User management

Users can be added either by OpusCapita project team, support or your company administrator. If you have not received your credentials, contact the administrator. 

If you have forgotten your password, you can change it (see Change your forgotten password). The administrator can also reset your password (see Reset your password) whenever necessary, in which case you will receive a temporary password in your email. 

If your company is using the BNP via single sign-on (SSO), the user credentials and passwords are managed in your own company’s IT/user management application. 

User list view

On the User list page, customer-admin can search, export, add and edit all of the company’s user data. As an administrator you can reset passwords, disable users and also delete users if the registration is not yet finalized. In case the created user has not received the confirmation email, you can also send them a new confirmation email from the system. 

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Search users

You can use one or more search criteria to easily find the desired user. After you have defined the criteria, click Search. Only the users matching your search criteria are shown until you click Reset. Search results can be exported as csv. file. 

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In addition to searching users by name or email address / userID, you can also find users by role or to which company the user has rights to. See below description of the additional search fields: 

• Business partner name: the company name that the user belongs to. Company must be selected from the list. 

• Business partner ID:  OpusCapita ID for the company. You can also type part of the id. 

• Department: You can find all users working in the same Department 

• Status: User account status, e.g. users who have not yet finalized the registration, are with status Email verification. 

• Roles: Find users who have a specific role in the OC applications 

• Role tenant: Find users how have company access with specific role (above field).  

Export users

You can export the search result to a csv. file by clicking the Export button.

The export file will contain the same columns as in the search result table and it will include all table pages. In addition, the file contains a creation date and last modification date.  

Add users

You can create new users if you have customer-admin or supplier-admin role. 

Add a user as follows:  

1.Click Company, and select Users. The User list page opens. 

2. Click Create User.  The new user template opens. The fields marked with an asterisk are required information. 

3. From the Role drop-down menu, select the desired role. The role defines actions allowed for the user.  

• With the Customer-admin role, you can create customer users, change some of the configurations for the customer role users and assign rights or remove them accordingly. 

• With the Customer role, you can use the Business Network platform with the rights and roles given to that user by Customer-admin.  

4. In the Email field, enter user’s email address.  

5. In the First name field, enter user’s first name(s).  

6. In the Last name field, enter user’s last name.  

7. From the Language drop-down menu, select the desired language. You can filter the options by starting to type the name of the language in the field. 

Note that the application is available in English, German, Swedish, Finnish, French, Italian, Polish, Spanish, Portuguese and Czech.

8. Enter other necessary data, such as the user’s Timezone. By default BNP displays timestamps in Central Europen Timezone (CET).

9. Click Create. The user has now been added into the system. If you want, you can add more roles for the user.  Continue to User roles and company rights.

When a user has been created, they will receive an invitation email with a link that they need to click to verify their user credentials to Business Network Portal.  

Before the user has verified their credentials, the user is shown in BNP in a status “email verification”. When the verification of credentials has been done, the status will be moved to “email verified”.  

User roles and company rights

After user is created, you can add additional roles for the user. User roles are necessary to grant access to applications in the Business Network Portal or IPA products.  

Add roles as follows:  

1. Click Company and select Users. The User list page opens. 

2. For the desired user, click Edit. The Edit profile page opens. 

3. Select Roles. You can find role options from below Business Network roles and IPA roles table.

4. Select the user for whom you want to add a role. 

5. From the Select role drop-down menu, select the role you want to add.  

6. Click Add. The role has now been added for the user. 

Please note, that in some cases the options in the Select role dropdown list depends on the roles that you have as an administrator. So, you must have e.g. Track role if you want to assign it to other users. 

Give company rights to roles (Assign tenant assignment)

The customer administrator can select the company entities the roles and therefore the users with those roles have access to.  

NOTE that tenants will be needed to be chosen for each role that the user has been given, separately.  

 Assign tenants to roles as follows:  

1. Click Company, and select Users. The User list page opens. 

2. For the desired user, click Edit. The Edit profile page opens. 

3. Select Roles.  

4. For the desired role, click Tenants. The Assign tenants to roles window opens

5. Search and select the desired company groups or companies. Please use the up/down arrow buttons next to the company name to expand the company hierarchy. 

6. Click Save. 

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Edit user data and change log

Edit user data for a user as follows:  

1. Click Company, and select Users. The User list page opens. 

2. For the desired user, click Edit.  

3. The Edit profile page opens.  

   1. Edit the data as necessary. 

   2. Click Save.  

   Profile and Roles tabs include a change log, showing all changes made to the user profile or roles. This can be accessed by clicking the View change log button. 

The change log table contains information about changed value and action. For example, if a role was added, deleted or updated. If a new company right has been given to a role, the company business partner id is displayed in the Tenants column. 

For security and audit reasons, the change log table cannot be edited. 

Disable or delete users

You can only delete users from Business Network Portal, unless the user status is email verification, meaning that the user has not completed its registration. You can disable users with any status. 

Note: Customer-admin and supplier-admin can disable only users who have roles that they can manage. If the user has a role that the customer- or supplier-admin can not manage, it will not be possible to disable. In such case the disabling must be done by OC admin or the non-managed role must be deleted first by the OC Admin.

The user is disabled. The Disable button turns into Enable, which you can click, if you want to undo the disabling. 

Disable a user as follows:  

1. Click Company, and select Users. The User list page opens. 

2. For the desired user, click the arrow button next to Edit and Disable.  

3. The user is disabled. The Disable button turns into Enable, which you can click, if you want to undo the disabling. 

Reset and change password

As an administrator, you can reset passwords for users whenever necessary. After you select to reset a password, the user will receive a temporary password which is valid for 24 hours. If the user has issues receiving the email notification, pls. check the SPAM or trash-folder.  

Reset a password as follows:  

1. Click Company, and select Users. The User list page opens. By default, users are sorted by the user ID. By clicking the desired column header, you can sort by that column.  

2. For the desired user, click Edit and Reset password.  

The instructions for setting a new password are sent to the email address that is set to the user´s profile – the user needs to reset their password during the next 24 hours.  

Change your forgotten password

Change your forgotten password as follows:  

1. On the Login page, click Forgot Password. 

3. The Request Password page opens.  

   1. In the Email field, enter your email address.  

   2. Click Submit. The Password sent page opens, informing you that a temporary password has been sent to your email. Note that the temporary password is valid for 24 hours. 

4. Go to the login page https://businessnetwork.opuscapita.com/  

5. Type in your user Email address 

6. In the Password field, enter the temporary password. 

7. Click Sign-in. The Change your password page opens.  

8. In the New password field, enter your desired new password. The password must meet the following requirements:  

• At least 8 characters long 

• At least one special character 

• At least one lowercase and one capital letter 

• At least one number 

8. In the Retype Password field, enter the same password again.  

9. Click Submit. Your password has now been changed, and you can use it for logging in.

IPA Roles

Following user roles grant accesses and rights in Invoice Automation (IPA) application.