By clicking on the user icon in the customer administration you reach the customer-user assignment page, where you can give your users access to a customer respectively supplier account and provide the contact data of selected users to your customers as contact persons.

Give users access to customers

In the user list on the left side you can select from your users those who should have access to this customer. You can also change the customer administrator, who is the “responsible user” of your customer’s account, for this supplier account.

• Users: Any number of users can be assigned to each customer. An assignment is made by setting the respective checkbox.
• Main user: One main user must be assigned to each customer. As long as the user is the main user, this customer assignment of this user cannot be removed. An assignment is made by setting the radio button.

If required, you can add further users in the OSP user administration.

Sharing users as contact persons

On the right side of the list, you can select the users whose contact details are to be made available to your customers as contact persons. The responsible supplier managers on the customer side are informed about the availability of the contact data.

All changes in the user or contact person assignment are immediately saved.

User request by the customer

From the customer side supplier management, users of Onventis Buyer can request a system access to their system (i.e. their requests, orders, etc.) for their known contact persons of the supplier which are stored in their system.

Users have the option of requesting system access from the vendor or creating the system access directly.

Variant 1: Requesting system access

When a customer’s user requests his supplier to create a system access for a user, the administrators of the company account in the Onventis Supplier Portal are notified about this customer request and can process it on the Customers page.

The following options are available in the Portal:

• Create user: Create the requested contact person as a new user using the data provided by the customer. The user is then assigned to the customer as a contact person and has system access to the supplier account with this customer. He or she receives an e-mail with a link through which he or she can set a password and access the customer via the portal.
• Link user: If the contact person requested by your customer already has a user account in the Onventis Supplier Portal (possibly with a different e-mail address), you can simply select this account when processing the request. If he or she does not yet have system access to the customer or has not yet been assigned as a contact person, these assignments are then created.
• Assign user: If the access request refers to a contact person who has been provided by the supplier via the Portal but does not yet have system access, the option to assign the existing user to the customer as a user and a contact is displayed instead of the above options. This releases the user as a contact person and gives him system access.
• Dismiss request: If you do not want to create this contact person (for example, because the person does not belong to your company), you can dismiss the request. Since your customer is not automatically informed of this, we recommend that you contact your contact person at your customer.

As soon as the contact person has been assigned, the responsible vendor managers on the customer side are informed of this by e-mail.

Variant 2: Creation of system access by the customer

If a supplier organization does not have access to the company account in the Onventis Supplier Portal, users of Onventis Buyer also have the option of directly creating a system access for one of their contact persons.

In case a user account does not yet exist in the portal for this contact person (recognized by the e-mail address), the user account is created and assigned to this customer. The user account does not receive administrator rights and can therefore only access the assigned customer and not other internal data in the supplier’s company account.

All administrator users of the supplier company account are informed about the request and the creation of the user. They can make further user settings if necessary.

Special Case: Supplier Account with Additional Users

As long as there exist other, previously created user accounts in the supplier account that have not yet been transferred to the Onventis Supplier Portal, a hint symbol appears in the customer list instead of the user icon.

In this case, the user assignment page cannot be accessed. Instead, these user accounts must first be reviewed and either merged with the portal or removed.

By clicking on the blue hint symbol, you reach a page on which you can remove (“Delete”) or reuse each previous user account.

To be able to continue to use the user account, you must connect it to the portal. Using the “Merge” option, you can decide whether you want to create a new portal user account for the previous account or link it to an existing portal user account.

• If you have not yet created a portal user account for the user, select “Merge” (chain icon) and in the following dialog select the option “Create new Portal user account”.When creating a new user in the Onventis Supplier Portal, he will be automatically notified by e-mail and requested to set his personal password. If you configure the user as “Administrator”, he gets full access to your company account. Otherwise, the user will only have access to the assigned customer(s).
• If an existing user account from the supplier account is no longer needed, you can delete it by clicking on the trash can icon.

As soon as all previous users have been either connected or deleted to the portal, you will be taken to the “Manage user assignments” page, where you can assign further portal users to your customer if desired (see the “Manage user assignments” section).