Admin - User Manual (English)

ADMIN USER MANUAL
ADMIN USER MANUAL
Table of Contents
Chapter 1: Overview _________________________________________________________________________________________ 4
1.1 Navigating to the Admin Page ------------------------------------------------------------------------------------------------------ 4
Chapter 2: User Manager ____________________________________________________________________________________ 6

2.1 Users --------------------------------------------------------------------------------------------------------------------------------------------- 6
2.1.1 Manage Persona ...................................................................................................................7
2.1.2 Adding a New User ..............................................................................................................17
2.1.3 Editing an Existing User ......................................................................................................31
2.1.4 Bulk Addition / Update of Users .........................................................................................32
Chapter 3: Product Settings_________________________________________________________________________________ 43

3.1 Notifications ------------------------------------------------------------------------------------------------------------------------------- 43
3.1.1 Editing a Notification ..........................................................................................................44
3.2 NDA --------------------------------------------------------------------------------------------------------------------------------------------- 47
Chapter 4: Custom Message ________________________________________________________________________________ 49

4.1 Managing Custom Messages ----------------------------------------------------------------------------------------------------- 53
4.1.1 Creating a Custom Message ..............................................................................................53
4.1.2 Editing a Custom Message .................................................................................................54
4.1.3 Deleting a Custom Message ...............................................................................................54
Copyright © 2016 GEP. All rights reserved

ADMIN USER MANUAL
Chapter 1: Overview
Like on all products, you need to perform several administrative tasks on the Workspace suite to manage it efficiently.
As an administrator of Workspace, you can define how the suite is used by resources across your organization. Right
from adding new users and controlling the access they have, to setting up configurations across the platform, your
job isn’t the easiest.
This guide will help ease your job as an administrator of Workspace.
1.1 Navigating to the Admin Page
To view the Administration page, on the Workspace home page, in the upper-right corner, click the Navigation
icon and then click Admin.
For information on logging into SMART by GEP, see Workspace Overview User Manual.
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The Administration page is displayed with the following tiles:
The Administration Page will display the actions based on the access provided.
Some of these are GEP Internal Activities and would not be available to the Client Admin Teams. The document
highlights sections which would be available for the Client Admin Teams.

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Chapter 2: User Manager
The User Manager option allows you to view and manage existing users, and add new users. It also helps you manage
existing groups of users and add new groups.
Users in Workspace are uniquely identified and distinguished among each other based on the persona and the
activities assigned to them.
For example, if you wish to create a user, with Contract Buyer persona in Workspace:
1) Create a persona for a contract buyer by grouping or selecting the set of relevant activities. Alternatively, you can
also make use of an existing persona. To know how to do this, see Manage Persona.
2) Create a new user by filling in all the basic details and then assigning the contract buyer persona to that user. To
know how to do this, see Adding a New User.
Additionally, you can add and manage persona, and assign activities to the users.
On the Administration page, click the User manager tile. The following User Manager page is displayed:
2.1 Users
By default, the Users tab is selected. It displays a list of existing users with their email address and the status
indicating whether the user is Active or Inactive.

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Click a user name to know more about the user.
2.1.1 Manage Persona
A persona is a group of set activities that help to perform a specific action, such as buying a contract, in Workspace.
The Manage Persona option allows you to view and manage existing personas and create new personas.
On the User Manager page, click Manage Persona.

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The following Manage Persona page is displayed:
The Standard tab displays all the standard personas available in the system. From the Custom tab, you can create
new personas and view/manage the personas you have created.
Hover over the description icon to view the description of the respective Persona.
By default, the Standard tab is selected. The Standard tab displays a list of standard personas along with the
description.

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2.1.1.1 Customizing Personas
The Custom tab allows you to customize a Persona as per your requirement. On the Manage Persona page, click
the Custom tab. The Custom tab displays a list of Persona Names along with the Description and Status.
If you wish to toggle the status of the Persona, click the Status button against the Persona. You can toggle the status
between Active and Inactive, as per your requirement.

