Managing User Access and Approval Groups for a seamless transition
Whether an employee has left your company, changed roles, or requires different levels of access, this guide will help you replace users effectively while ensuring uninterrupted workflow and data security. This guide outlines the step-by-step process to replace a Nimbello user, covering removal of the existing user and addition of a new one.
Please note that this tutorial specifically applies to the 4.0 Nimbello portal, so if you're on an older portal the steps will be similar but the website will look a little different. Now let's jump into the tutorial.
Original User's User Information:
1) In the User SetUp page (Set Up > User SetUp), find the original user's profile. Make note of the Approval Group Details, Profile, and Max Limit fields:
2) If you do not have separate Sites and Site Groups set up within the portal, you can ignore this part.
If you do have separate Sites and Site Groups set up within the portal, you will need to take note of which Sites and Site Groups to which the original user had access. To do this, click “View” next to the user’s profile you found in the User SetUp page, and take note of the below section:
Security Profiles, Max Limit, and Sites:
1) Create a profile for the new user if you have not already. Then open that user’s profile and assign them the same Security Profiles and Max Limit that the original user had assigned to them:
2) If you have separate Sites and Site Groups set up within the portal, set those to match what the original user had:
Approval Group:
In the NonPO Approval SetUp page (Set Up>NonPO Approval Setup>NonPO Approval SetUp), find the Approval Groups to which the original user belonged. These were listed in the Approval Group Details column in the User SetUp page (see the “Original User's User Information” section at the beginning of this article):
Update these Approval Groups so that the new user replaces the original user:
Buyers:
1) New Purchase Orders may begin to list the new user as a Buyer. To ensure that the new user has invoices directed to them if they are the Buyer listed on the Purchase Order, they will need to be added to the Buyers table:
- Open Client Info (Set Up > Client Info) and navigate to the Buyers tab.
- Click “Add Buyer” at the bottom of the page:
- Enter the Buyer ID that will appear as the Buyer on future Purchase Orders, the Warehouse Code, and select the new user from the “Direct Invoice To” drop-down. Then click “Update”:
2) Existing Purchase Orders will likely still have the same Buyer ID attached to them that was associated with the original user. In the Buyers table, do the following:
- Find any existing buyers that have the original user listed in the “Direct Invoice To” field:
- Click “Edit” next to those lines and change the “Direct Invoice To” to the new user's account:
Deactivating/Updating Original User’s Account
The final step is to either deactivate (in the case of a terminated employee) or update (in the case where the original user is just changing roles) the original user's user account.
1) To deactivate the original user's account, open their profile from the User SetUp page, uncheck "Active," and save.
2) If the original user is shifting into a new role, then you can make various updates to their account, including updating their Security Profiles or their Max Limit. If desired, you can then add the user to new positions within different Approval Groups.