Bonfire offers a variety of user roles to allow you to control which users have visibility and/or control over which aspects of the platform.
In general, User Roles are broken up across all major platform components (Intake, Projects, File Library, Contracts, Vendors, Insights). Each of the components come with user roles designed specifically for the functionality of the component.
Furthermore, each Bonfire portal is composed of an Organization, which is then broken down to Departments. Departments are used in Bonfire to further segment users and allow the organization more control over who has access over which projects, contracts, etc.
Certain user roles are scoped to the Organization - meaning they are Department-agnostic. These roles span all Departments and enable visibility over all Departments. Other roles are Department-specific, meaning that a user belonging to a certain department will only have visibility/control in that department. Lastly, representing the narrowest scope, are project/contract-scoped roles. These roles provide the user with visibility/control only over the project/contract they were assigned to.
Types of Roles:
Organization-Wide Roles
Organization Administrator
Organization Administrator is the highest user level. An ‘Org Admin’ role grants unrestricted access to all aspects of the platform (intake, projects, file library, contracts, vendors). Organization Admins can also customize aspects of the account such as Vendor Registration Fields, Contract Fields, and other organization-wide settings.
System Administrator
A System Administrator or 'Sys Admin' has access to the Manage tab only. They can create, enable/disable users and add/remove internal organization members to the portal (see How do I change User Roles?), however, they do not have access to view or edit anything else on the Portal.
Organization Observer
An Organization Observer is given unrestricted read-only access to all aspects of the platform (projects, contracts, vendors) at the organization (Same view as the Organization Administrator).
Insights - Organization Observer
An Insights Organization Observer is given access to the Insights module only. Only a System Administrator has access to grant this role.
Organization Members
These roles can be added to a Project through the People section on the Project Details page.
Reviewer
An Organization Member can be invited to be a Reviewer (or evaluator) on projects. Reviewers are users that can only view and score projects that they have been explicitly invited to. They cannot view projects that they haven’t been invited to, view other people’s scores, create new projects, or edit a project itself.
Project Observer
Please see role description under Projects (below).
Project Editor (Project Drafts Only)
Please see role description under Projects (below).
Project Advisor
An Organization Member can also be an Advisor on a project. Advisors are users that can only view projects (and the accompanying proposals) that they have been invited to. Furthermore, Advisors can be mapped to specific Evaluation Groups, limiting the Advisor to being able to view only the specified documents or criteria. They cannot score, edit, or otherwise do anything with the project; they are merely observers who can view project details, and can be given access to vendor submissions.
Contract Reviewer
An Organization member can be invited to a Contract or Contracts. Contract reviewers can be granted permission to either have full control or only view the contract(s). This can be done by going to the Contract Details page and inviting a User under the People section.
Projects
Projects represent sourcing projects which are created to acquire goods and services. Awarded vendors are derived from this process.
There are a few roles that reside under the Project component, with each role representing a different set of access rights.
Projects - Organization Manager
Projects Organization Managers have unrestricted access to all projects and submissions across all departments in the Organization and can create projects and assign them to Project Managers, Agents or themselves. They can view and edit all projects in the Organization. Managers can also see the progress of each project evaluation in all departments.
Projects - Organization Observer
This role allows the user unrestricted read-only access to any project across all departments in the Organization.
Projects - Department Manager
Department Managers have unrestricted access to all projects and submissions in their department and can create projects and assign them to Project Managers, Agents or themselves. They can view and edit all projects in their departments. Managers can also see the progress of each project evaluation in their department.
Projects - Department Project Manager
This role allows the user to create projects, manage projects owned by them, and read-only access to all projects in the department.
Projects - Department Simple Bid Agent
This role allows the user to only create price-only projects.
Projects - Department Observer
This role allows the user unrestricted read-only access to any project within a department.
Projects - Department Project Agent
This role allows the user to view and manage all the attributes of a project once a project is assigned to them. Project agents are also able to create and edit their project drafts during the project creation flow and set themselves as the Project Owner. However, they cannot publish the project themselves (requires Department Manager role or above). Project Agents can only view the other project templates from their assigned department.
Project Editor (Project Drafts Only)
A Project Editor can see and edit a Project Draft. They will have the same viewing and editing access as the Project Owner. Project Editors lose access to a project once it has been published. Project Editors do not have the ability to publish a project.
Project Observer
A Project Observer can view all aspects of a Project Draft or a Published Project, including all the scores, Submissions and documents. However, Observers cannot make any changes to the project, and is a Read-Only role.
Contracts
In addition to our Evaluations Module, you may also be subscribed to our Contracts Management Module. In the event that the Contracts module is enabled, you will see a new heading titled “Contracts” across the top heading. (see Contracts Dashboard)
Contracts Management entails its own user roles.
Contracts - Organization Manager
This role allows the user to create, view and edit contracts across all departments in the organization. This role also allows a user to create custom contract fields and contract types.
Contracts - Organization Observer
This role allows the user read-only access to any contract across all departments in the organization.
Contracts - Department Manager
This role allows the user to create, view and edit contracts within the department this role has been granted to them.
Contracts - Department Contract Manager
This role allows the user to view all contracts within the department but can only edit contracts they own or are assigned to.
Contracts - Department Observer
This role allows the user to view contracts within their department.
Vendors
Our Vendor Management module is included in both our Evaluations and Contracts Management subscriptions.
As with the other modules, Vendor Management also has its own set of User Roles.
Vendors - Organization Observer
This role allows the user to view the Vendor Management module across all departments.
Vendors - Department Manager
This role also grants the user access to the Vendor Management module, including access to all vendor profiles. This role also allows the user to view and edit Vendor Lists within a department.
Vendors - Organization Manager
This role also grants the user access to the Vendor Management module, including access to all vendor profiles. This role allows the user to create, view, edit Vendor Lists within any department and has the ability to verify Vendor Documents as part of Vendor Registration Settings. They may also merge Internal Vendors and create Commodity Codes for Internal Vendors.
NOTE: Users with this role cannot add or edit Vendor Registration fields, only Organization Administrators are able to.
Intake
You may also be subscribed to our Intake Module. In the event that the Intake module is enabled, you will see a new heading titled “Intake” across the top heading (see Intake for Managers).
Intake Requests - Organization Manager
A user with this role has full access to Intake, including edit functionality.
Intake Requests - Organization Observer
A user with this role has full read access to Intake, with no edit functionality.
Intake Requests - Agent
A user with this role has the ability to view and manage requests that have been assigned to them. They cannot view or access any other requests at the organization or department level.
Intake Requests - Requester
A user with this role has the ability to create new requests and view only their requests, with no edit functionality.
Drafting (Bonfire Solicitation Builder)
You may also be subscribed to our Bonfire Solicitation Builder module, which includes the File Library and the In-App Document Editor. In the event that this module is enabled, you will see a new heading titled “File Library” across the top heading (see Bonfire Solicitation Builder (File Library and Drafting) for more information).
Drafting - Organization Manager
A user with this role has full access to the Bonfire Solicitation Builder, which includes the File Library and unrestricted use of the In-App Document Editor. They will be able to create, view and edit all files.
Drafting - Organization Observer
A user with this role has full read access to the Bonfire Solicitation Builder, with only the ability to view files. They cannot add or edit files.
Drafting - Department Manager
This role grants the user access to the Bonfire Solicitation Builder module, however it only allows the user to create, view and edit files within a department they are assigned to.
Drafting - Department Observer
This role grants the user access to the Bonfire Solicitation Builder module, however it only allows the user to view files within a department they are assigned to.
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