Presets

Procurement can create and utilise presets to manage which users a buyer permission, punchout mapping or other rule will apply to.

A preset can be configured by selecting specific users/user groups, specific regions, or through any custom fields that are specified in the punchout settings during the punchout setup e.g. a site or company code.

The appropriate preset can then selected in the Apply to field when configuring a buyer permission, punchout mapping or other rule.

All current presets can be viewed on the Presets page under Settings. From here, presets can be searched for, managed and created.

To create a new preset from the Presets page under Settings:

1. Click + New preset

2. Give the preset an appropriate name for internal reference and ease of management

3. Specify which users to include in the preset by selecting an option in Users and Regions:

   • All users
   • Include specific users/groups
   • Exclude specific users/groups (includes all other users)
   • Include users in specific regions (based on punchout address)
   • Exclude users in specific regions (based on punchout address - includes all other users)

4. If including/excluding regions:

   • Resize and move the rectangle on the map to select geographic regions
   • Search for and select an address/location to center the map on an area
   • Click "Add Region" to add each desired area to the selected regions list
   • Specify multiple regions as needed
   • Remove regions with the trash icon

5. Add any Custom Fields included in the punchout setup to further specify users (more details here):

   • Enter the name of the field from the punchout setup settings
   • Enter the specific value for the field
   • Add further fields with the same name or otherwise by selecting + Add custom field

6. Review and click Save in the top-right to create the rule

   

If a specific rule such as a buyer permissions needs to be applied to all users of a specific company department/site/entity and this information is included in the punchout settings as an extrinsic field called Department, then a preset can be created with the following:

1. Select All Users in the Users and Regions section
2. Add a custom field with Department as the Name and the appropriate value for the required department/site/entity as the Value e.g. 1234.

If rules such as buyer permissions regularly need to apply to the same group of company departments/sites/entities and this information is included in the punchout settings as an extrinsic field called Department, then a preset can be created with the following:

1. Select All Users in the Users and Regions section
2. Add a custom field with Department as the Name and the appropriate value for one of the required departments/sites/entities as the Value e.g. 1234.
3. Add further custom fields corresponding to the other departments/sites/entities in the group

If a specific rule such as a buyer permissions needs to be applied to specific users then a preset can be created just by selecting the appropriate users in the Users and Regions section, e.g. by including users/user groups.

Some users may have access to create punchouts for multiple departments. If a specific rule such as a buyer permissions needs to be applied to specific users and for a specific company department/site/entity, and this information is included in the punchout settings as an extrinsic field called Department, then a preset can be created with the following:

1. Select the appropriate users in the Users and Regions section, e.g. by including users.
2. Add a custom field with Department as the Name and the appropriate value for the required department/site/entity as the Value e.g. 1234.

If a specific rule such as a buyer permissions needs to be applied to all users of a specific punchout delivery address/location, then a preset can be created with the following:

1. Select Include Regions and search for the delivery address in the Users and Regions section (reduce the size of the rectangle if it includes any other unintended punchout delivery addresses)
2. Select Add Region

To apply the preset to multiple delivery addresses/locations, the rectangle can be increased in size to include multiple, or multiple different regions can be added.

Once created, presets can be edited or deleted from the Presets page.

To manage existing presets on the Presets page:

• Click Edit in a row menu dropdown or click on the table row itself to modify a preset
• Click Delete in a row menu dropdown to permanently delete a preset
• Click + New preset to create additional presets

:::warning If a preset is deleted that is being used in any rules such as buyer permissions, then those rules will also be deleted. A warning will be presented with the affected rules along with the options to confirm or cancel. :::

Presets can also be managed from within the editing of a buyer permission, punchout mapping or other rule by selecting Manage presets next to the Apply to field. This will open a slightly condensed verison of the Presets page directly in the dialog box.

To manage presets from the Manage Presets dialog box:

• Click the Edit icon in a row to modify a preset
• Click the Delete icon in a row to permanently delete a preset
• Click + Preset to create additional presets

It is important to consider how different rule types behave when applying a preset to them. For example, punchout mappings will enable the preset users to see that supplier's products in the shop (assuming no buyer permissions). In contrast, buyer permissions work on a restriction basis, meaning that they prevent products from being viewed or purchased for the preset users.

When editing a rule such as a buyer permission or punchout mapping, the Apply to field is where a preset can be searched for and selected. The rule will then apply to the users of that preset e.g. all users of a particular company department/site/entity.