events. For more information, see Sourcing. |
| Community | Available only for Coupa Advanced suppliers. Allows users to join the supplier community and collaborate with its members, learn and share best practices, as well as give feedback on future Coupa features. For more information, see Coupa Advanced. |
| Order Line Confirmation | Allows users to confirm specific lines of PO. For more information, see View PO Lines. |
| Forecast Planner | Available only if a buyer has Coupa Forecast Collaboration, part of Supply Chain Collaboration. With Coupa Forecast Collaboration, demand changes are shared in real-time, enabling buyers and suppliers to rebalance their supply chains and minimize unnecessary inventory, ultimately increasing service levels and profitability. This permission allows users access to the Forecast menus in the CSP. For more information, see Forecast Collaboration. |
| Workers | Allows users to manage direct engagements with individual workers. For more information, see Manage Workers and Assignments in the CSP. |
| Workers > View |
Allows users to access a list of workers and view individual worker profiles. It is intended for users who need read-only access to basic worker information. For more information, see View and Edit Worker Information in the CSP. |
| Workers > Manage |
Allows users to create, update, and export worker profiles, view sensitive information (such as national identifiers), and manage various cards on a worker’s profile. For more information, see Assign Workers to an Order Line in the CSP. |
| Worker Assignments | Assignments let you track workers, so you know who is working on what, as well as which workers are currently active and which are available, helping you allocate resources more efficiently. For more information, see Assign Workers to an Order Line in the CSP. |
| Worker Assignments > View |
Allows users to view assignment details and access lists or grids of worker assignments. This includes viewing assignments associated with specific purchase order lines, allowing users to monitor assignments without editing rights. For more information, see Manage Assignments in the CSP. |
| Worker Assignments > Manage |
Allows users to create, update, confirm, and close assignments. It includes access to assignment history logs and the ability to reopen assignments. For more information, see Manage Assignments in the CSP. |
Hover over the Info (
) icon next to the Permissions header for more information.
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.
For auditing purposes, Coupa does not allow users to be deleted, so you cannot delete a user from your profile. Instead, you can deactivate a user when you no longer want that user to be able to access the account.
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.
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