Portal User Management

Exploring

This program lets administrators create and manage portal operators.

Things you can do in this program include:

  • Create portal operators

  • Disable portal operators

  • Remove portal operators

  • Activate disabled or removed portal operators

  • Delete portal operators

This program is accessed from the Program List pane of the SYSPRO menu:

  • Program List > Administration > Security

Portal users are users who have access to the SYSPRO Supply Chain Portal.

They differ from regular SYSPRO operators and are configured and licensed separately based on a named-user license model.

When your system is licensed for a number of Portal Seats, an administrator can use the Portal User Management program to create and maintain portal users.

For example:

If you have a license for 1000 Portal Seats then you can create and maintain up to 1000 Portal Users, each of which can use the SYSPRO Supply Chain Portal at the same time.

This has no effect on any other SYSPRO user licenses.

When creating a portal user, you assign an email address as the unique identifier against which the portal user will access the portal.

A unique operator code is generated against which all transaction journals are recorded. This generated operator code is not shown to portal users, but can be viewed from within the Portal User Management program and when viewing journals and other logs of using regular SYSPRO functions.

This is a system-wide number of named-users that can be included in your SYSPRO license.

You can create portal users up to the number of licensed Portal Seats.

Each portal user is a single person who has access to the SYSPRO Supply Chain Portal.

Topics

SYSPRO Supply Chain Portal

PDF and Video Resources

Feature Guides

Starting

You can restrict operator access to activities within a program (configured using the Operator Maintenance program).

You can restrict operator access to the fields within a program (configured using the Operator Maintenance program).

You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the eSignature Setup program). Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

You can restrict operator access to functions within a program using passwords (configured using the Password Definition program). When defined, the password must be entered before you can access the function.

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The System Setup program lets you configure your SYSPRO environment. These settings can affect processing within this program.

SYSPRO Ribbon bar > Setup > General Setup

  • SMTP server IP address
  • Outgoing email address
  • Username
  • Password
  • Server port
  • Use SSL

  • Multi-Factor Authentication and Single Sign-on are not currently supported for the SYSPRO Supply Chain Portal (i.e. an operator who is configured to use Multi-Factor Authentication or Single Sign-on won't be able to login to this platform).

  • Portal operators cannot belong to a SYSPRO Administrative operator group.

  • Although technically possible, we don't recommend you duplicate an email address of a portal user amongst non-portal users.

    For this reason the Portal User Management program prevents you from entering a duplicate email address amongst all operators (of any type).

Solving

This message is displayed if you attempt to activate a portal user when you have already consumed all the portal seats available in your license.

Check your license details and contact your distributor or regional SYSPRO support office if you need to increase the number of portal seats.

The following indicates the steps required to create a Portal user that can use the SYSPRO Supply Chain Portal:

  1. Open the Portal User Management program.

  2. Select the Add Portal User option.

    The Add Portal User window is displayed.

  3. To create a Portal user you need to use an operator template. Therefore, select the required template from the list displayed in the Templates pane.

  4. Ensure that the following settings are configured for the operator:

    • Email

      This must be unique amongst all operators.

    • Name

    • Supplier

      When you save the operator record, this supplier code is used as the Portal supplier in the Operator Maintenance program.

    • Default company

      This must be specified to ensure that only a single company can be used to login to the portal.

    • Initial Password

      This is auto-populated and based on the email address entered in the Email field, but can be changed as required.

  5. Enter any remaining information that you require for the portal operator.

  6. Save the portal operator.

  7. Activate the new portal operator by highlighting the operator entry and selecting the Activate Users option from the toolbar.

The following describes how to create an operator Template. This is required so that you can create Portal users in the Portal User Management program.

  1. Open the Operator Maintenance program.

    Reset your toolbar to ensure that all the latest options are visible.