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To edit a Persona:
1) Click the Edit icon against the Persona you wish to edit.
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The following page with the Edit Persona tab is displayed:
2) On this page, you can edit the Persona name, Description, and add Activities on each of the modules, as required.
3) Click Save to save the changes.
2.1.1.2 Creating a Persona
To create a persona:
1) On the top-right corner of the Manage Persona page, click the Create Persona button.
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The following Manage Persona page is displayed. On this page, you can create a new persona completely from
scratch or you can use an existing persona.
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2.1.1.3 Create New
By default, the Create New tab is selected. You can create a new Persona using this option.
1) Specify a Persona Name and Description in the respective fields provided.
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2) Click the required Module name and select the activities under the respective modules.
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3) Click Save to save the Persona created.
2.1.1.4 Creating from Existing
You can also create a persona by using an existing persona and then make the necessary changes.
To create a persona from an existing persona:
1) Click the Create from Existing tab.

2) Select an existing Persona from the Select Persona drop-down.
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On selection of the existing Persona, the selected Persona Name, Description and the Activities for that persona is
populated. You can now make the required edits.
Click the desired module and select or clear the check box against the activity to add or remove an activity
respectively.
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Specify a new persona name if you do not wish to overwrite the existing persona.
Click Save to save the updates.
2.1.2 Adding a New User
To add a new user, on the User Manager page, click the Add New User option.
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The following Account Settings page is displayed, as shown below:
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The Account Settings page has the following four tabs:
 Basic Details
 Persona and Roles
 Mapping Information
 Accounting Details
2.1.2.1 Basic Details
By default, the Basic Details tab is selected. The Basic Details tab has 2 areas, the Account Settings area and the
Regional Settings area. The Account Settings area holds all the basic information of users like their name, contact
details, status, and employment status. The Regional Settings area stores the location details of users.
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Specify the details on the Basic Details tab and click Save to save the information.
2.1.2.2 Persona and Roles
Under the Persona and Roles tab, you can assign a persona to the user. Also, the activities belonging to a persona
are displayed on this page.
As an Admin, you can modify the persona for a user at any point of time.
On the Add New User page, click the Persona and Roles tab.
On the Persona and Roles tab,
1) Click the Persona drop-down and select a Persona from the drop-down list, as per your requirement. To know
how to create a new persona, see Creating a Persona.
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You can see a set of Default Activities that are assigned to the selected Persona. Activities enable Workspace users
to perform tasks on the UI. By default, all the activities listed under Default Activities are selected. However, you can
opt to clear activities, as per your requirement. Refer the Appendix that lists all the activities in Workspace with a
brief description for each.
1) To add an additional activity, click the Add Activities button.

The following Add Activities pop-up appears:
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2) Select the activities you want to assign to the user by selecting the boxes against the activities and click Add.
You can also filter the list activities based on the Persona by clicking the Filter icon.
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The activities added are displayed under the Additional Activities section.
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2.1.2.3 Mapping Information
Using the Mapping Information tab, you can define the Belonging and Serving Organization entities. For both, you will
be required to select the line of businesses and the entities the user will have access to, and set the default entity for
the user.
Based on the mapping information, the user will have access to create and manage documents under only those
entities to which the user is mapped.
Belonging Organisation Entity: An Organization entity where the user originally belongs to is the Belonging
Organization Entity. A user will always belong to only one entity but serve multiple entities.
Entities can be anything like a region, category, Business Unit or so.
Note
Serving Organization Entity: An entity which the user serves though he may or may not belong to it is a Serving
Organization entity.
To map a user:
1) Click the Mapping Information tab on the Add New User page.
The following Organization Entity Mapping page is displayed:
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2) Under the Belonging Organization Entity pane, select the Division, Entities, and the Default Entity.
If required, you can copy the Belonging Organisation Entity Details to the Serving Organisation Entity by clicking the
Copy this as Serving Organization Entity option.
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3) To select a different Serving Organization Entity, select the Division, Entity, and Default Entity under the Serving
Organization Entity pane.
4) Click the Add Category icon to select a Category.
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The following Category pop-up appears:
5) Select a Category from the list and click Done.
Click the icon to expand a node in the tree to see the entities within it.
Note
6) Similarly, click the Add Region icon to select a region.
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The following Region pop-up appears:
7) Select a region from the list and click Done.

8) Specify and select a Ship to Location from the list in the provided field.
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9) Specify a Default Category and Default Region, by clicking the respective icons, and selecting the required default
category and region value.
10) Click Add Manager. Then, on the row added below, specify the Manager Type and the required user as the
Manager.
You can capture multiple managers by adding additional rows. If you do not have a manager type in the
organizational hierarchy, then select Manager Type as None.
Click Save to save the Mapping Information.
2.1.2.4 Accounting Details
Under the Accounting Details tab, you can set the currency for the user. Furthermore, you can set the value of funds
the user will have access to while working on documents under the Procurement and Contract modules. Before the
user can make use of these funds, the set values will need to be approved by the primary and secondary approvers
as applicable.
1) On the Add New User Page, click the Accounting Details Tab.
The following page is displayed:
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2) Click the Select Currency drop-down and select a currency from the list.
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3) Specify the amount in the Set Primary Authority Amount for P2P field.
This amount will be the maximum amount that the primary approver can approve, above which the amount will
be approved by the secondary approver.
4) Specify the amount in the Set Secondary Authority Amount for P2P field.
This amount will be the maximum amount that the secondary approver can approve.
5) Click Save.
2.1.3 Editing an Existing User
On the Administration page, click the User manager tile. The following User Manager page is displayed:
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Search for an existing user and click on the Name to Access the User Profile.
User Profile will be available for editing. As shown in the Addition of a new user, relevant access can be provided or
removed for the mentioned user.
2.1.4 Bulk Addition / Update of Users
The Setup Manager function on SMART allows creation / update of users in Bulk. Below are the steps to access the
same
1) Access SMART Setup Manager from the Admin Page.
2) Access Common Master Data under Master Data Setup
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3) Access Setup Buyer Users
4) Below screen would come up with the action menu to manage user profiles.
Steps below showcase details on each of the activities that can be performed.
There might be other actions available as part of the Broader Access. Please DO NOT update any
of the same without discussing with the Support Team. There might be some dependant
configurations needed without which the system might not work as expected.
Note
2.1.4.1 Setting Up Buyer Users
The Buyer Users Template Excel file contains the following sheets:
• Instructions
• Users – Basic Details
• Users – Serving Entities
• Reference Data – Users
• Reference Data – Countries
• Ref Data – Ship to Locations
• Reference Data – Categories
• Reference Data – Regions
• Reference Data – Divisions
• Reference Data – Entities
• Reference Data – Currency
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• Reference Data – Spend Group

• Reference Data – Spend User
• Reference Data – Spend Dashboard
• Reference Data – Persona
• Reference Data – TimeZone
• Reference Data – Language
You must populate information in the two users’ sheets. The Reference Data sheets have information that help you
populate the users sheets accurately. The information in the Reference Data sheets are populated based on
information already configured in the system. Before you begin creating buyer users, ensure you have the following
details set up:
 Basic Reference Data

 Organization Structure
 Categories
 Region
 Ship to Locations
Configuring these details populates data in the Reference Data sheets for easy reference when creating buyer users.
Refer to the corresponding sections for more details.
Follow these steps to create new buyer users:
1) From the Portal – Buyer Users page, click the icon to view the Buyer Users menu.
2) Click Download Template to download an empty Buyer Users Template Excel file.
3) First populate the Users – Basic Details sheet. This sheet contains the following columns:
Column Name Mandatory? Field Type Field Length Description
Operation Yes Drop-down - Select Create to create new users.
First Name Yes Alphanumeric 400 First name of the user
Last Name Yes Alphanumeric 100 Last name of the user
User Name Yes, if user Alphanumeric 200 Desired user name for the user. User
name is name should contain a minimum of 6
different characters and can include letters (a-
from email z), numbers (0-9) and special
ID characters that include @, apostrophe
(‘), hyphen (-), back slash (\), dot (.),
underscore (_), and forward slash (/).
Client Contact No Alphanumeric -

Code
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Email ID Yes Alphanumeric 254 Valid email ID of the user
Phone 1 No Numeric - Primary phone number contact
Phone 2 No Numeric - Secondary phone number contact
Persona Yes Alphanumeric Valid persona set up for your

organization. You can assign multiple
personas to a user.
Note: “All” cannot be used as a
valid entry.
Manager No Alphanumeric Manager’s username

Username
Designation No Alphanumeric Designation of the user
Country Yes Drop-down Select a country from the list in the

Reference Data – Countries sheet
Ship To Location No Drop-down Select a location from the list in the

Ref Data – Ship To Locations sheet to
populate this information.
Currency No Drop-down Currency that the user works with in

the correct international format. For
example, USD, INR etc
Primary Authority No Decimal 15,4 The amount the user is authorized to

Amount approve for primary purchases. This
field can be 0 or any value up to 15
digits and 4 decimal places.
Secondary No Decimal 15,4 The amount the user is authorized to

Authority Amount approve for secondary purchases.
This field can be 0 or any value up to
15 digits and 4 decimal places.
Contract Authority No Decimal 15,4 The contract amount the user can
Amount authorize. This field can be 0 or any
value up to 15 digits and 4 decimal
places.
Authority Amount No Decimal 15,4 The project amount the user can
for Project authorize.
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Secondary No Decimal 15,4 The secondary amount the user is

Authority Amount authorized to approve for contracts.
for Contract
Amendment No Decimal 15,4 The amount the user is authorized to
Authority Amount approve in contract amendments.
for Contract
TimeZone No Drop-down Time zone of the user in the full
format. For example, Pacific Standard
Time and not PST.
Category Mapping Yes Alphanumeric Category that the user is mapped to.
Use the list in the Reference Data –
Categories sheet to populate this
information.
You can set this option to “All” to
map the user to all categories.
For multiple categories, use “~” as
the separator.
Default Category Yes Drop-down The default category for the user. You
can select only 1 category from the
list of categories mapped. You cannot
set this field to “All”.
Region Mapping Yes Alphanumeric Region that the user is mapped to.
Use the list in the Reference Data –
Regions sheet to populate this
information.
map the user to all Regions.
For multiple regions, use “~” as the
separator.
Default Region Yes Drop-down The default region for the user. You
can select only 1 region from the list
of regions mapped. You cannot set
this field to “All”.
Belonging Division Yes Alphanumeric 100 Use the list in the Reference Data –
Divisions sheet to populate this
information.
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map the user to all divisions.
Belonging Entities No, when Alphanumeric 100 Use the list in the Reference Data –
creating Entities sheet to populate this
new users information.
Use “|” as the separator to select
multiple entities.
To map all entities, set this field to “
All Entities”.
If Belonging Division is set to “All”,
this field should be “All”.
Default Belonging Yes Alphanumeric 100 Use this field to indicate the default
Entity belonging entity. This is a single-value
field and should be one of the entities
set as the Belonging entities.
Spend User Type No, when Drop-down Select the type of spend user from the
creating drop-down list.
new users
Spend User Group No, when Drop-down Select the group of the spend user
creating from the drop-down list.
new users
Spend Dashboard Mandatory, Alphanumeric Select the Spend Dashboard values
for Spend associated with the user.
Users
Default Spend No, when Drop-down Select the users default spend
Dashboard creating dashboard from the drop-down list.
new users
Authentication No Drop-down Use to indicate whether user is a
Type normal user or an SSO user.
Mark as Deleted No Drop-down Select the value from the drop- down
list.
Mark as Inactive No Drop-down Select the value from the drop- down
list.
4) Next, populate information in the Users – Serving Entities sheet. This sheet allows you to map a serving entity
or multiple serving entities to users. The Users – Serving Entities sheet contains the following columns:
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Column Mandatory? Field Type Field Length Description

