SRM ADMINISTRATOR MANAGEMENT (*)
From this operation the users of the application are managed according to roles:
- Functional area administrators
- Center administrator
- Contractor administrator
1. Main operations
1.1. Create new user
User creation is common to all three types of roles. Once you have selected the role in which you want to create a user, you must click ‘Add’ user.
A window will be displayed to enter the user data. Firstly, you must enter the access e-mail. If the e-mail already exists in the application, when moving to the next field, the rest of the fields will be completed with the data stored in the application. When the required fields (marked in yellow) have been completed, select ‘Next’.
Depending on the role on which it is being created, the next step will be different and will be explained in the following sections.
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Add. Allows you to add a new user. |
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Add administrators massively. It allows adding several users in the same operation. |
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Next. Allows to go to the next step. |
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Back. Allows you to return to the previous page. |
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Edit. Allows you to select the user to edit it. |
1.2. Delete user
User deletion is common for all three types of roles. Select the ROLE to which the user to be deleted belongs, select the user from the ‘Edit’ icon and press the ‘Delete user’ button.
It must be taken into account that in the list of users in any of the roles there are as many lines as companies they manage (in the case of contractor administrators), work centers have access (in case of center administrators) or functional areas (in case of functional area administrators). If a user is deleted, all the lines of that user will be deleted, not just the selected one. If you just want to delete one line, the user must be edited.
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Back. Allows you to return to the previous page. |
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Save. Allows you to save the changes. |
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Delete. Allows you to delete the user. |
1.3. Edit user
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Edit. Allows you to select the user to edit it. |
User editing is common for all three types of roles.
Select the ROLE to which the user you want to edit belongs and select the user from the Edit icon.
The edition only allows the data of the user’s role, never the user’s own data, since these can be modified by the user. The access data (access e-mail) cannot be modified.
1.4. Add administrators massively
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Add administrators massively. |
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Download. Allows to download the template. |
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Import. Allows you to import the document with the data you want to upload to tdoc. |
The creation of administrators massively is common to all three types of roles. Once you have selected the role in which you want to create several users, you must press the Add administrators massively button.
A new screen appears, where you can download the template. To work it correctly it is necessary to fill it out and attach it again.
It appears a new screen to confirm the data that it is going to be created. In case of an error in the name of the company, it can be modified. Click Save to finish the process.
1.5. Export to Excel
Exporting to Excel is common for the three types of roles. Once you have selected the role you want and clicking on Export Excel 
, the application generates an Excel with the information of all the corresponding users.
1.6. Functional area administrators
It is displayed the list of users with this role and the functional areas to which they have access.
Not only in the creation, but also in the edition of the functional area administrators, it must be indicated to which areas the administrator will have access.
1.6.1. Clarifications regarding to the different options for the functional area role
Depending on the permissions that each user has, they are allowed to carry out more or less functionalities in tdoc in all the functional areas to which they have access. Each permission are independent of each other. What tdoc allows or does not allow will depend on the combination of the different permissions (marked with * throughout the manuals).
| Not only reading (Writing)
Without internal supervision permission
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* Allows extraordinary review | * Allows flow validation |
| *Allows uploading documents with final validation.
*Allows you to review documentation with final validation. *Allows you to create contractors and subcontractors |
Yes | Yes |
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Not only reading (Writing)
Internal supervision permission
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* Allows extraordinary review | * Allows flow validation |
| *Allows you to upload documentation as Internally Monitored By “…”
*Allows internal preview as Internally Monitored by “…” *Allows you to create contractors and subcontractors |
No | No |
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Only reading
Internal supervision permission
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* Allows extraordinary review | * Allows flow validation |
| *Allows an internal preview as Internally Monitored by “…”
*Main contractors registration request |
No | No |
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Only reading
Without internal supervision permission
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* Forbids extraordinary review | * Allows flow validation |
| * Allows to see everything, but not to make any modification. | No | No |
–
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WRITING. It allows:
– Register new contractor managers – View the configuration, but do not modify it – From work centers: – It allows you to create new tasks for a contract. – Change the type of coordination / type of company. – From any task. – Allows you to attach documentation. – Edit tasks. |
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It allows you to see everything, but not to make any modification. |
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NO Internal supervision permission (This permission, whether you have it or not, affects all areas together).
– Allows you to modify the status of any requirement (without going through the documentation filter) – Allows uploading documentation (without going through the documentation filter) – Compatible with flow validation |
Incompatible with flow validation |
Internal supervision permission (For all areas or none)
– It allows to modify the status of any requirement, but it goes to “Internally validated by (user)” Afterwards, it goes through the Documentation filter for definitive validation. – Allows uploading documentation, but it goes to “Internally validated by (user)”. Afterwards, it goes through the Documentation filter for definitive validation. |
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Limitation to a contractor and its subcontractors
It allows this limitation for some functional areas and not for others. In order to appear as a company to be managed, you must edit the tasks and check the Manage check box. |
Incompatible with the internal supervision permission |
Allows validating requirements pending of validation, defined by flow validation. |
1.7. Centers administrators
It is displayed the list of users with this role and the functional areas to which they have access.
Not only in the creation but also editing the center administrators, it must be indicated to which work centers the administrator will have access.
1.7.1. Clarifications regarding to the differents options for the work center role
Depending on the permissions that each user has, they are allowed to use Tdoc for some functionalities or others in all the centers to which they have access. Permissions are independent from each other. What tdoc does or does not allow, will depend on the combination of the different permissions (marked with * throughout the manuals).
| Not only reading (Writing)
Without internal supervision permission
|
* Allows extraordinary review | * Allows flow validation |
| *Allows uploading documents with final validation.
*Allows you to review documentation with final validation. *Allows you to create contractors and subcontractors |
Yes | Yes |
|
Not only reading (Writing)
Internal supervision permission
|
* Allows extraordinary review | * Allows flow validation |
| *Allows you to upload documentation as Internally Monitored By “…”
*Allows internal preview as Internally Monitored by “…” *Allows you to create contractors and subcontractors |
No | No |
|
Only reading
Internal supervision permission
|
* Allows extraordinary review | * Allows flow validation |
| *Allows an internal preview as Internally Monitored by “…”
*Main contractors registration request |
No | No |
|
Only reading
Without internal supervision permission
|
* Forbids extraordinary review | * Allows flow validation |
| * Allows to see everything, but not to make any modification. | No | No |
–
|
WRITING. It allows:
– Register new contractor managers – View the configuration, but do not modify it – From work centers: – It allows you to create new tasks for a contract. – Change the type of coordination / type of company. – From any task. – Allows you to attach documentation. – Edit tasks. |
|
It allows you to see everything, but not to make any modification. |
|
NO Internal supervision permission (This permission, whether you have it or not, affects all areas together).
– Allows you to modify the status of any requirement (without going through the documentation filter) – Allows uploading documentation (without going through the documentation filter) – Compatible with flow validation |
|
Incompatible with flow validation |
Internal supervision permission (For all areas or none)
– It allows to modify the status of any requirement, but it goes to “Internally validated by (user)” Afterwards, it goes through the Documentation filter for definitive validation. – Allows uploading documentation, but it goes to “Internally validated by (user)”. Afterwards, it goes through the Documentation filter for definitive validation. |
|
Limitation to a contractor and its subcontractors
It allows this limitation for some functional areas and not for others. In order to appear as a company to be managed, you must edit the tasks and check the Manage check box. |
|
Incompatible with the internal supervision permission |
Allows validating requirements pending of validation, defined by flow validation. |
1.8. Contractor administrators
It is displayed the list of users with this role and the functional areas to which they have access.
Not only in the creation but also editing of the work center administrators, it must be indicated to which work centers the manager will have access.
* Some clients have the option to omit RGPD. This option prevents the contractor administrator from having to upload the RGPD document for full use of the application.
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Allows you to add user individually. |
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Advance to the next step of the operation. |
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Allows you to select the user to edit it. |
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Allows Adding several administrators in a single operation. |
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Allows you to export the list to an Excel file. |
* Manager
The manager functionality consists of a nightly automatic process for sending notifications. Every night, it will check if new mandatory documents have been uploaded or if it has been uploaded new revisions of existing mandatory documents.
Notifications will be sent to contractor administrators whose company is in a center affected by the new document. If the document has been configured to apply to all, the notice will be sent to all contractor administrators. If the document has been configured so that it only applies to some work centers, it will be sent to the contractor administrators who are registered in those centers.
Contractor administrators can be marked as “Manager” so that they will only receive these notifications, in addition to the first email of registration in the application. They will not receive the rest of the automatic communications from tdoc.
Notifications will be weekly. If during the week it has been uploaded several new documents or revisions, it will only send an email to the users, attaching as many documents as apply to each user.
An example of email received:
