Who is this article for?

Users who need to invite a new Supplier Portal user to the Supplier Portal.

Manager Role

There may be certain situations where you may need to invite a new Supplier User to the Supplier Portal, for example when an additional Supplier Contact has requested an invitation to the Supplier Portal.

1. Navigating to the Users section

To invite a Supplier Portal User, you must navigate to the Users section:

1. Navigate to Settings
2. Users

Note: You will only see the Settings button if you have the correct Role access. Ensure that you contact your site admin if you do not have the access to complete this task.

2. Accessing the Invite User function

The Users tab will contain the Invite User button, which is used to invite Supplier Portal Users.

Note: The Invite User button invites both Internal and Supplier Portal Users. Be sure to select the correct Solution: choose Supplier Portal for Supplier Users to prevent them accessing your Internal site.

3. Completing the user details

Complete the following fields to set up the new Supplier Portal User:

1. First Name: Using the open text field, enter the First Name of the User.
2. Last Name: Using the open text field, enter the Second Name of the User.
3. Email Address: Using the open text field, enter the User's Email Address.

Note: The Email Address is crucial, as it is what the User uses when logging in and accepting the invitation. The User will not add their User Name into the log in screen, they will always use the Email Address.

Important: Ensure the Email Address is correct. The system only checks the format (e.g., name@site.com, name@site.ie, name@site.uk) and cannot verify if the address actually exists..

4. Solution: Supplier Portal Users must be given the 'Supplier Portal' Solution, as you do not want them to have access to your Internal Solution. Using the dropdown, change the Solution to 'Supplier Portal'.
5. Contact Association: Select the Supplier Contact for this User from the dropdown. Browse folders or use the search bar to find the Supplier Contact. Click the Supplier Contact's name, then click 'Select'.

Note: Completing the Contact Association links the Supplier Portal User to their Supplier Contact. This allows the user to see Actions in the My Actions tab when the Supplier Contact is selected in Records and ensures they receive Alerts sent to the Email Address in the Supplier Contact, not the Supplier Portal User.

Note: If the system detects a mismatch between the First and Last Name entered for the Supplier Portal User and the chosen Supplier Contact, a warning will appear. This won't prevent you from sending the invitation, as users may use nicknames while the Supplier Contact uses their formal name. Please confirm you have selected the correct Supplier Contact..

6. Role: Select the Supplier Portal User's Role from the dropdown to set their access level. Choose from your Customer Roles (My Roles Folder) or System Roles (System Roles Folder). Click the Role name, then 'Select'.
7. X: Click the X button to remove a Role
8. Add Line: Additional Roles can be added by clicking the Add Line button
9. Reset Password Every 90 Days: When a Supplier Portal User is invited, you can enable a 90-day password reset. The user must create a new password every 90 days and will receive an email reminder with a reset link 7 days before expiry.

Note: Supplier Portal Users that get invited with the Reset Password Every 90 Days Disabled, can enable it themselves within their My Profile.

10. Continue: To send the Supplier Portal User Invitation, click the Continue button. This will result in the Supplier Portal User receiving an Email Invitation and the Supplier Portal User Invitation being placed in the Invitation tab.

11. Cancel: Click the Cancel button to discard of the Supplier Portal User Invitation and move back to the Users tab.

Note: The Supplier Portal User will receive a second Email Notification, four days later reminding them to accept their invitation if they have not yet accepted it.