Name
Operation Yes Drop-down - Select Create to create new
users
User Name Yes Alphanumeric 100 Valid user name
Client No Any value

Contact
Code
Serving Yes Alphanumeric 100 Use the list in the Reference
Division Data – Divisions sheet to
You can set this option to “
All” to map the user to all
divisions.
Default No Alphanumeric 100 Use to indicate the default

Serving entity when there are
Division multiple entities tagged for a
user.
Serving Yes Alphanumeric 100 Use the list in the Reference

Entities Data – Entities sheet to
Use “|” as the separator to
select multiple entities.
To map all entities, set this
field to “All Entities”.
If Serving Division is set to
“All”, this field should be
“All”.
Default Yes Alphanumeric 100 Use this field to indicate the

Serving default serving entity. This is
Entity a single-value field and
should be one of the entities
set as the serving entities.
5) When the sheet is populated with information about new users, in the utility, click the icon and select Import
Data to open the Upload page.
6) Drag and drop your Excel sheet into the upload area or use the browse link to locate and upload your file. The file
is automatically uploaded to the system.
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7) Click the View Log button to view the log. The log displays all the uploaded Excel files in a table format. The Log
File column is populated only if there were issues during the upload. Click the link in the Log File column to
download the log file. The last column in the log file clearly explains the reasons for the record not being updated.
Fix the errors in the log file and reload the file.
Refer to the Exception Management section for information on specific errors and their
resolutions.
Note
2.1.4.2 Updating Buyer Users
The Setup Automation Utility also lets you perform bulk updates to users that already exist in the system. You can
filter the set of users you want to update/delete, export their details to the Excel template, make the necessary edits,
then upload it back to the system to reflect the edits.
Follow these instructions to manage existing buyer users:
1) The Buyer Users utility page displays a list of the all existing users in the system with their corresponding
information as a table.
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1) Use the filters on each column to drill down to the exact set of users you want to edit. Click the icon to view
the available filters. You can choose to filter by value or by a condition.
a) Click the Filter by Condition link to set your filter condition. Use the fields to set your condition and click
Apply.
b) Similarly, click the Filter by Value link to narrow down based on value. Type your value in the Search box and
select the values in the results and click Apply when done.
2) When you have narrowed down to the exact set of users you want to update, click the icon to view the Buyer
Users menu and select Export Data (Filtered). Your filtered set of users is exported in the Excel template.
3) In the Excel template, for each record that needs to be updated, select the Update option from the Operations
column in the Users – Basic Details worksheet.
4) When you have made the necessary changes to the user information in the Excel file, upload the document back
to system. In the utility, click the icon and select Import Data to open the Upload page.
5) Drag and drop your Excel sheet to the upload area or use the browse link to locate and upload your file. The file
is automatically uploaded to the system.
6) Click the View Log button to view the log. The log displays all the uploaded Excel files in a table format. The Log
File column is populated only if there were issues during the upload. Click the link in the Log File column to
download the log file. The last column in the log file (Status) clearly explains the reasons for the record not being
updated. Fix the errors in the log file and reload the file.
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Refer to the Exception Management section for information on specific errors and their
resolutions.
Note
2.1.4.3 Exception Management
When uploading the Excel document back to the system, errors may occur. The View Log page displays a list of all
the Excel files uploaded. The Log File column is populated if there were issues during the upload. Click the link in the
Log File column to download the log file. The last column in the log file explains the reasons for the record not being
updated.
Refer to this table for possible issues and their resolution:
Error Message Resolution
User with same user name already exists. The buyer user you are trying to create already exists in
the system. Check the list of existing users from the
Buyer User home page and delete the row if the user
already exists.
User you are trying to update does not exist. The buyer user you are trying to update/delete does not
exist in the system. Check the list of existing users from
the Buyer User home page and delete the row if the user
