Purpose: This guide explains how user accounts are created in ESM Purchase™ — through the standard automated Banner/SFTP process or, in extenuating circumstances, manually — so System Administrators know which process applies and what to do when manual creation is required.
Before you begin:
1) You are logged into ESM Purchase™ ESM Consumer Role™ (see How to Log Into ESM).
2) Your account has System Administrator (Organization) permissions in both ESM Purchase™ and ESM Consumer Role™.
3) You know whether your institution's Banner/SFTP integration is active, and its nightly load schedule.
How Users Are Provisioned
ESM Purchase™ supports two paths for creating a user account. The automated path is the standard process for all new hires and user changes. The manual path is reserved for extenuating circumstances only.
| Method | When It Applies | What Happens |
|---|---|---|
| Automated (Banner/SFTP) | Standard process for all new hires and user changes. | New users and user changes are pulled from Banner and sent to ESM using the SFTP server. Files load overnight into ESM Purchase™. A back-end process then provisions the user in ESM Consumer Role™ based on the privileges assigned in ESM Purchase™. |
| Manual | Extenuating circumstances only — e.g., access is needed before the next nightly load. | The user is added directly in ESM Purchase™, then separately invited to ESM Consumer Role™. Both steps are required, in order. |
Steps — Manual Provisioning (Extenuating Circumstances)
1. Confirm this is an exception. The nightly Banner/SFTP load is the standard path — use manual creation only when a user needs access before the next load runs.
2. Add the user's record in ESM Purchase™ using General Settings or Import Management, and confirm the required Purchase™ privileges are saved (see Managing Users & Permissions).
3. Once the ESM Purchase™ record exists, select Organization from the left-hand navigation menu in ESM Consumer Role™, then select Invite User.
4. Enter the user's First Name, Last Name, Email Address, and Role(s), then select Invite. Use the table below to determine which System Role(s) to assign.
5. Confirm the user receives the invitation email and can log in with the correct roles assigned.
Role Assignment Reference
| System Role | Assign To |
|---|---|
| Administrator | System Administrators. |
| Approver | Any user who approves transactions. |
| Consumer | Requesters, and any Approver who will also need to enter (submit) transactions themselves. |
| Note: The ESM Purchase™ record must be created first. Inviting a user in ESM Consumer Role™ before the ESM Purchase™ record exists will not grant the correct Purchase™-side privileges. |
| CAUTION Watch out for: Manually created users are not part of the nightly Banner/SFTP load. Confirm with your ESM Solution Consultant how this record should be reconciled if the same user is later added through Banner. |
| NOTE ✓ You're done when: The user has a record in ESM Purchase™ with the correct privileges and has been invited to ESM Consumer Role™ with the correct role(s) assigned. |
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