User Management

User Management Guide/Walkthrough

Purpose: This document is intended to provide a high level overview and functionality of Users and User Groups within the Levelpath Platform.

Who are Users?

Users are defined as anyone who is able to log into the Levelpath platform. Organizational Administrators are able to create users by:

1) selecting the User Management drop down within the menu

2) selecting Users

3) selecting the ‘+ New User’:

4) The Organizational Admin will then be prompted to input the new user’s email address:

NOTE: Levelpath utilizes SSO (Single Sign-On) capabilities for users to log in. Any new user that logs in via SSO will automatically have a user created within Levelpath with requester level access.

Setting up User Permissions

Once a user is created, the Organization Admin will be able to look up the user within the user directory. When selecting the user, the Organization Admin will be taken to the specific user’s permissions page. At this point, the organizational admin will be able to add various roles for the user:

1. Organization Admin: This is an administrator role that can create/edit user permissions, as well as have access to oversee and facilitate any projects they are either assigned to as an individual or within a User Group.
2. Project Lead: This is a user role with access to oversee and facilitate a request as it goes through each step within a Project. This role allows the user to delete projects, update step’s assignments, and complete forms and approvals. NOTE: If an org admin is un-checking/removing the role of Project Lead for a specific user who has open projects, they will be prompted to reassign the open project and tasks to another user with the Project Lead role.
3. Any other configured roles that have been created for your organization.

NOTE: If all ‘User Roles’ are toggled off, the user will only be able to view Suppliers, and will be able to create new requests, and work within the project steps they, or their user groups are assigned to.

 

Roles and Permissions Page

 To view what roles exist for your organization and add a new user role, navigate to User Management > Roles and Permissions.

When selecting a role, users are taken to a configuration page.

At the top, there are 3 tabs:

1. Settings: Where users can name and add a description for a Role
2. Permissions: Where users can configure the role itself
3. Assignments: Lists all users with that role, and allows you to add and remove users to that role

How do I create and configure a role?

Under Roles & Permissions, click on “New User Role” in the top right. Give the role a name, and select “Continue”.

Navigate to the permissions tab. From here you can enable domains and permissions for the role and attributes. Currently, you can create roles with the following permissions:

1. Contracts
   1. View, Edit, Create, Delete permissions
   2. Can be based on attributes: Legal entity, Department, Region, Cost Center
2. Suppliers
   1. Edit, Create permissions
   2. Can be based on attributes: Legal entity, Department, Region, Cost Center, Category
3. Projects
   1. View, Edit, Delete permissions
   2. Can also be based on attribute: Project type
4. Invoices
5. Reporting
   1. All Access
      1. Please note: Providing reporting access to a user allows them to access all supplier, contract, and project data

In the example below, this role is configured for users to have access to: 

• Module: Contracts
• Action: View only 
• Attribute: Department = IT

A user assigned to this role will have view only access to any contract with the Department field value including IT. 

The Levelpath team is happy to help users configure these roles. Please reach out to your Levelpath support team if you would like assistance.

Can I delete a User?

Not yet. Though a User cannot be removed entirely, a user can be hidden from the user list, removed from User Groups, and all permissions toggled off. 

What is a User Group?

A user group is a group of collaborators or team members that may be responsible for a specific function within a Project. User groups can be assigned to project steps to have ownership over the work that needs to be done such as completing forms and providing approvals. A member of a user group can be individually assigned to steps within projects. As an example, user groups can be defined as departments that are required throughout the procurement process (Legal, Finance, Security, Etc.).

How do I create a User Group?

To create a user group, an Organization Admin needs to select ‘User Groups’ along the main menu, under ‘User Management’. The Organization Admin will then be directed to a directory of all created user groups. To create a new user group, simply click ‘+ New User Group’:

Once the User Group information is complete, you will see the new User Group populate within the directory.

How do I add Users to a User Group?

Once a User Group is created, an Organization Admin is able to add Users to a User Group by:

1) selecting the specific User Group

2) selecting ‘+ Add User To A Group’:

A drop down menu will expand when “selecting a user”. More than one user may be selected at a time when adding to a user group.

How do I remove a User from a User Group?

To remove a User from a User Group,

1. Select the intended User Group
2. Select the 3 dots
3. Select “Remove from Group”

Can I delete a User Group?

Currently the delete functionality does not exist, however, all users may be removed from a group. As Levelpath continues to grow, more features and improvements will be released.

You have successfully completed the User Management Guide on Levelpath! 🚀