Video Transcript

Welcome to the Planet Bid's Admin Training.

As the Agency, on the left-hand navigation panel, we're going to go to the Admin section.

Access to Admin is permission-based.

Access to each area within Admin is also permission-based.

A user can have full access or limited access.

Notice the three items at the very bottom.

User licenses: Only users that we term super users will have access to these three fields.

The departments area allows you to control the departments.

You can come in here and select add new and create your department information.

I’m going to delete or I can come in here and change my department name or my address if we move.

User licenses will tell you which modules you have as well as the number of contracted licenses and the actual number of users using the system for that module.

Here you can see on my demo site we're really out of compliance with users.

This is going to show you all of the users that have access at your agency.

If you select display deactivated users, if you uncheck it, it's going to hide those users.

If I add it in, it's going to go ahead and add those users as well.

You can sort by the status column, the email, phone, department, title, last name, first name.

You can also search by any of those columns up here at the top.

Once we find a user, we can select them to make the necessary edits, we can deactivate that user, we can always come back in and reactivate.

When a user leaves the agency, it is important to deactivate them and then create a brand new record for that user.

You do not want to override that current user's information, as it will look like the new did all the previous work. Now let's add a new user.

You're going to create the username, enter in their first, last, title, phone, email, and department.

The department must be created in the department area first.

Make sure you save your work up at the top by hitting submit and then come in and create the user.

You will then be able to decide if that user should have access to the particular module.

If I uncheck vendor management, they will have no access to vendor management.

Within each module, the very first one you're going to see allows the ability to edit that module's admin settings, so that they should have access to the admin area.

View only access means that's all they can do is view the record.

You can when having a only access user also allow them to export that data, but you will need to turn all other settings off.

A full user will have all access or maybe all except for admin.

You can then decide whether or not that user should be able to send email, edit limited information in their profile, view the tax ID, or even create another user.

For bid management, you'll notice that we have two different views; one is a full view only, which means once the project closes, they'll be able to access any of the submitted documents.

Limited view only means they will be able to see who submitted any pricing, but they're not going to be able to access the actual documents the vendor submitted in an electronic bid.

If you set a user to projects in draft stage only, that's all they can do.

They can never move forward into bidding or planning stage. Somebody else will have to take over.

Allow edits only in the user's project or in a user's department.

Anytime you select something with the word only, it's going to narrow down their access to that level and they cannot go beyond it. Should each user be able to export data?

Which template do you want them to have access to? Allow to create bid advertisement.

Most agencies will not have this particular item selected in a user's profile.

This is a special additional advertisement area that you must be contracted for.

Otherwise, normal advertisements are already inherent in the of above. Allow to release cost file:

Should they be able to release the cost file in an RFP, RFI situation? Allow to add answer Q &A only.

All full users have the ability to answer Q &A.

This particular access, all other access must be turned off with the exception of allowed to export.

This access will allow a user to simply go into a project, see, answer the questions, and save them internally.

They will not be able to edit any other portion of the project, nor will they be able to publish the particular questions that they've answered. Require approval.

Each template will have the ability for you to set a user where they're going to need approval before they can push a bid live, so they'll be able to set it up in draft mode and then ask a particular user, so they'll be able to set it up in draft mode and then ask a particular user to review it.

That user will be able to make comments such as change this, change that, make it approved, In which case, if that user is allowed to, they'll be able to push it live, or if they're set to draft only, then their approver will take over and push it live and manage it from there on.

General Overview

Admin Training (Video)