Administration Panel

 This topic includes sections that are noted as only relevant in certain configurations:

Hosted installations; On-premises installations; CSM authentication; CAM authentication

Use the Administration panel to set up and manage access profiles. You can use access profiles to make orders and contracts accessible to certain users or groups, and you can apply different access profiles to different orders and contracts to control who can view and edit them.

Who Can View the Administration Panel?

  • Systems using CAM authentication: The Administration panel is only visible if Purchasing user policies are enabled and the user is a full administrator or a Purchasing administrator.
  • Systems using CSM authentication: The Administration panel is only visible if the user belongs to a CSM security group with rights to administer Purchasing. If you plan to use CSM authentication, see How to Set Up CSM Security Groups, Teams, and Users for procedures to complete in Cherwell Service Management before proceeding.

Layout of the Administration Panel

This panel contains these sections:

  • A list of categories in the left pane
  • A toolbar at the top of the right pane
  • A right pane that changes according to your selection in the left pane and "remembers" where you were last in your browser session

This topic describes each part of the panel based on your selection in the left pane.

When Information Is Selected in the Left Pane

You won't see a toolbar in the right pane. The right pane provides an overview of how access profiles work.

When Access Profiles Is Selected in the Left Pane

A toolbar and list of access profiles are shown in the right pane.

Access Profiles Toolbar

When Access Profiles is selected, these buttons are available:

  • Add Access Profile: Select to create a new access profile. (Systems using CAM authentication only.)
  • Refresh: Select to refresh the contents of the right pane.

Although it's not a toolbar button, a "click here" hyperlink is shown above the list of access profiles. Selecting it launches the process for synchronizing CSM user and team data for use with Purchasing.  

Access Profiles Right Pane

The right pane shows a list of current access profiles. For systems using CAM authentication, you can add, edit, and delete access profiles here.

For systems using CSM authentication, the right pane shows a list of current access profiles and CSM teams. You can edit access profiles here, but only to include email addresses to send reminder email alerts for orders related to this access profile. To create or delete access profiles, or to modify the list of access profile users, use the CSM teams feature in Cherwell Service Management.

The following columns are shown:

  • An untitled column that includes Edit hyperlinks for each listed access profile.
  • Name of the access profile or CSM team, depending on the type of authentication used.
  • Description, if provided. The default access profile's description is either Universal CAM profile or Universal CSM profile.
  • References: The number of orders and contracts where the access profile is applied.
  • Type: Where the access profile was created:
    • CAM indicates that it was created within Purchasing.
    • CSM indicates that it was created within Cherwell Service Management as a CSM user team.
  • : Whether email addresses are set up for this access profile so alerts are sent when your maintenance, lease items, or contracts are due for renewal, and for lease buyout notifications. You can set up email reminder alerts in the Preferences panel, or here in the Administration panel by selecting an access profile's Edit hyperlink.

Since access profiles are always enabled with CSM authentication, you need to configure email addresses here in the Administration panel by selecting the access profile and editing it.

  • Authorized Users: Information on users authorized for that access profile:
    • CAM authenication: User names of authorized users.
    • CSM authentication: Since you add, edit, and delete users in Cherwell Service Management, this column reads "Managed by CSM."
  • An untitled column that includes Delete hyperlinks for each listed access profile.

You can select a column name to sort items within it.

When Migrate Access Profiles Is Selected in the Left Pane

This item is available only when you have existing access profiles that are not valid for your current authentication method, and it provides a means for migrating those access profiles to the current method so that you can apply them to orders and contracts.

When shown, this section includes a toolbar and list of access profiles in the right pane.

Migrate Access Profiles Toolbar

When Access Profiles is selected, this button is available:

  • Refresh: Select to refresh the contents of the right pane.
    Select this button to refresh the list of access profiles that need migrating if you closed the Synchronize Access Profiles with CSM teams dialog box before the synchronization process finished.

Although it's not a toolbar button, a "click here" hyperlink is shown above the list of access profiles. Selecting it launches the process for synchronizing CSM user and team data for use with Purchasing.   

Migrate Access Profiles Right Pane

This section lists any access profiles that are not valid for your current authentication method and similar information is shown as for access profiles, above:

  • An untitled column that includes Migrate hyperlinks for each listed access profile.
  • Name of the CAM access profile or deleted CSM team.
  • Description, if provided.
  • References: The number of orders and contracts where the access profile is applied.
  • Type: Where the access profile was created:
    • CAM indicates that it was created within Purchasing.
    • CSM indicates that it was created within Cherwell Service Management as a CSM user team.
  • : Whether email addresses are set up for this access profile.
  • Authorized Users: Information on users authorized for that access profile:
    • User names of authorized users in CAM.
    • Since you add, edit, and delete users in this column reads Managed by CSM.

You can select a column name to sort items within it.

When Order Administration Is Selected in the Left Pane

A toolbar and a list of all orders that have the selected (in the list box at the top) access profiles applied to them are shown in the right pane.

Order Administration Toolbar

When Order Administration is selected, these buttons are available:

  • Show orders with Access Profile <(Select)>: Select to see a list of all orders that have the selected access profiles applied to them.
  • Change selected orders: Select to change which access profiles are applied to selected orders.
  • Refresh: Select to refresh the contents of the right pane.

Order Administration Right Pane

This section shows the orders that have the selected access profile list applied to them.

You can do the following here:

When Contract Administration Is Selected in the Left Pane

A toolbar and a list of all contracts that have the access profiles selected in the list box at the top applied to them are shown in the right pane.

Contract Administration Toolbar

When Contract Administration is selected, these buttons are available:

  • Show contracts with Access Profile <(Select)>: Select to see a list of all contracts that have the selected access profiles applied to them.
  • Change selected contracts: Select to change which access profiles are applied to selected contracts.
  • Refresh: Select to refresh the contents of the right pane.

Contract Administration Right Pane

This section shows the orders that have the selected access profile list applied to them.

You can do the following here: