• Check to see if user already has an account w/ us
• Check the organization’s ‘User Set Up Policy’ on InSightly
• Does the organization handle the user setups?  Is approval needed?

• If approval is needed or the organization handles the setup, inform the user of this and of whom they would need to speak with.
• If approval is needed, let the user know the name of the contact(s) who grant(s) permission & that in this instance you will reach out to said contact on their behalf, but in future they should direct any new user account requests to them first.
• If user does not provide the information needed to get a new user set up, send them our ‘New User Account Info Form’ (see our ‘FORMS’ folder inside the Client Services ‘DEPT. RESOURCES’ folder) & instruct them to retain it for any future requests to expedite the process.
  

Information Needed:

-   First & Last Name

-   Email Address

-   Location

-   Job Title

•  Create new user's profile by copying another user's profile w/ same job title / access.

• If you are setting up a new user that doesn’t have a person with that Job Title that already exist for that Location, copy a user with the same job title and change the location in the Primary Location field and on the Locations tab.
• Once you copy the user, enter in the username (normally it is the first initial and last name, but check to see how other users are set up at that location).
• Enter the First and Last Name
• Enter in the person’s work email address.
• Make sure the Location is moved over on the Location Tab on the Selected side.

• Check the GL Accounts screen to make sure the GL Codes moved over to the Selected side.

• Make sure the Active check box is checked, otherwise the person will not receive an email with their login password

• After saving the new user’s profile, select it again (to refresh the data) & confirm the following:
  • User’s information (especially email address) appears correct Location(s) user should have access to appear under the ‘Selected’ under the ‘Locations’ tab GL accounts user should have access to appear under the ‘GL Accounts’ tab
  • Finally, click ‘Reset Password’ so that a password is generated & emailed to the user to user to login.

• Create a new ticket containing the ‘Welcome’ letter (quick response in Cayzu titled, ‘Welcome to Procurement Partners’ for the new user (cc’ing the original requester so they can see the new user was sent their login credentials) which should include:

-     Procurement Partners’ URL web link

-     User’s Login Credentials

-     Password Reset Instructions

-     Copy of General Purchasing guide attachment

• If the request for the new user’s setup came as an email request which became a ticket in our system:
  • Make sure to reference the original ticket # in the subject heading of the new user’s ‘Welcome’ letter ticket (EXAMPLE:  Welcome to Procurement Partners [Ref. Ticket # 12345])
  • Make sure to reference the ticket # of the new user’s ‘Welcome’ letter ticket in the subject heading of the original request ticket (EXAMPLE:  Welcome to Procurement Partners [Ref. Ticket # 12345])
  • Email the original requester acknowledging the account has been created for the new user & they were sent their ‘Welcome’ letter complete with login credentials, the Procurement Partners’ URL web link, password reset instructions, & a copy of our General Purchasing user guide.
• Select a ‘Resolution / Root Cause’, select a ‘Category’, make note of the resolution on each ticket, & resolve them.