doesn’t exist. You might want to create the user again if
need be.
<UI Attribute Name> is mandatory. Please enter the A mandatory attribute wasn’t provided for the record.
data in <format> format upto <length> characters. Update the document with the necessary attribute in the
correct format and upload the document again.
<UI Attribute Name> is not valid. Please enter the data An attribute was provided in an invalid format. Update
in <format> format upto <length> characters. the document with the correct format for the attribute
and upload the document again.
The user selected as manager is invalid. Please enter The user name selected as the manager for this user is
valid user name/<first name> <last name> for the invalid. The manager user might have not been created
manager. yet or the details might be incorrect. Correct the details
and upload the document again.
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Error Message Resolution
The country is invalid. Please enter valid code/name for The country entered against the attribute, Country is
the country. invalid. Refer to the “Reference Data – Countries” sheet
for a list of valid country names.
The ship to location is invalid. Please enter valid The location entered against the attribute, Ship to
code/name for the ship to location. Location is invalid. Refer to the “Ref Data – Ship To
Locations” sheet for a list of valid shipping locations.
The category is invalid. Please enter valid code/name The category entered against the attribute, Category is
for category mapping/default category. invalid. Refer to the “Reference Data – Categories”
sheet for a list of valid categories.
The region is invalid. Please enter valid code/name for The region entered against the attribute, Region is
region mapping/default region. invalid. Refer to the “Reference Data – Regions” sheet
for a list of valid Regions.
The <LOB entity name> you are mapping as belonging Validate that the belonging division (entity configured
<LOB entity> is not valid/does not exist. as LOB) code to be mapped to the user already exists
as an active entity. If need be, refer to the organization
structure document for information on setting the
belonging division.
The <mapping entity name> you are mapping as Validate that the belonging entity (entity configured as
belonging <mapping entity> is not valid/does not exist. mapping entity) code to be mapped to the user already
exists as an active entity and is a child of the division
being mapped.
The <LOB entity name> you are mapping as serving Validate that the serving division (entity configured as
<LOB entity> is not valid/does not exist. LOB) code to be mapped to the user already exists as
an active entity. If need be, refer to the organization
structure document for information on setting the
serving division.
The <mapping entity name> you are mapping as serving Validate that the serving entity (entity configured as
<mapping entity> is not valid/does not exist. mapping entity) code to be mapped to the user already
exists as an active entity and is a child of the division
being mapped.
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Chapter 3: Product Settings
The Product Settings page allows you to view the list of Notifications and NDAs related to specific modules. This
functionality allows you to enable or disable the status of the Notifications and NDAs.
You can view the Notifications, NDA, and related documents for the following modules:
 Sourcing
 Contracts
 Suppliers
 Procurement
On the Administration page, click the Product Settings tile to view the Product Settings page. The Notifications tab
is available for all the modules.
3.1 Notifications
As an admin, you can view and edit all the notifications associated with the modules on the left pane.
On the Product Settings page, by default, Sourcing is selected.
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You can switch between the different products on the left pane to view their respective notifications. For each
product, the list of notifications is displayed along with details such as the event code, event name, and notification
name in a tabular format. Following are the actions you can perform on this page:
 View filtered list: Use the Modified Date Range and Modified By fields to narrow down on the list of notifications
displayed.
 Modify notification content: Click the required entry under the Notification Name column to edit it. For more
information, see Editing a Notification.
 Export notification content: Select the checkboxes for the required notification(s) and click the Export icon
to export the details in an Excel file.
 Enable/disable notifications: Use the toggle on/off button under the Status column to enable or disable
notification alerts.
 Enable/disable option to opt out of alerts: Select the checkbox under the Allow Opt-out column to enable users
in your domain to unsubscribe from getting alerts for that particular notification.
3.1.1 Editing a Notification
To edit a notification:
1) Click the Notification Name you want to edit.

The following email template pop-up appears:
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You can customize the email template, as required. You can also add variables from the left pane.
2) To add a variable:
a) On the template, place the cursor where you want to add the variable.
b) From the left pane, select the required variable, and click Add.
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The variable is added in the email template, as shown below:
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3) Click Save. On the Success pop-up, click OK.

To activate a notification, click on the Status button of each notification to ON and OFF a notification. A Success
pop-up appears, click OK.
Similarly, you can view and edit the notifications for Contract, Suppliers and Procurement modules.
3.2 NDA
The NDA displays a list of NDA names along with the uploaded date and uploaded by, showing the name who has
uploaded the NDA.
The NDA tab is visible only under the Sourcing – Auction module.
Note
1) Click the NDA tab to view a list of NDAs.
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2) Click the required NDA name to download the NDA.

3) You can then edit the NDA in the downloaded MS Word copy and upload it again.
4) To upload an NDA, click Add NDA.
The following Add New NDA pop-up appears:
5) Enter the NDA Name in the field.

6) Click Upload Document(s) to upload the NDA document and then click Done.
Similarly, you can view and edit the notifications for Contract, Suppliers and Procurement modules.
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Chapter 4: Custom Message
The Custom Message tile allows you to set-up multi-lingual messages on a domain for either buyer or supplier user.
It also provides you, the ability to configure the message as a Banner or Pop up or both, for a specific duration.
The Custom Message tile is configurable. This tile is visible only when the user has the activity, Manage Custom
Message Display.
To create a custom message:
1) Click the Custom Message tile to set a message.
2) Click the Create New button to create a new message.
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3) Enter all the details as mentioned below:

 Event Name: Enter the name of the event. The event name will be displayed as the title of the banner or pop-
up.
 Event Type: Select the event type as Banner or Popup. The message will be displayed in the form of a Banner
or Popup as per the event type you select.
 Domain: Select the domain on which you wish to view the message.
 Set Recipients: Select either Buyer or supplier or both from the checkbox available. The message will be
displayed to the buyer or the supplier as per the recipient you select here.
 Maintenance Period: Set the time duration for which you wish the message to be displayed.
 Notification Message: Under the Notification Message, select the checkbox, Enable Multilanguage Support
to view the message in multiple languages. By default, the message is displayed in English language if you
do not select the Multilanguage option.
 Language: Select the desired language from the left pane and then enter the message in the right window.
4) Click the Save button.
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As per the details entered, the message is displayed on the Workspace Home page.
If you have selected both banner and pop-up, a pop-up is first displayed.
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Once you read all the messages, click Got It.
The message is viewed as a banner on the top of the Workspace Home page.
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ADMIN USER MANUAL
The banner will be visible till the time duration set for the custom message or until you click the icon.
4.1 Managing Custom Messages
4.1.1 Creating a Custom Message
You can add multiple custom messages.
On the Custom Message page, click the Create New button on the top-right corner to create and add a new message.
You can then proceed to add the details as explained in Custom Message section.
There are 3 statuses displayed in the custom message depending on the time set:
 In Progress: The event is active in the current time-frame.

 Elapsed: The event is over as the time-frame set is crossed.
 Scheduled: The event is set in a time-frame to appear in the future.
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ADMIN USER MANUAL
4.1.2 Editing a Custom Message
To Edit Custom Message:
Click the Edit icon to edit the respective message.
4.1.3 Deleting a Custom Message
To delete a custom message:
Click the Delete icon to delete the message.
About SMART by GEP
GEP helps global enterprises operate more efficiently and effectively, gain competitive advantage, boost profitability,
and maximize business and shareholder value.
Fresh thinking, innovative products, unrivaled domain and subject expertise, and smart, passionate people – this is
how GEP creates and delivers unified business solutions of unprecedented scale, power and effectiveness.
With 14 offices and operations centers in Europe, Asia and the Americas, Clark, New Jersey-based GEP helps
enterprises worldwide realize their strategic, operational and financial objectives.
Recently named Best Supplier at the EPIC Procurement Excellence Awards, GEP is frequently honored as an innovator
and leading provider of source-to-pay procurement software by top industry and technology analysts, such as
Forrester, Gartner, Spend Matters, Paystream and Ardent Partners. GEP also earns top honors in consulting and
managed services from the industry’s leading research firms, professional associations and journals, including
Everest Group on its PEAK Matrices of Procurement Services Providers and Supply Chain Services Providers;
NelsonHall on its NEAT Matrix of Global Procurement BPO Service Providers; HfS in its Blueprint Report on
54

