Contacts Subtask
Use this subtask to enter, edit, and view contacts specific to each of the prospective vendor's addresses.
Click New to begin adding contacts.
Contents
| Field | Description |
|---|---|
| Line | This field displays an automatically generated line number. |
| Last Name | Enter the last name of the contact. |
| First Name | Enter the first name of the contact. |
| Title | Enter the title of the contact. |
| Phone Number | Enter the primary phone number for the contact. |
| Fax Number | Enter the fax number for the contact. |
| Other Number | Enter any other phone number you need for the contact. |
| Email Address | Enter the email address for the contact. |
| Notes | Enter any notes that you want to record for the contact. |
Supplier Portal User Account
Use this group box to specify information for automatically creating a user account for the vendor contact or submitting a request to create one once the prospective vendor is approved.
This group box is visible and enabled on the subtask only if the following conditions are met:
- You are licensed for Supplier Portal.
- The Supplier User Login Creation option on the Configure System Settings screen is set to Auto-create or Sys Ad creates Supplier Portal Login.
- The Supplier Portal Enabled checkbox in Approve Prospective Vendors is selected for the prospective vendor.
| Field | Description |
|---|---|
| User ID Exist | If a user exists for this contact on the Manage Users screen, this checkbox displays as selected and is disabled. |
| Create User Login ID | Select this checkbox to create a user login ID for the contact. This checkbox is visible and enabled only if the Supplier User Login Creation option in Configure System Settings is set to Auto-create and a user ID does not yet exist for the contact. |
| Submit Request to Create User Login | Select this checkbox to submit a request to your system administrator for creating a user login ID for the contact. This checkbox is visible and enabled only if the Supplier User Login Creation option in Configure System Settings is set to Sys Ad creates Supplier Portal Login and a user ID does not yet exist for the contact. |
| User ID | Enter the ID to be used in the automatic creation of the Costpoint user record for this contact. You can use this field if the following conditions are met:
If you are entering a new contact record, this field will automatically default to the value in the E-Mail Address field on this subtask. Costpoint will ask whether you want to update the user ID based on the entered value (for example, if the value in E-Mail Address field is "janemariesmith@company.com," you can set User ID to "JANEMARIESMITH"). The user ID allows up to 20 characters. If the contact is not yet linked to a Costpoint user on the Manage Users screen, you may edit the value before saving. This field will be disabled after the user record has been created against the contact. |
| Login ID | This field automatically defaults to the user ID, but you can change it if the login ID differs from the user ID. This value will be used to populate the Active Directory or Certificate ID field on the Manage Users screen. You can use the Login ID field only if the following conditions are met:
If the contact is not yet linked to a Costpoint user on the Manage Users screen, you may edit the value before saving. Once the contact is linked to at least one user ID in Manage Users, this field will no longer be available. This field is required if the Authentication Method in Configure System Settings is one of the following:
This field is not required for the Database authentication method and is disabled if the authentication method is Windows Domain and Database. |
When you approve a prospective vendor and the Create User Login ID checkbox is selected for it, Costpoint automatically creates a user login in Manage Users for the approved vendor contact.
When you approve a prospective vendor and the Submit Request to Create User Login checkbox is selected for it, Costpoint sends an email notification to the system administrator email address specified in Configure System Settings, and the system administrator will manually create the user on the Manage Users screen.
Once the user for the vendor contact is successfully created and saved, the system displays the User ID Exist checkbox in the Supplier Portal User Account group box and will be selected by default and not editable. The Create User Login ID and Submit Request to Create User Login checkboxes will be hidden from the screen. The User ID and Login ID fields, along with all other fields, are disabled once the prospective vendor is approved.