Vendor Administrator Job Function

A Vendor Administrator can do the following tasks, depending upon their security settings:

• Add and modify members associated with their employer on the Manage Employer Members page

• Add new vendor members to an entity

• Reset a vendor member’s password

• Update vendor user assignments and job titles at the entity-level and on the Manage Membership page

  In the Manage Membership section, Vendor Administrators:

  • can only see members who belong to their employer

  • can only select job titles that at least one of their members have by default

    This means, if a member has a job title at the entity-level that is not assigned by default to any other vendor member, the Vendor Admin cannot select it.

  • can only see and interact with entities that at least one of their members belongs to

Vendor Administrators only have access to the tools, users, and records they need to do their job:

• They only have access to see other members associated with their Employer

• They only have access to job titles that are allowed for their employer

• They can see the following entities:

  • Any entities that the Vendor Administrator themselves has access to, AND

  • Any entities that at least one of their vendor members has access to

There are several settings related to vendors and Vendor Administrators in the Manage Employers tool. These settings can be broken into two categories:

• You can control which job titles, job functions, and user classes are available to Vendor Administrators.

• You can control the security settings employees have for their employer's documents.

To configure these settings:

1. Click Admin in the toolbar in the upper-right corner of the window.

   The System Administrator Dashboard page opens.

2. Click Manage Employers link in the Member Administration column.

   The Manage Employers page opens.

3. Choose between two options:

   • Add a new employer.

   • Click Edit link in the Actions column of the employer you want to edit.

4. Scroll down to the Manage Employer Member Options section of the window.

5. Select the job titles you want the Vendor Administrator to have access to from the Available field of the Job Titles sub-section.

   Press and hold CTRL on your keyboard to select multiple values.

6. Click >> to move the job titles to the Selected field.

7. Repeat steps 5-6 for the job functions and user classes you want the Vendor Administrator to have access to.

8. Select the Allow Employees Upload / Download access to Employer Documents check box if employees of this employer should have Upload / Download access to documents uploaded by other employees of the same employer.

   This feature only applies if the users already had Upload-only access to the folder.

   To learn more about Upload / Download access, see Folder Security.

9. Click Update.

   Your changes are saved.

The Manage Employer Members page allows Vendor Administrators to directly manage their users. This functionality gives Vendor Administrators autonomy while decreasing the workload for System Administrators.

The Manage Employer Members page differs from the Manage Members / Contacts page in the following ways:

• The page only displays members who belong to the same employer as the Vendor Administrator

• Only three actions are allowed on the page:

  • Add Person

  • Edit Person

  • Activate / Deactivate a Person

• The Vendor Administrator cannot edit the Employer field in the Add / Edit Person window

  Important!

  Use the Employer Members [Global Layout] layout as a template for alternate layouts for the Manage Employer Members page. See the Create Alternate Layouts for the Manage Employer Members page section below to learn how.

  If you create a layout from scratch, you must make the Employer field read-only.

• The Vendor Administrator only has access to job titles, job functions, and user classes that you specify for the employer on the Manage Employers page

You can customize the layout which appears when you click Add Member or Edit link on the Manage Employer Members page. This enhancement allows you to customize the type of data that is captured for vendor employees.

Multiple layouts can be added to the Manage Employer Members page. Layouts can be selected by the Vendor Administrator from the Select Alternate Layout field in the header of the Manage Employer Members page.

To add an alternate layout to the Manage Employer Members page:

1. Click Admin in the toolbar in the upper-right corner of the window.

   The System Administrator Dashboard page opens.

2. Click Manage Page Layouts link in the Company Administration column.

   The Manage Page Layouts page opens.

3. Click Manage List Layouts tab.

4. Click Add Item.

5. Enter a name for your alternate layout in the Page Layout Name field.

   To learn best practices for naming page layouts, see our Naming Conventions in Lucernex walkthrough.

6. Select Administration > Dashboard > Manage Employer Members from the Parent Tab field.

7. Select Member from the Primary Table field.

8. Select Yes from the Allow Edit options.

9. Select Employer Members [Global Layout] from the Initialize layout from existing layout field.

   Important!

   This option will allow you to copy the pre-existing global layout and modify it according to your needs. We strongly recommend using this option. If you create a layout from scratch, you must make the Employer field read-only.

10. Select the portfolio you want this list layout to be available for from the Available for the following Portfolios / Capital Programs field.

    All Portfolios / Capital Programs is selected by default. You can select multiple options.

11. Click Add.

    The window closes. The list layout appears in the Manage List Layouts table.

12. Click Build Layout link in the Actions column of the list layout you created.

    The Page Layout Editor window opens.

13. To modify the fields which appear in the Add / Edit Person window:

    1. Click Edit Layout tab at the top of the window.

    2. Follow the procedures on the Page Layout Editor page.

14. To modify the fields which appear in the list layout on the Manage Employer Members page:

    1. Click List Layout tab at the top of the window.

    2. Build a List Layout.

15. Once you are satisfied with your layout, click Save Layout.

    The window closes. Your changes are saved.

We recommend that you give the following security settings to your vendor administrator user class: