User rights
Other settings
Pre-saved texts (List editor)
Change password
Tarjouspalvelu supplier portal texts
Public holidays



User rights

* Function for admin users


The Settings menu is shown to admin users. The menu enables the user to view the organisation's user licences, set up a new user licence and modify or remove existing user licences.

  

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NOTE: Small-scale procurement and external users are shown in a separate menu.

Setting up a new user licence

 

There are two phases in setting up a new user licence. In the first phase, the person is set up on the Cloudia Sourcing contact detail register. The user licence is then set up in the Settings > User rights menu.

 

1) Setting up a new person:

  • Go to the "Contact detail register" on Cloudia Tendering

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  • Select "My profile" -> "People"
  • Select "Add a new person"

 

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  • Enter the new person's details
  • Click "Save"

NOTE: After saving, a telephone number can also be added for the person.



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2) Setting up a new user licence:

  • Select "Settings" -> "User rights" from the top menu
  • Select "New user"

 

   

Enter the user's details:

  • Level
    • ADMIN
    • Normal
    • Restricted
  • Username
    • Email address
  • Password


Note! The password must be at least 8 characters long and it must include numbers, upper and lower case letter and special characters


  • Username company
    • By default, the procuring organisation's details appear in this section
  • Person associated with username
    • You can select from people who have been set up on the organisation's contact detail register and who do not yet have user licences
    • Select a person for the username from the drop-down menu
  • Username
    • The name will appear in the view from the left column in the username list
  • Username description (optional)
    • Enter any necessary description text in the description field
  • Valid between (optional)
    • Set a period of validity if applicable
  • User ID (in use)
    • The user ID can be defined as active or passive


 

    


Permission levels

ADMIN:

  • Includes all rights

Normal:

  • Select the desired user rights level, also known as the role, from the "User rights levels" column
  • Depending on the selection, the User rights column will automatically select the options for which the user rights level's role has access on the Cloudia Tendering system
  • Mark the required Tools as permitted in the User rights column

NOTE: If the organisation is using Cloudia Contract, select the required contract management rights in the User rights column.


Restricted:

  • This can be used to restrict the rights of Cloudia Tendering users to access certain individual procurement processes (user rights levels can also be specified)
  • First make selections as for a Normal username
  • Save the settings
    • The bottom of the User rights column will contain a link "Modify restricted calls for tenders", which will open a view enabling you to specify the individual tendering processes for which this username has rights:
      • Click "Add calls for tenders" and a search window will open
        • Enter a search term. In the list that appears, select the procurement process(es) for which you would like to grant rights. Click Save
        • The selected procurement processes will be listed (you can remove these from the list by clicking the cross icon)
    • After saving, this username will only be able to work on the procurement processes mentioned above in accordance with the specified user rights levels



Modifying and deleting a user licence

 

Click on the name of a username to be modified in the folder structure in the left pane. The username editing mode will open.

 

 


  • Make the necessary changes (see creating a new username)
  • The username can be removed by clicking "Remove username" in the light blue bar at the top


NOTE: When the username is removed, the person's details will remain on the contact detail register. If you would also like to remove the person from the organisation's contact detail register, the person must be removed using the "Contact detail register" function.


  • Usernames can be closed temporarily by selecting "Not in use" from the "Username" drop-down box
  • Click "Save" when you have finished
     

Other settings


The Other settings function enables you to specify which module opens by default after login.

 

 

No default module

  • After login, the default option is to show the main page

Tendering system

  • After login, the default option is to show Cloudia Tendering

Contract management

  • After login, the default option is to show Contract Management

 

 

 

Pre-saved texts (List editor)

* Function for admin users


Pre-saved texts can be specified for calls for tenders, contract awards, procurement contracts, opening documents and auctions. This function is also known as the list editor and rights to manage pre-saved texts are automatically granted to ADMIN-level usernames, as well as usernames for which the right to use the "List editor" function has been granted in the User rights section.

 


  • Under the list group, select the object for which you would like to store pre-saved text
    • Text fields grouped under top levels (Contract award, Procurement contract, Call for tenders, Opening document, Contracts, Auction) based on header information
  • Select the desired text (1)
    • Select "New list" (2). Modification of the selected list will open in the right-hand column.
  • Enter the list name and description (3)
    • The list name can be selected in the drop-down box for the field in question
  • Save the changes to the list (4)


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  • Under the list group, select the object that you would like to modify or view
    • Text fields grouped under top levels (Contract award, Procurement contract, Call for tenders, Opening document, Contracts, Auction) based on header information
  • Select the desired text (1)
    • Select a list to modify/view (2). Modification of the selected list will open in the right-hand column.
  • Modify/edit the list name and description (3)
    • The list can also be removed completely by clicking "Remove list"
  • After selecting this, the system will ask you to confirm removal
    • Save the changes to the list if necessary (4)

 

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Using and adding pre-saved texts on the fly

Texts defined as pre-saved texts will be available for selection in a drop-down box alongside the relevant text field. Several pre-saved texts can be saved for a single text field.

 

Selected texts can be modified in text fields. If this occurs, the modifications only apply to the document in question. Permanent changes can be made in the "List editor". All of the pre-saved texts are available to all the procurement personnel within the organisation.


 

Change password


Change your password in the "Settings" menu on the front page by selecting "Change password"

  • Enter your old password
  • Enter your new password twice
    • Confirm the change by pressing the "Change password" button
    • If you do not wish to save your changes, press "Cancel"

 

 

Note! The password must be at least 8 characters long and it must include numbers, upper and lower case letter and special characters



Tarjouspalvelu supplier portal texts

* Function for admin users

* Function not available for HANSEL users

 

 

In the Tarjoupalvelu supplier portal's text section, the organisation can manage sections of text on the Tarjouspalvelu supplier portal. The texts can be managed:

  • Main page texts
  • My profile
  • Register
  • Call for tenders
  • Calls for tenders
  • Forgot your password

  

Edit text


When text fields are set up, they contain default texts that can be modified as regards content and formatting.

 

Fonts:

  • Bold
  • Italic
  • Underline

Headings:

  • H1 – Sub-heading level 1
  • H2 – Sub-heading level 2

 

  

Public holidays

* Function for admin users

 

  


The user can specify public holidays for procuring entities. These affect the way the system works in the following functions:

  • Electronic auction (extended auction time)
    • If an electronic auction goes into extended time (if this feature has been taken into use when the auction was set up) and if the extended time falls on one of the specified public holidays, the extended auction time will automatically be transferred to the next working day in accordance with the auction settings


Specifying settings for non-working days

  • Creating a new holiday
  • Click the "Create holiday" link
  • A form will open on the right
  • In the "Date" field, select a date from the calendar menu
  • In the "Legend" field, enter the desired specifier (e.g., the name of the public holiday)
  • Click "Save" (→ you will receive confirmation that saving was successful)






Modifying existing public holidays

  • Select a year from the drop-down menu
  • The public holidays specified for the selected year will be shown below
  • Click on a public holiday to modify


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  • The public holiday details form will open on the right, enabling you to modify the date and legend
  • When you have finished editing, click "Save" (→ you will receive confirmation that saving was successful)
  • If you would like to remove a public holiday, click "Remove" (→ click "OK" in the confirmation dialogue and the public holiday will be removed. You will receive confirmation of this.)