Presets

Using the Presets feature of the procurement platform.

Summary​

Presets are reusable configuration templates that define which users rules apply to. They can be configured using specific users/groups, regions, or custom fields from punchout settings.

Presets are selected in the Apply to field when configuring buyer permissions, punchout details, or category supplier configs. All presets can be managed on the Presets page under Settings.

Creating Presets​

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

• Click + New preset
• Give the preset an appropriate name for internal reference and ease of management

• 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 delivery address)
  • Exclude users in specific regions (based on delivery address - includes all other users)

Configuring Regions​

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
  
  

Adding Custom Fields​

Add any Custom Fields included in the punchout setup to further specify users:

• 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

  

• Review and click Save in the top-right to create the preset

Common Examples​

All Users of a Department​

To apply rules to all users of a specific company department/site/entity (using extrinsic field Department).

• Select All Users in the Users and Regions section
• Add a custom field with Department as the Name and the appropriate value (e.g. 1234) as the Value

All Users of Several Departments​

To apply rules to multiple company departments/sites/entities (using extrinsic field Department).

• Select All Users in the Users and Regions section
• Add custom fields with Department as the Name and appropriate values for each department (e.g. 1234, 5678)

Specific Users​

To apply rules to specific users:

• Select the appropriate users in the Users and Regions section (e.g. by including users/user groups)

Specific Users of a Department​

To apply rules to specific users for a specific department/site/entity (using extrinsic field Department).

• Select the appropriate users in the Users and Regions section
• Add a custom field with Department as the Name and the appropriate value (e.g. 1234) as the Value

All Users of Specific Delivery Addresses/Locations​

To apply rules to all users of specific punchout delivery addresses/locations:

• Select Include Regions and search for the delivery address in the Users and Regions section
• Adjust the rectangle size to include only intended addresses
• Select Add Region

To include multiple delivery addresses/locations, increase the rectangle size or add multiple different regions.

Managing Presets​

Managing Presets from the Presets Page​

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

Managing Presets from Dialog Box​

Presets can also be managed from within the editing of a buyer permission, punchout detail, or category supplier config by selecting Manage presets next to the Apply to field.

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

Applying Presets​

When editing a buyer permission, punchout detail, or category supplier config, the Apply to field is where a preset can be searched for and selected. The rule will then apply to the users defined in that preset.

Different rule types behave differently:

• Buyer permissions: Restrict access for preset users
• Punchout details: Enable preset users to see supplier products
• Category supplier configs: Control supplier visibility for preset users

Interactive Tutorial​

Learn how to create and manage presets effectively to streamline user access control and permission management.