ADMIN USER MANUAL
Procurement-as-a-Service; and ALM Intelligence in its Vanguard Reports on both Procurement Consulting and Supply
Chain Consulting.
To learn more about our comprehensive range of strategic and managed services, please visit www.gep.com. For
more about SMART by GEP, our cloud-native, unified source-to-pay platform, please visit www.smartbygep.com.
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ADMIN USER MANUAL

ADMIN USER MANUAL

Chapter 2: User Manager ____________________________________________________________________________________ 6

Chapter 3: Product Settings_________________________________________________________________________________ 43

Chapter 4: Custom Message ________________________________________________________________________________ 49

Copyright © 2016 GEP. All rights reserved

This guide will help ease your job as an administrator of Workspace.

1.1 Navigating to the Admin Page

Copyright © 2016 GEP. All rights reserved

The Administration page is displayed with the following tiles:

Copyright © 2016 GEP. All rights reserved

Chapter 2: User Manager

Copyright © 2016 GEP. All rights reserved

Click a user name to know more about the user.

2.1.1 Manage Persona

On the User Manager page, click Manage Persona.

Copyright © 2016 GEP. All rights reserved

The following Manage Persona page is displayed:

Copyright © 2016 GEP. All rights reserved

2.1.1.1 Customizing Personas

Copyright © 2016 GEP. All rights reserved

Copyright © 2016 GEP. All rights reserved

The following page with the Edit Persona tab is displayed:

2.1.1.2 Creating a Persona

Copyright © 2016 GEP. All rights reserved

Copyright © 2016 GEP. All rights reserved

2.1.1.3 Create New

1) Specify a Persona Name and Description in the respective fields provided.

Copyright © 2016 GEP. All rights reserved

Copyright © 2016 GEP. All rights reserved

3) Click Save to save the Persona created.

2.1.1.4 Creating from Existing

To create a persona from an existing persona:

1) Click the Create from Existing tab.

Copyright © 2016 GEP. All rights reserved

Copyright © 2016 GEP. All rights reserved

Click Save to save the updates.

2.1.2 Adding a New User

Copyright © 2016 GEP. All rights reserved

The following Account Settings page is displayed, as shown below:

Copyright © 2016 GEP. All rights reserved

The Account Settings page has the following four tabs:

2.1.2.1 Basic Details

Copyright © 2016 GEP. All rights reserved

2.1.2.2 Persona and Roles

On the Persona and Roles tab,

Copyright © 2016 GEP. All rights reserved

1) To add an additional activity, click the Add Activities button.

Copyright © 2016 GEP. All rights reserved

Copyright © 2016 GEP. All rights reserved

Copyright © 2016 GEP. All rights reserved

2.1.2.3 Mapping Information

Entities can be anything like a region, category, Business Unit or so.

Copyright © 2016 GEP. All rights reserved

Copyright © 2016 GEP. All rights reserved

4) Click the Add Category icon to select a Category.

Copyright © 2016 GEP. All rights reserved

The following Category pop-up appears:

5) Select a Category from the list and click Done.

6) Similarly, click the Add Region icon to select a region.

Copyright © 2016 GEP. All rights reserved

The following Region pop-up appears:

7) Select a region from the list and click Done.

Copyright © 2016 GEP. All rights reserved