Adding A User To Prendio

This document details the steps required to create a Prendio User Profile.

Updated on May 24, 2024
A new User Profile is created by a user with the Admin role.

The Company Admin should know ahead of time the details of the user to be added (i.e. email address, phone number, Prendio Roles to be assigned, Spending Limit, Approval Limit, Approvers, Approval Delegate, Departments and Projects the user needs access to, etc.).

Admin > Users

 

  Adding User and the General Tab
Select Add User:
Import Users can be selected if mulitple user accounts need to be created simultaneously by uploading a .xlsx, .xls, or .csv file.  Adjustments or corrections to existing users can also be updated in this manner. The uploaded data will replace and override current data in Prendio for these users.  For more information, please visit: Import Uset Details

 

A User Account Setup window will appear.  The General Tab will be selected on the left.  Please note that the other sections (Details, Authentication, and Secondary Notification) will be disabled until the General Tab is completed and Saved:

Mandatory Fields will be indicated with a Red Asterisk (*) and must be completed.  These include Name, Email Address, Direct Phone, Prendio Role(s), and Default View for Carts/Reqs/Orders:
 
Other fields that are not indicated with a Red Asterisk (*) do not need to be completed; however, this information may be useful to the company.
 

Create/View Confidential Orders must be selected if this user is to have access to view and/or Confidential Orders.  Users with the Receiver or Accounts Payable role(s) must have Confidential Order access to view the Scan Match:

For more information regarding Confidential Orders and how this setting relates to Default View for Carts/Reqs/Orders, please visit: Confidential Orders.

 

Default Ship To address can be indicated for the user as well as a Default GL Account.  These will pre-populate for a user when creating a cart; however, they can update to an alternate ship to address or GL Account as needed:

 

Save when complete:

 


Details Tab -  Required Fields, Completing the Personal Approval Path, and Assigning Segments

After completing the fields in the General tab and saving, the remaining tabs on the left, Details, Authentication, and Secondary Notification will be accessible.  Select the Details Tab:

 
 

Admins can add a user's Out of Office Start and End dates in case the user does not indicate this in their account:

 

The user's Spend Limit, Approval Limit, Approval Delegate, and Next Approver must be selected.  A Proxy Delegate or proxy packing slip requests can be added but is not required.

Note: Clicking in the Approval Delegate and Next Approver pulldown menus will display a list of Prendio users to select from.

Spend Limit - Determines a user's spend limit for a requisition.  If the requisition exceeds the user's spend limit, it will need to be routed through approvals before it can be processed.  If the user is not expected to place orders or all orders need to be routed through approvals, this can be set at $0.

Approval Limit - Determines the user's approval limit for requisitions submitted by other requesters when the user is in the requester's approval path.  If the user is not expected to approver requisitions, this field can be set at $0. 

Approval Delegate - If the user does not respond to any of the approval requests for a requisition, the user will be skipped and their Delegate will be notified to review and respond to the approval request.

Next Approver - Generally the first approver on the approval path for a user.  When Reset Path Default is selected, Prendio builds the approval path based on the Next Approver Setting for each user.  See Complete a User's Personal Approval Path below for more details.

Proxy Delegate - This field is optional.  When the user is out of the office, their proxy delegate will review any proxy packing slip requests assigned to the user.

 

Complete a User's Personal Approval Path

Select Add Approver to display a list of Prendio Users to manually select as Approvers to add to the user's Personal Approval Path:

- or -

After a Next Approver is added, select Reset Path to Default for Prendio to automatically add the Approvers to the Personal Approval Path. Reset Path Default Builds the approval path based on The Next Approver Setting for each user.

 

When Reset Path to Default is selected, Rachel (Next Approver) will be the first approver on the user's approval path, followed by Rachel's Next Approver (Joanna), Followed by that user's next approver (Susan) and so on until the top most approver:

 
Allowed Departments
The user must be a Member of a Department for that department to be available to the user when creating a new cart.  Select Manage:

Select the of the Departments the user should be a member of.  Save when complete:

 
The Allowed Departments field now displays the number of departments this user is a member of. A department can also be selected as the default for the user.
Note: The Default Department will automatically be selected when the user creates a new cart.
 

 

 Allowed Projects
The user must be a Member of a Project for that project to be available to the user when creating a new cart.  Select ManageIf Projects is not enabled at a company, this segment will not appear:
Select the of the Projects the user should be a member of.  The window automatically saves updates. Close this window when complete:

The Allowed Projects field now displays the number of projects this user is a member of.  
A Project can also be selected as the default for the user.
Note: The Default Project will automatically be selected when the user creates a new cart.
:

 

Save on the bottom of the Details tab when complete:

 

 


Authentication Tab

The Authentication tab for a new user account allows an Admin to indicate if a user needs to log in via Single Sign-On:

 

If Single Sign-On is not enabled, the Auth Method will automatically default to Prendio and this tab does not need to be completed.  The user will login to Prendio using their email address (as indicated in their account) and password.  For more details about Single Sign-On, please visit:

User Authentication Configuration

 

 


Secondary Notification Tab

The Secondary Notification tab allows an Admin to indicate the user's Slack username if Prendio is configured with Slack:

If Slack is not enabled, the Slack Username can be left blank.  For more details about configuring Prendio with Slack, please visit: Setting up the Slack Integration for Prendio

 

 

 


Sending an Activation Email

Navigate back to the General tab in the User Account Setup window:
Select Send Activation to send an email to the user that contains a link for the user to Activate their profile:
 

Activation Request email sent will appear briefly:

 

Save and exit out of the User Account Setup window when complete:

 

The table of users will appear.  When creating a new user account, the status of the account appears as Draft.  After sending an activation to a user, the account will display in a Pending status:

After the user responds to the activation request, the status will change to Active.

 

 


Additional Information

In the Details tab of a user account, a summary of the user's Delegate, Approval Path, and Watcher responsibilities is included at the bottom of the Details tab: