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The Settings module allows account administrators to manage various aspects of their account and adjust access permissions. The module contains features that simplify account management and access management.
Account Management refers to the administration of the account and its entities, including buyers, licensees, and sellers. Access Management, on the other hand, focuses on securing account access by overseeing users, groups, and API tokens.
To learn more, see any of the following links:
Learn about the fields and actions available on the API tokens page.
The API tokens page, located under Settings > API tokens, displays all tokens in your account.
For each token, you can view the following information:
API token - Displays the name of the token and its marketplace identifier.
Modules - Displays the total number of modules that the API token has access to. If there is only one module, the module name is displayed.
Created by - Displays the name and marketplace ID of the person who created the token.
Date created - Displays the date and time when the token was created.
Last access - Displays the date and time when the token was last used.
Actions - Displays options that allow you to manage the API token. Depending on the status of the token, you can enable or disable a token, delete the token permanently, or edit token details.
The details page of a token displays additional information about the token. You can open the details page by clicking the token name on the API tokens page.
When you open the details page, it shows the token's name, marketplace ID, and status. The page also contains the following tabs that display corresponding information:
General - Displays the token's description and allows you to show, hide, and copy the values.
Modules - Displays the modules that the API token has been granted access to within the scope of an account.
Details - Displays the date and time information for your selected token, for example, the date and time when the token was created.
Learn about the fields and actions available on the Account page.
The Account page, located under Settings > Account, displays all information about your account.
On this page, you can view your account information including your account name and its logo and your account's marketplace identifier. The Account page also contains the following tabs:
General - Displays the additional data related to your account, such as your company website and description, support email address, and headquarters address.
Modules - Displays the modules that SoftwareOne has enabled for your account.
Details - Displays the date and time your account was created on the platform. If you made any changes to your account, for example, if you changed the address, the last updated date and time is also displayed.
Learn about accounts and how to access the Account page.
An account enables a company or organization to sign in to the Marketplace Platform and access its modules. Each account contains users and you can organize those users into groups.
The following account types exist on the Marketplace Platform:
Client - Represents an entity that contains a collection of buyers and their related business dealings, such as agreements, orders, subscriptions, and licensees. All client accounts contain individuals or users.
Vendor - Represents an entity responsible for defining products and configuring those products with items and other related parameters. Vendors are responsible for supplying the necessary product information and attributes used in creating listings and establishing pricelists.
Account administrators can access the Account page by navigating to the main menu of the platform and selecting Settings > Account.
On the Account page, administrators can view and manage the account information, including the general account settings and company address information.
Learn about API tokens and how to access the API tokens page.
The Marketplace Platform uses API tokens to authenticate requests to the REST API . Your API token must be included in the "Authorization" HTTP header with the "Bearer" prefix for authentication. For example, the following request could be used to retrieve a list of Buyers:
Your API keys have permissions assigned to them, so keep them secure. Do not share your secret API keys in public areas like GitHub or client-side code. All API requests must be made over HTTPS. Calls made over plain HTTP will fail. API requests without authentication will also fail.
Account administrators can access the API tokens page by navigating to the main menu of the platform and selecting Settings > API tokens.
From the API tokens page, administrators can:
Create new tokens to access different workflows and modules within the Marketplace platform.
Edit a token to update its name, description, and list of modules.
View a list of tokens.
Copy the token values for use in your application.
Delete a token if it's no longer needed.
Disable a token temporarily and then re-enable it as needed.
Update your account's general information.
If you need to update and manage your account information, including the account name, company details, and address information, you can do so through the Account page.
Follow these steps to manage your details:
Navigate to the Account page (Settings > Account).
Click Edit. The Edit account page opens.
Change the General settings as necessary:
Logo - Update the logo for your account. You can upload an image by clicking Select file or by dragging the image into the field.
Client name - Update the name of your account. The account name is displayed in the top right and on other pages within the platform.
Change the Additional data settings as necessary:
Company website - Enter the URL for your company website.
Company description - Enter a description of your company.
Technical support email - Enter an email address for your technical support.
Change the Headquarters address settings as necessary:
Address line 1 - Enter the first line of your company address.
Address line 2 - Enter additional details or secondary address information.
City - Enter the city for your address.
State/region - Select the state or region for your address.
ZIP/postcode - Enter the zip or postal code for your address.
Country - Select the country for your address.
Click Save. A message is displayed stating that your account has been edited.
A token can have multiple states during its lifecycle in the Marketplace Platform.
The following diagram shows the possible states and the transition between these states:
These states are displayed as Status within the platform. They are also displayed as an icon beside the token name and ID on the details page.
Create an API token to access Marketplace Platform using APIs
Follow these steps to create a new API token:
On the API token page (Settings > API tokens), click Add. The Add API token page opens.
In the General section, provide the following details and then click Next.
Logo - (Optional) Add an image for your token. You can select a file to upload or drop your file to the selection area. By uploading an image, you can easily identify your token from the list of tokens.
API token name - (Required) Enter a name for your token.
Description - (Optional) Describe your token.
In the Modules section, select the modules to which the token will allow access and click Next. Note that only the modules that SoftwareOne has enabled for your account are displayed in this section.
In the Overview section, review the details and click Add. Your token is created and a summary is displayed.
Click View details to open the details page of the token. Otherwise, click Close to close the page.
Edit an API token.
Follow these steps to edit an API token:
Navigate to the API token page (Settings > API tokens).
Click the actions icon (•••) for the token to modify and select Edit. The Edit API token page opens.
Edit the General and Modules sections as necessary.
Click Save. Your changes are saved and reflected immediately on the API tokens page.
Disable an API token temporarily and enable it again when required.
Before disabling a token, note the following points:
The Enable option is shown only if you've disabled the token previously.
Follow these steps to enable or disable a token:
Navigate to the API token page (Settings > API tokens).
Find the token you want to enable or disable.
Click the actions icon (•••) for the token and select Enable or Disable. The following image shows the Disable option:
Alternatively, click the token name. When the details page of your selected token opens, click the down arrow and select Enable or Disable.
Confirm that you want to change the status of your token.
A message is displayed stating that the operation is successful. You can view the updated status of your token in the Status column on the API token page.
Enable or disable a licensee.
Note that the Enable option is shown only if you've disabled the licensee previously.
Follow these steps to enable or disable a licensee:
Navigate to the Licensees page (Settings > Licensee).
Click the actions icon (•••) for the required licensee and select Enable or Disable.
Alternatively, click the licensee's name. When the details page of your selected licensee opens, click the down arrow and then select Enable or Disable. The following image shows the Disable option.
The licensee is enabled or disabled, depending on your chosen action, and a confirmation message is displayed. The Licensees page displays the updated status of the licensee.
Edit certain details of a buyer, such as the buyer's contact person information.
Follow these steps to edit buyer details:
Navigate to the Buyers page (Settings > Buyer).
Do one of the following:
Click the actions icon (•••) for the buyer you want to edit and select Edit. The Edit buyer page opens.
Click the buyer's name. When the details page of your selected buyer opens, click Edit in the upper-right section of the page. The Edit buyer page opens.
Select the Contact Person section and choose one of the following options:
None (leave unassigned) - Select to leave the contact person unassigned.
Select an account user - Select to choose an existing user from your account. When you select this option, all active user accounts are displayed.
Add contact details manually - Select to add the contact person manually. You'll need to provide the individual's first name, last name, email address, and optionally contact information.
Click Save.
A message is displayed stating that the operation is successful.
Learn about the fields and actions available on the Buyers page.
The Buyers page, located under Settings > Buyers, displays all buyers in your account.
On this page, you can view the following buyer information:
Buyer - Displays the buyer's name and their unique identifier on the Marketplace platform.
Tax number - Displays the tax identifier for the buyer, if available.
Address - Displays the buyer's address.
Contact Person - Displays the contact person for the buyer.
Seller - Displays the name of the SoftwareOne legal entity that the buyer can procure from.
Licensee - Displays the associated licensee.
Status - Displays the buyer's status in the system. Possible values include:
Enabled - The buyer has been created in the system but it hasn't been activated yet by SoftwareOne.
Active - The buyer is active and you can select it from your list of buyers when buying products.
Disabled - The buyer has been disabled and can no longer be selected when making a purchase.
The details page of a buyer provides all information related to the buyer. You can open the details page by clicking the name of the buyer.
When you open the details page, it shows the buyer's name, marketplace ID, and status. You can also view other information, such as account details, SoftwareOne identifier, and tax identification number.
The page also contains the following tabs that display corresponding information:
General - Displays the buyer's address and the contact person details.
Sellers - Displays the sellers linked to the buyer. Clicking a seller's name opens up the details page for the seller.
Licensees - Displays the licensee or the consumer of the product bought by the buyer.
Details - Displays the date and time information for the buyer, for example, the date and time when the buyer was created in the system.
Delete an API token.
Before deleting a token, note the following points:
A deleted token cannot be reinstated or reused.
Deleting a token removes it from the account, which means that the token is no longer displayed on the API Tokens page.
Follow these steps to delete a token:
Navigate to the API token page (Settings > API tokens).
Find the token you want to delete.
Click the actions icon (•••) for the token and select Delete.
Alternatively, click the token name. When the details page of your selected token opens, click the down arrow next to Edit and select Delete.
In Delete API token, confirm that you want to delete the token.
A message is displayed stating that the API token has been deleted successfully.
Learn about buyers and how to access the Buyers page.
A buyer refers to any organization or legal entity that procures products or services from SoftwareOne and is issued an invoice for the transaction.
The Marketplace Platform shows a list of buyers associated with your account. You can manage these buyers by enabling or disabling them, as well as updating their general information.
However, note that only SoftwareOne can add new buyers to your account.
Account administrators can access the Buyers page by navigating to the main menu of the platform and selecting Settings > Buyers.
From the Buyers page, administrators can:
View a list of buyers mapped to your account. The list displays all buyers, including active, enabled, and disabled.
Update buyers to reflect any changes to their information, including the buyer logo and contact information.
Temporarily disable a buyer account and re-enable as needed.
Learn about sellers and how to access the Licensees page.
A licensee refers to an individual, organization, or legal entity that receives the license and has permission to use the product, as per the terms and conditions of the licensor or copyright holder.
In the context of SoftwareOne, a licensee may represent a specific person within your account or a department that receives the license.
When SoftwareOne sets up your account on the Marketplace Platform, it automatically creates licensees and links them to the buyers and sellers in your account.
The following are some of the key points about licensees:
An account can contain multiple licensees.
Each licensee can only be linked to one buyer and one seller.
Any modifications to the buyer's details are reflected automatically in the associated licensee's information.
Account administrators can access the Licensees page by navigating to the main menu of the platform and selecting Settings > Licensees.
From the Licensees page, administrators can:
Create new licensees and map licensees to buyers and sellers.
View all licensees and their associated details.
Update the licensee information.
Disable a license and re-enable, as needed.
Enable or disable buyers in the Marketplace Platform account.
Before enabling or disabling a buyer, note the following points:
When you disable a buyer, they can no longer make purchases.
Disabling a buyer makes the associated licensees unavailable for future transactions.
The Enable option is shown only if the buyer was previously disabled in the system.
Follow these steps to enable or disable a buyer:
Navigate to the Buyers page (Settings > Buyers).
Click the actions icon (•••) for the buyer and select Enable or Disable. Note that only one of these options is shown depending on the current state of the buyer.
Confirm that you want to change the status of the buyer.
A message is displayed stating that the operation is successful. You can view the updated status of the buyer in the Status column on the Buyer page.
State | Definition |
---|---|
Actions - Displays options that allow you to or if you have access to the Account Management module.
Active
The token has been authenticated in the account.
It will allow access to the endpoint.
Disabled
The token has been temporarily deactivated.
Any attempts to access the endpoint will return an error.
Deleted
The token has been permanently removed from the system.
This state is not visible to the client or vendor account users.
Learn about the fields and actions available on the Licensees page.
The Licensee page, located under Settings > Licensee, displays all licensees in your account.
For each licensee, you can view the following details:
Licensee - Displays the name and unique identifier of the licensee. The name can be the name of a user, a company name, or a department name.
Address - Displays the address of the licensee.
Contact person - Displays the contact associated with the licensee.
Buyer - Displays the buyer related to the licensee.
Seller - Displays the SoftwareOne entity facilitating the procurement of products and licenses.
Actions - Displays options that allow you to manage licensees. Depending on your permissions, you can update licensee information, and enable or disable a licensee.
The details page of a licensee displays additional information about the licensee. You can open the details page by clicking the licensee name.
When you open the details page of a licensee, it shows the licensee's name, marketplace ID, and status. It also shows the associated buyer and seller entities. The page also contains the following tabs:
General - Displays the licensee's mailing address and contact person details.
Details - Displays date and time information for the licensee, for example, the date and time when the licensee was created in the system and so on.
Update licensees in the account.
Before updating licensee details, note the following points:
You can only modify the licensee's general information, such as their name, external reference number, description, contact person, and address.
You cannot update the buyer or seller entities associated with the licensee.
Follow these steps to edit the details of a licensee:
Navigate to the Licensees page (Settings > Licensees).
Click the actions icon (•••) for the required licensee and select Edit. Alternatively, click the name of the licensee. When the details page of your selected licensee opens, click Edit.
In the General section, make changes as necessary. You can update the logo, licensee's name external reference, and description.
In the Contact Person section, update the contact information as necessary.
In the Address information section, update the address details.
Click Save. A message is displayed stating that the licensee information is updated.
Learn about the fields and actions available on the Groups page.
The Groups page, located under Settings > Groups, displays all groups in your account.
For each group, you can view the following information:
Group - Displays the name and ID of the group and indicates if the group is your default one.
Users - Displays the total number of users in the group.
The details page of a group displays specific information about the group. You can open the details page by clicking the group's name on the Groups page. When you open the details page, it shows the name and group status as Active and marketplace ID.
The details page is organized into the following tabs:
General - Displays the group's description.
Modules - Displays modules that are enabled for the group.
Users - Displays all users who are a part of this group.
Details - Displays the time stamps in relation to the group, for example, the date and time when the group was created.
Create new groups and add members to those groups.
Follow these steps to create a new group:
Navigate to the Groups page (Settings > Groups) and click Add. The Add group page opens.
In the General section, provide the following details and click Next.
Name - (Required) Provide a name for your group.
Description - (Optional) Describe your group.
In the Modules section, choose all the modules that your group members should have access to. Note that you must select at least one module. Click Next
In the Users section, choose the individuals you want to add to the group. Note that all user accounts that exist within your account are displayed in this section. Click Next.
In the Overview section, review the group details and click Add. The new group is created and the Summary section displays the details of the new group.
Click View details to open the details page of the group. Otherwise, click Close to close the page.
Update the details of an existing group.
Before editing a group, note the following points:
For default groups, you can only update the group's general information and add or remove members from the group.
You cannot change the modules that are enabled for the default group.
Follow these steps to edit a group:
Navigate to the Groups page (Settings > Groups).
Click the actions icon (•••) for the group to modify and select Edit. The Edit group page opens.
In the General section, update the group name and description as needed.
In the Modules section, select or clear the checkboxes to manage access to the platform. Note that this action updates the access for all users in the group.
In the Users section, use the checkboxes to add or remove users.
Click Save. A message is displayed stating that the group is updated.
Learn about the fields and actions available on the Sellers page.
The Sellers page, located under Settings > Sellers, displays all sellers that are mapped to your account.
For each seller, you can view the following information:
Seller - Displays the name and Marketplace ID of the SoftwareOne entity.
Address - Displays the address of the SoftwareOne entity.
Status - Displays the seller's status in the system. Possible values include:
Active - The seller is active and available for transactions in the Marketplace.
Disabled - The seller is not operational and cannot be used for transactions. However, you can still access any historical data related to the seller that's been disabled.
The details page of a seller displays additional information about the seller. You can open the details page by clicking the seller's name.
When you open the details page of a seller, it shows the seller's name, marketplace ID, and status.
The page also contains the following tabs:
General - Displays the seller's address.
Buyers - Displays all buyers linked to the seller in the context of an account, and their details such as name and address.
Currencies - Displays the list of currencies supported by the seller. SoftwareOne sellers can support transactions in multiple currencies.
Details - Displays the date and time information associated with the seller object.
Learn about users and how to access the Users page.
In the Marketplace Platform, a user is an individual who interacts with the Marketplace Platform through a unique username and password. Each user has a profile consisting of attributes and settings (such as email address, name, profile icon, and more).
The following are some of the key points about users:
Users can belong to one or more accounts, or none at all.
Users associated with an account have tailored access to modules and functionalities, depending on their permissions.
Users of multiple accounts can also switch between them without signing out of the platform.
Users who don't belong to an account have restricted capabilities. Such users can only sign in to the platform and adjust their profile settings. They cannot access any of the platform modules.
Account administrators can access the Users page by navigating to the main menu of the platform and selecting Settings > Users.
From the Users page, administrators can:
Invite new members to join the account.
View a list of users in the account and manage those users.
Remove a user from the account.
Copy a user's invitation link and share it with them directly.
Resend the invitation email.
Generate a new invitation link if the original link has expired.
Learn about the fields and actions available on the Users page.
The Users page, located under Settings > Users, displays all users in your account.
On this page, you can view the following user details:
User - Displays the user's name and their unique Marketplace identifier.
Email - Displays the email address used to create the account.
Joined - Displays the date when the user accepted the invite.
If the user accepts the invite and joins your account, the user's status is displayed.
Last login - Displays the date and time the user signed in to their account.
Group - Displays the group that the user belongs to. The total number of groups is displayed if the user belongs to multiple groups.
Actions - Displays options that allow you to edit or remove users from your account.
The details page of a user provides all information related to the user. You can open the details page by clicking the name of the user.
When you open the details page of a user, it shows the properties associated with the user's profile.
The page also contains the following tabs that display corresponding information:
User details - Displays general information of the user.
Groups - Displays the groups that the user is a part of.
Contact relations - Displays the buyers and licensees mapped to the user. Clicking the buyer or licensee name displays the details page of the selected entity.
Details - Displays the date and time information related to the user, for example, the date and time when they joined the account and so on.
Accept or decline the invitation to join the Marketplace Platform.
When you've been invited to the Marketplace Platform by the SoftwareOne Operations team or your account administrator, you'll receive an email. You can accept the invitation to join the account or decline it.
Follow these steps to accept the invitation:
Click the invitation link in your email. The following page is displayed:
Click Accept invitation. The registration page is displayed:
On the registration page, do the following:
Enter your first name and last name.
Enter a new password and then confirm that your new password matches the one you entered in the Password field. Passwords must be at least eight characters long, must contain at least one lowercase (a-z) and one uppercase letter (A-Z), a number, and a special character. When you enter a new password, our password validation checks whether your password meets the criteria.
Select I agree to the SoftwareOne Client Portal Terms of Use.
Click Accept invitation.
If single sign-on (SSO) is configured, you'll be automatically redirected to your provider to authenticate. Once you are authenticated, you'll only need to enter your First name and Last name.
Sign in to your account using your email address and password.
After signing in, you'll be redirected to the Home page. Depending on your groups and permissions (assigned by your administrator), you'll be able to access platform modules, view data, and complete your tasks.
Invitation link has expired?
You can decline an invitation if it was sent to you in error or if you choose not to join the account.
To decline, open the invitation link and click Decline invitation.
Add new members to your Marketplace Platform account.
As an account administrator, you can invite users to your account. You can also track the invitations you send and resend invitations. Invitations are valid for up to 7 days.
Before adding an individual to your account, note the following points:
Ensure you have the individual's first name, last name, and email address.
Verify that an account with the same email address doesn't already exist. If an email address already exists, the platform displays a message.
Make sure you've added the individual to the correct group.
Follow these steps to add a new member:
Navigate to the Users page (Settings > Users).
Click Add. The Add user page opens.
In the User details section, provide the following details and click Next:
First name - (Required) The first name of the individual associated with the account.
Last name - (Required) The last name of the individual associated with the account.
Email - (Required) The email address the individual will use to sign in to the account.
Country Code - (Optional) The country code associated with the individual's phone number.
Phone number - (Optional) The individual's phone number.
In the Groups section, select the groups to add the individual to and click Next. You must choose at least one group. If you have several groups, use Search to find the group.
In the Overview section, review the information and click Add.
After clicking Add, the Marketplace Platform sends an invitation email to the user. The email contains a link for them to click and join the account.
The user must accept the invitation within 7 days of receiving the invitation email. Otherwise, the invitation link will expire, and you'll need to regenerate it if you still want the person to join your account.
After the user accepts the invitation and creates their account, they can start using the Marketplace straightway, depending on the modules and features they can access.
