Invite and Set Up a New User in Go to Market (GtM) and CORE

  • Updated

This article provides step-by-step instructions for Administrators to invite a new user via Go to Market (GtM) and then configure their access and additional permissions within the CORE modules, such as Procurement Planning or Contract Management.

Prerequisites

  • Audience/Role: You must be a Local Group Manager or Local Group Administrator in GtM to kick off the registration process. To add permissions in CORE, you need the Administrators User Group role in CORE.
  • Required User Details: Before editing or creating a user in CORE, you must know the user's User Name (email), Display Name (full name), Email, and Department. You may also need their Supervisor's email, Financial Approval Limit, and Position if they are an approver or referenced in approval routes.

Steps: 

Invite a User via Go to Market (GtM)

  1. Navigate to User Management: In GtM, go to Admin Tools and select either Local Groups and Users or Manage buyers.

  2. Locate the Local Group: Find the Local Group (business unit) you want to invite the user to.
  3. Initiate Invitation: Click the additional options button (to the right of the group).
  4. Select User Type: Select Buyers for a standard user, or Local Group Managers/Administrators for a business unit lead/admin.
  5. Enter and Send Invitation: Enter the user’s name(s) and email(s), validate the list, and send. The user will receive an email with a registration link.

Steps: Add Additional Permissions in CORE

If the user requires additional permissions (e.g., Read All access, department-level visibility, or is an approver) in a CORE module (like Contract Management or Advanced Evaluations), follow one of the options below.

Option 1: User Registered (Auto-Provisioning ON)

In most systems, auto-provisioning is enabled. This means a basic user profile is automatically created in the Control Panel when the user registers in GtM and attempts to access any CORE module.

  1. Access Home: Log in to CORE or use the 'rubix' icon to go to Home.
  2. Access Control Panel: Click the cog icon in the top right-hand corner of the screen.
  3. Navigate to Users: From the menu on the left, select Security > Users and Groups.
    Accessing users in Control Panel.gif
  4. Locate the User: Find the new user's profile by filtering by their Display Name (name) or Role name (email).
  5. Edit User Profile: Click Edit to the right of the user's name.
  6. Assign Roles and Groups: Assign the following details:
    • Supervisor (if applicable for approvals)
    • Department
    • Groups (Ensure GTM SSO Users is included for basic access, and add other groups like 'Contract Management - Read All' as needed).
  7. Assign Approver Details (If applicable): If the user is an approver, you may also need to assign:
    • Financial Approval Limit
    • Position

  8. Save Changes: Click Update.

Option 2: User Not Registered (Auto-Provisioning OFF)

If auto-provisioning is disabled (typically only during phased rollouts), you must create the user profile from scratch.

  1. Navigate to Users: Follow steps 1-3 from Option 1 to get to Security > Users and Groups.
  2. Start New User Creation: Click Add User at the top of the page.

  3. Enter Core Details: Enter the following:
    • User name (must be all lower case and match the email used in GtM)
    • Display Name (first and last name)
    • Email
    • Member Of Groups (Include GTM SSO Users)

  4. Continue Setup: Follow steps 6-7 from Option 1 to assign additional roles/groups and approver details.
  5. Save Changes: Click Create.

Results / Validation

After completing the steps, the user will be fully provisioned with the necessary access and permissions to view and interact with records within the assigned CORE modules and departments, and be captured in approval routes where applicable.

What's Next / Related

Limits & Notes

  • Member Of Groups: GTM SSO Users group is required for a user to access Home, Procurement Planning, Advanced Evaluations, and/or Contract Management.
  • Department: Setting a Department ensures the user can view records within their department in Plans and Contracts (this does not apply to Evaluations).
  • Email: The Email field ensures the user receives system notifications.