Admin users in the CSP

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 search box to find a specific user by their name, or email. The table columns include:

      • User name: User's selected first aEmail: 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 in the CSP

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

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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.

• The user was either invited by an admin or had their user join request approved by an admin.

• All current supplier admins have been inactive for at least 90 days.

• The user has no pending admin role requests.

User Joining Requests in the CSP

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 in the CSP

1. Select 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:

  This includes first and last name, phone number and purpose.

  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, see User permissions in the CSP.

• Edit customer access:

  Select the corresponding checkboxes if you wish that user to see information about said customers.

• Edit site access:

  Supplier sites are usually location-based, and created by buyers to manage site-specific information for suppliers. If a customer has created sites for your organization, you can assign specific sites to individual users to ensure they only view data relevant to their location or business unit, such as invoices or purchase orders.

• Deactivate the user.

  For more information, see the 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.

Deactivate and reactivate users in the CSP

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 from the CSP

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) . Administrators 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.

User permissions in the CSP

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

Admin

Allows 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.

For more information, see Manage Users in the CSP.

All

Gives full access to all CSP functions, except for user administration.

ASNs

Allows creating and sending advance ship notices (ASNs) to customers.

For more information, see ASN.

Catalogs

Allows creating and managing customer-specific electronic catalogs.

For more information, see Catalogs.

Community

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.

Available only for Coupa Advanced suppliers.

For more information, see Coupa Advanced.

Contracts > Manage

Allows users to view and manage contracts customers share.

This functionality is available only if your customer has the Contracts entitlement and enables this feature for you.

For more information, see Contract Collaboration.

Contracts > View

Allows users to view contracts customers share.

When Contracts is selected, this is the default value.

This functionality is available only if your customer has the Contracts entitlement and enables this feature for you.

For more information, see Contract Collaboration.

Contracts

Allows users to view and manage contracts customers share.

When selected, the default value is View.

This functionality is available only if your customer has the Contracts entitlement and enables this feature for you.

For more information, see Contract Collaboration.

Early Payments

Allows users to manage early payment discounts before or after invoice approval.

Available only if your customers use Coupa Pay and enables the Early Payment Discount feature related to this permission.

For more information, see View and Manage Early Payments.

Forecast Planner

Allows users access to the Forecast menus in the CSP.

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 re-balance their supply chains and minimize unnecessary inventory, ultimately increasing service levels and profitability.

For more information, see Forecast Collaboration.

Inventory

Allows users to manage the inventory levels of an item in a specific warehouse.

The Inventory feature is available only if your customer has the Supplier Managed Inventory (SMI) entitlement, enables this feature for you, assigns you as inventory manager.

For more information, see Inventory Collaboration.

Invoice Financing

Future functionality.

Invoices

Allows creating and sending invoices to customers.

For more information, see Invoices.

Invoicing Financing Manager

Future functionality.

NAVI Access

Allows users to use Navi.

Individual features within Navi may need to be enabled separately, such as specific agents or permissions given by your customers.

For more information, see Answer CSP-Related Questions with CSP Supplier Assistance Agent.

Order Changes

Allows submitting PO change requests.

For more information, see Edit a PO.

Order Line Confirmation

Allows users to confirm specific lines of PO.

For more information, see View PO Lines

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Orders > All

Allows viewing and managing all POs received from customers.

When Orders is selected, All is on by default

For more information, see Purchase Orders.

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

Orders > Restricted Access to Orders

Allows accessing specific POs (assigned to specific users). This permission is off by default.

For more information, see Purchase Orders.

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

Orders

Allows viewing and managing purchase orders (POs) received from customers.

When selected, All is on by default.

For more information, see Purchase Orders.

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

Payment Method Admin

Allows users to create, edit, deactivate, share, or unshare payment methods. It also applies to authorization for setting up payment methods during onboarding and SIM flows.

For more information, see View and Manage Payment Method Information.

Payments

Allows viewing payments and downloading digital checks.

For more information, see Payments.

Profiles

Allows modifying customer-specific profiles.

For more information, see Profiles.

Note:

All users, regardless of permissions, can edit the public profile.

Quality Analyst

Allows users to to collaborate with buyers on quality inspections of materials, components or finished goods.

This functionality is available only if your customer has the Quality Collaboration entitlement and enables this feature for you.

For more information, see Collaborate on Quality Inspections.

Service Sheets > All

Allows users to access all features related to invoicing for services in the CSP.

When Service Sheets is selected, this is the default value.

The Service Sheets feature is available only if your customer has the Services Procurement entitlement and enables this feature for you.

For more information, see Create or Edit a Service Sheet.

Service Sheets > Restricted Access to Service Sheets

Restricts a user's access to service sheets and documents that are specifically assigned to them.

The Service Sheets feature is available only if your customer has the Services Procurement entitlement and enables this feature for you.

For more information, see Create or Edit a Service Sheet.

Service Sheets

Allows users to access features related to invoicing for services in the CSP.

When selected, the default value is All.

The Service Sheets feature is available only if your customer has the Services Procurement entitlement and enables this feature for you.

For more information, see Create or Edit a Service Sheet.

Service/Time Sheets > All

Allows creating and submitting any service/time sheets against POs.

When Service/Time Sheets is selected, this is the default value.

For more information, see Service Time Sheets.

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

Service/Time Sheets > Restricted Access to Service/Time Sheets

Allows accessing specific service/time sheets (assigned to specific users).

The permission is off by default.

For more information, see Service Time Sheets.

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

Service/Time Sheets

Allows creating and submitting service/time sheets against POs.

When selected, All is on by default.

For more information, see Service Time Sheets.

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

Sourcing > Hidden, Private and Public

Allows viewing of Hidden, Private and Public sourcing events.

For more information, see Sourcing.

Sourcing > Private and Public

Allows viewing of private and public sourcing events.

When Sourcing is selected, this is the default value.

For more information, see Sourcing.

Sourcing

Allows viewing of sourcing events.

When selected, the default value is Private and Public.

For more information, see Sourcing.

Supplier Dashboard

Allows access to Dashboards in the CSP. Advanced subscribers have insight to system data, invoice and purchase order insights, financial metrics, and configurable graphics.

Available only for Coupa Advanced suppliers.

For more information, see Dashboards 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.

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.

When Worker Assignments is selected, this is the default value.

For more information, see Manage Assignments 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.

When selected, the default value is View.

For more information, see Assign Workers to an Order Line 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.

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.

When Workers is selected, this is the default value.

For more information, see View and Edit Worker Information in the CSP.

Workers

Allows users to manage direct engagements with individual workers.

When selected, the default value is set to View.

For more information, see Manage Workers and Assignments in the CSP.