Copy an API token.
Follow these steps to copy your token values:
Navigate to the API token page (Settings > API tokens).
Find the token to copy and click the token name. The details page of your selected token opens.
From the General tab, copy the values as needed.
To copy the endpoint, click the copy icon for the API endpoint.
To show the token value, click the eye icon. To hide the value, click the icon again.
To copy the token value, click the copy icon for the API token.
Delete a group if it's no longer needed.
Before deleting a group, note the following points:
Ensure you've removed all members from the group you want to delete. If the group contains members, the platform displays a message.
You cannot delete a default group because it's managed by the platform.
Follow these steps to delete an existing group:
Navigate to the Groups page (Settings > Groups).
Click the actions icon (•••) for the group to delete and select Delete.
Alternatively, click the group's name. When the details page of your selected group opens, click the down arrow next to Edit and click Delete.
Confirm that you want to delete the group. A message is displayed stating that the group is deleted.
Generate a new invitation, if the original one has expired.
If an invitation is not accepted within seven days from when it was sent, it expires. Account administrators can create a new invitation and send it to the individual.
Follow the steps in this topic only if the individual's original invitation has expired and they are receiving the following message:
Follow these steps to generate a new invitation:
Navigate to the Users page (Settings > Users).
Click the actions icon (•••) for the user to reinvite. Make sure that the Joined column displays the status as Invitation Expired.
Click Send new invitation.
A new invitation email is sent to the individual, and a confirmation message is displayed on the page.
Learn about sellers and how to access the Sellers page.
In the Marketplace Platform, a seller refers to a SoftwareOne legal entity that is responsible for procurement, order fulfillment, and billing.
Examples include SoftwareOne UK, SoftwareOne USA, and so on. Your account is linked to sellers by SoftwareOne at the time of your onboarding.
Account administrators can access the Sellers page by navigating to the main menu of the platform and selecting Settings > Sellers.
On the Sellers page, administrators can view all SoftwareOne sellers linked to the account.
Remove users from your account.
In certain situations, you might need to remove a person from your account. Only account administrators can remove users.
Before removing a user, note the following points:
Ensure that you've reviewed the user's permissions and assigned groups. This is necessary to prevent accidental removal.
Removing a user only removes them from the respective account. If the user is associated with several accounts in the platform, they'll still be able to access those accounts.
Follow these steps to remove an individual from your account:
Navigate to the Users page (Settings > Users) and find the user you want to remove.
Click the actions icon (•••) for the user and select Remove.
Click Remove to confirm the action.
A message is displayed stating that the user is removed.
After the user is removed, they'll receive an email stating that they've been removed from the account and the associated user groups.
Remember that if the user belongs to multiple accounts in the Marketplace Platform, they'll still have access to those accounts.
The Marketplace Platform supports various states (also known as status) for users in the system.
The following diagram shows the possible states and the transition between these states:
Note that the Marketplace Platform supports various account types, including vendor and client, so not all states might be visible to you.
State | Definition |
---|---|
Actions - Displays the options to or the group.
If the user hasn't accepted the invite, then only the invite status is displayed. For information on the other statuses, see .
For information on how to navigate the Marketplace Platform, see .
Invitation links are unique and they expire within 7 days of being issued. If your link has expired, your account administrator must create a new link. For more information, see .
We recommend checking your Spam or Junk folder. If you still haven't received the email, ask your administrator to resend the invite. To learn more, see .
Your account administrator will need to generate a new invitation. To learn more, see .
If the original link is still valid, you can resend the email invitation. For more information, see .
We recommend checking your Spam or Junk folder. If you still haven't received the email, ask your administrator to resend the invite. To learn more, see .
Removing a user doesn't delete them from the system. This allows you to reinvite them to your account. For more information, see .
State | Definition |
---|
Active
The licensee is active and can be used when making a transaction.
Enabled
The licensee has been set up in the system, but cannot be used for transactions.
Disabled
The licensee has been disabled and can no longer be used.
Deleted
The licensee has been deleted.
Invited | The user has been invited to join an account in the Marketplace Platform, but they have not accepted the invitation. This status remains in place until the invitation is accepted. |
Invitation Expired | The user's invitation has expired because they didn't accept the invitation within seven days from when it was sent. |
Active | The user can access the account and perform the required operations based on their permissions. |
Blocked | The user has been restricted from accessing the account. This could be due to terms and conditions violations, security concerns, or at the administrator's discretion. |
Disabled | The user has been removed from the account. They cannot perform any operation within the account. |
Deleted | The user no longer exists in the system. |
Learn about groups and how to access the Groups page.
A group represents a set of users who have the same roles and permissions. Groups are used to manage the permissions of multiple users at once, instead of at the individual user level.
In the Marketplace Platform, users can be part of different groups within the same account, such as the Administrator and Finance groups. They can also have roles in multiple accounts with varied permissions, for instance, being an Operations user in one account and an Administrator in another.
The following are some of the key points about groups:
Only account administrators can create new groups, edit group information, manage users within a group, and delete groups.
Users must belong to an account before an administrator can add them to a group. If the individual doesn't belong to an account, their access to platform features and modules is restricted.
Users can belong to several accounts and have different permissions in each account, based on the groups they are part of in each account.
Account administrators can access the Groups page by navigating to the main menu of the platform and selecting Settings > Groups.
From the Groups page, administrators can:
Create new groups and add members to those groups.
View all groups that exist for the account.
Edit a group's information.
Delete a group permanently if it's no longer needed.
Create new licensees and map those licensees to buyers and sellers.
Before creating a licensee, note the following points:
Ensure that your account contains buyers and sellers.
Ensure that you have the first name, last name, and email address of the licensee you want to add.
Follow these steps to create a new licensee:
Navigate to the Licensees page (Settings > Licensee).
Click Add. The Add licensee page opens.
In the General section, do the following and then click Next:
Name - (Required) Provide the licensee's name. This can be your company name, department name, or username.
External reference - (Optional) Provide a reference or identifier for the licensee.
Description - (Optional) Add a description for the licensee.
In the Buyers section, choose the legal entity for your transactions. Note that you can link a licensee to one buyer only. Click Next.
In the Sellers section, select the SoftwareOne entity that will facilitate transactions. Click Next.
In the Contact person section, choose if you want to assign a contact to the licensee. If assigning a contact person, you can select an existing user from the list or manually enter contact details. Click Next.
In the Address section, choose the address. You can use the same address as that of the buyer, or provide a new address. Click Next.
In the Overview section, review the details and click Add.
The new licensee is created and the Summary section displays the details of your newly created licensee.
From this section, you can return to the Licensee page by clicking Close, or open the details page of the licensee by clicking View Details.
Copy the invitation link to your clipboard.
To share an invitation link directly with a user, you can copy it in two ways: from the main Users page or the user's details page.
Follow these steps to copy the invitation link:
Navigate to the Users page (Settings > Users) and find the required user.
Click the actions icon (•••) for the user and then click Copy invitation link.
Alternatively, click the user's name. When the details page opens, click the down arrow next to Edit and select Copy invitation link.
The link is copied to your clipboard and a confirmation message is displayed.
Edit a user's group membership.
In certain situations, you might need to update a user's group membership. For example, you may need to remove them from a group and add them to a new group.
Before editing a user, note the following points:
You can only update groups that the user belongs to. You cannot edit any other information.
If a user's general information (such as name, email address, or contact details) needs updating, the person must update the details themselves through My Profile. To learn more, see Manage profile.
Follow these steps to update the groups assigned to a user:
Navigate to the Users page (Settings > Users) and find the required user.
Click the actions icon (•••) for the user and select Edit. The Edit user page displays.
In the Groups section, make changes as necessary:
To assign a group to the user, select the checkbox.
To remove the user from a group, clear the checkbox for that group.
Click Save. Your changes are applied immediately.
Reinvite a user to your account.
Follow the steps in this topic only if you want to resend a previously generated invitation. For example, if the person didn't receive the original invitation.
Follow these steps to send the previously generated invitation again:
Navigate to the Users page (Settings > Users) and find the user you want to reinvite.
Click the actions icon (•••) for the user.
To resend the invitation email, click Resend invitation link. A message is displayed when your invitation is sent successfully.
To copy the invitation link to your clipboard and share it directly with the individual, click Copy invitation link.
When you invite the individual again, the expiration time for their invitation is reset to seven days.