  2. From the Edit menu, select Maintain templates.

  3. Enter the template code in the Template field on the toolbar and press tab.

  4. Enter the following mandatory fields in the Operator Details pane:

    • Operator name
    • Operator group

  5. From the E.net pane:

    1. Specify the Functional role as 03-Supplier.

    2. Specify the Usage for e.net business objects as No access.

    3. Specify the Customer selection as Selection.

  6. Enter any other information you may require for the operator template, or accept the defaults provided.

  7. Save the operator template.

When first creating a portal operator, the password is generated using the email address.

You notify the portal user of the login credentials and advise them to change this password (using the Change Password option) when they first access the SYSPRO Supply Chain Portal.

From within the Portal User Management program, select the Disable option against the operator and enter a reason at the Reason Code field.

From within the Portal User Management program, select the Delete option against the operator and enter a reason at the Reason Code field.

Only portal users created within the Portal User Management program can access the SYSPRO Supply Chain Portal.

Portal users are designed to have limited access to portal-specific functions, whereas regular SYSPRO operators have access to a much wider range of functionality.

Once you have installed the SYSPRO Supply Chain Portal you can view the URL link from the following location of the machine to which the software is installed:

\inetpub\wwwroot\SYSPROSupplyChainPortal_"companyID"\index.html

However, the URL used for the SYSPRO Supply Chain Portal is:

http://localhost/SYSPROSupplyChainPortal_"CompanyID", as configured within the System Setup program..

This functionality is planned for a later release.

Using

The following depicts the process required to create a Portal operator that can use the SYSPRO Supply Chain Portal:

Before proceeding, ensure that you update the System Setup program with your new license details that includes the applicable Portal Seats.

  1. Install the SYSPRO Supply Chain Portal using the SYSPRO Installer application.

  2. Ensure that the Avanti external portal address is entered correctly in the System Setup program.

    For example:

    http://localhost/SYSPROSupplyChainPortal_"CompanyID"

  3. The following describes how to create an operator Template. This is required so that you can create Portal users in the Portal User Management program.

    1. Open the Operator Maintenance program.

      Reset your toolbar to ensure that all the latest options are visible.

    2. From the Edit menu, select Maintain templates.

    3. Enter the template code in the Template field on the toolbar and press tab.

    4. Enter the following mandatory fields in the Operator Details pane:

      • Operator name
      • Operator group

    5. From the E.net pane:

      1. Specify the Functional role as 03-Supplier.

      2. Specify the Usage for e.net business objects as No access.

      3. Specify the Customer selection as Selection.

    6. Enter any other information you may require for the operator template, or accept the defaults provided.

    7. Save the operator template.

  4. Create a Portal operator:

    1. Open the Portal User Management program.

    2. Select the Add Portal User option.

      The Add Portal User window is displayed.

    3. To create a Portal user you need to use an operator template. Therefore, select the required template from the list displayed in the Templates pane.

    4. Ensure that the following settings are configured for the operator:

      • Email

        This must be unique amongst all operators.

      • Name

      • Supplier

        When you save the operator record, this supplier code is used as the Portal supplier in the Operator Maintenance program.

      • Default company

        This must be specified to ensure that only a single company can be used to login to the portal.

      • Initial Password

        This is auto-populated and based on the email address entered in the Email field, but can be changed as required.

    5. Enter any remaining information that you require for the portal operator.

    6. Save the portal operator.

    7. Activate the new portal operator by highlighting the operator entry and selecting the Activate Users option from the toolbar.

  5. Email the following credentials and information to the required portal user:

    • SYSPRO Supply Chain Portal URL

    • Username (i.e. email address)

    • Password

    Ensure to advise portal users to change their password using the Change Password option when they first login to the SYSPRO Supply Chain Portal.

    Specific to the Request for Quote System feature:

    All suppliers are given the same URL, however access is controlled in the background where users can only see quotes pertaining to their supplier.

Once you have created RFQs in the core SYSPRO product and sent the supplier the credentials required to access the SYSPRO Supply Chain Portal, the supplier can then use the portal to receive and review the RFQs, as well as submit quotations.

  • Columns in a list view are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the list view). Select and drag the required column to a position in the list view header.
  • Press Ctrl+F1 within a list view or form to view a complete list of functions available.

Referencing

Field Description

Add Portal User

Select this option to add a new portal operator using the Add Portal User program.

Activate Users

After selecting the applicable operators within the Portal Users pane, use this function to activate their access to the SYSPRO Supply Chain Portal.

Disable Users

All Portal operators count towards the license check, even if their status is Disabled.

After selecting the applicable, active operators within the Portal Users pane, use this function to temporarily disable their access to the SYSPRO Supply Chain Portal.

This is useful if the user requires activation again at a later stage.

For example:

A user goes on leave and you want to disable their access until their return.

Remove Users

Portal operators flagged as Removed are not counted in the number of seats used against the license check.

After selecting the applicable, active operators within the Portal Users pane, use this function to remove their access to the SYSPRO Supply Chain Portal.

Portal operators flagged as Removed are retained for historical purposes, to identify operator details when viewing audits and logs.

If required, you can reverse this removal by selecting the Activate option against the applicable operator.

Delete Users

After selecting the applicable active operators within the Portal Users pane, use this function to permanently delete their operator record.

This function is permanent and cannot be reversed.

Once deleted, these users are not able to access to the SYSPRO Supply Chain Portal.
Field Description

Select

Use the checkbox in this column to select multiple portal operators for actioning.

This is only required when using the following toolbar options:

  • Activate Users
  • Disable Users
  • Remove Users
  • Delete Users

Sequence

This indicates the sequence selected from the Sequence menu.

Email

This indicates the email address of the portal operator, which doubles up as their username for accessing the SYSPRO Supply Chain Portal.

Operator

This indicates the portal operator code.

This code is never visible to the portal user.

Name

This indicates the descriptive name assigned to the portal operator code.

Date added

This indicates the date that the operator was created in SYSPRO.

Status

This indicates the current status of the portal operator (as recorded in the OperatorStatus column of theAdmOperator table of your SYSPRO database):

The portal operator is active and can log into the SYSPRO Supply Chain Portal.

The portal operator is disabled and can't log into the SYSPRO Supply Chain Portal.

Operators are disabled using the Portal User Management or Operator Maintenance programs.

The portal operator has been removed and cannot log into the SYSPRO Supply Chain Portal.

Operators are disabled using the Portal User Management or Operator Maintenance programs.

Date status changed

This indicates the date the Operator status was last changed.

Reason for status change

This indicates the reason why the status of the operator changed.

Edit

Select the Edit function to open the Operator Maintenance program to maintain the operator record.

Disable action

All Portal operators count towards the license check, even if their status is Disabled.

Select the Disable function to temporarily disable the portal operator's access to the SYSPRO Supply Chain Portal.

This is useful if the user requires activation again at a later stage.

For example:

A user goes on leave and you want to disable their access until their return.

Activate action

Select the Activate function to activate the portal operator's access to the SYSPRO Supply Chain Portal.

Remove action

Portal operators flagged as Removed are not counted in the number of seats used against the license check.

Select the Remove function to remove the portal operator's access to the SYSPRO Supply Chain Portal.

If required, you can reverse this removal by selecting the Activate option against the applicable operator.

Delete action

Select the Delete function to delete the portal operator's access to the SYSPRO Supply Chain Portal.

This function is permanent and cannot be reversed.

Once deleted, these users are not able to access to the SYSPRO Supply Chain Portal.

Email domain

This indicates the web address that follows the @ symbol in an email address.

For example:

In the email address JohnDoe@company.com, the email domain is "company.com".

Location

This indicates the physical location of the operator.

Company

This indicates the company for which the SYSPRO Supply Chain Portal feature is installed.

Customer/Customer name

These columns are currently not in use and will only become relevant with a later release of SYSPRO.

This indicates the customer defined against the portal operator.

This displays the Portal customer configured in the Operator Maintenance program.

Supplier/Supplier name

This indicates the supplier defined against the portal operator.

This displays the Portal supplier configured in the Operator Maintenance program.