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      Adding A User To Prendio

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

      Updated on August 23, 2024
       
      A new User Profile is created by a user with the Admin role.  Existing user accounts can also be managed by an Admin using the same instructions.  To adjust a user account, locate the user and select Edit in the Action column.
       

      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.

      Roles
      Prendio provides access to functionality by Role. It is by this method that Prendio supports a separation of duties, critical to good practice.

      • Requester - This role is required for every user and cannot be disabled. It enables the Dashboard, basic ordering, and approvals processes.
      • Buyer - Create new suppliers, negotiate pricing, create, confirm and manage purchase orders. This role can also be filled by the BioProcure team.
      • Receiver - Scan and upload packing slips, create receipts. This role can also be filled by the BioProcure team.
      • Accounts Payable - Scan and upload invoices, 3-way matching, create vouchers, synchronize accounting segments and Suppliers with ERP. This role can also be filled by the BioProcure team.
      • AP Management - Review and adjust vouchers, push vouchers to your ERP/Accounting system for bill creation, manage ERP Connector settings.
      • Admin - Manage users, manage ERP Connector Settings, Time Table management (if enabled), misc company settings.
      • Doc Store Manager - Upload and detail documents (if enabled), manage Document types.
      • Reports - Allows users to access reporting capabilities without assigning the Buyer or AP Management role(s).

      The Default View for Carts/Reqs/Orders is required for the user.  Options include:

      All Stuff  - Allows the user to view all orders created including orders from other Departments/Classes.

      Just My Stuff - The user can only view orders they create.  The user cannot view orders created by other users.

      Just My Department - The user can view orders created by other users in the Departments in which the user is a member of.

       

      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.

       

      Order Placement
      Order Types can be limited for users when creating a cart (I Will Place the Order and Buyer Will Place the Order):
       
      User Will Place All Orders - Selecting this option limits the user to this order type: I Will Place the Order.  This option is selected when there is not a dedicated buyer at the company to process orders on behalf of other users.  When this option is selected, users will receive a PDF copy of the PO by email and must place the order themselves with the supplier.
      Buyer Will Place All Orders - Selecting this option limits the user to this order type: Buyer Will Place the Order.  This option is selected when the company wishes for a dedicated buyer to place all orders on the user's behalf.  The buyer will not only submit the order to the supplier but also communicate an ETA for delivery.
       
      Only one option can be selected:
       
      If users should have both Order Type options, leave both boxes unchecked.

       

       

      A 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 Manage.  If 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:
       
       
       

      Video Tutorial of Adding a User to Prendio