In User Management, an organisational structure (hierarchy) and user accounts are created. For instructions on how to create an organisational structure, click here. 


Identify the information and roles assigned to each user 


Users may also be set up in User Management manually and, in the event that integration with AD is available, automatically as well. 

A unique name, username and password is defined for each user. User privileges may also be set for a fixed period of time. User privileges may be set as inactive temporarily for the duration of the user's longer absence, for example. 


Creating a new account 
The ‘User Management’ tab displays an organisational hierarchy. Click a unit to display the user accounts linked to the unit on the right-hand side. To add a new user account, click the functions menu before the unit name or click ‘Add user’ 



FIGURE: When adding a new user, first select the unit the user will be added to 


To create a new user, define the user account details on the ‘Basic information’ tab and the user’s rights to different applications on the ‘User roles’ tab. 


Account basic information 



  • Enter the first and last name of the account 

  • The user name is generated from these 


  • Enter the username (e-mail address) 


  • Enter if applicable 

Phone number: 

  • Enter the user’s phone number 


  • Set a default language for the user if applicable. Cloudia will then always open for the user in this language after login. 


  • If the account is active, select ‘active’ 

Login system: 

  • Cloudia 

    • Select if AD login is not enabled. 

    • Means that the user logs in to the system normally via the Cloudia login page with his or her user name and password. 

  • External 

    • If AD authentication (or equivalent) is used (*additional functionality) 

    • For more detailed instructions for AD integration, click here 


  • Define the validity period start and end date if applicable 

  • Enter the date or choose it from the calendar     

User groups: 

  • Define the user group the account will be linked to if applicable (Cloudia Contract) 


  • Define the account password 

  • Re-enter the password 

FIGURE: The details of the user account are entered on the ‘Basic information’ tab of the new user account.  

User’s roles 


Each application has a set of predefined default user roles. Each user roles includes one or several actions the role allows the user to perform. One or several user roles may be defined for each user to determine the functions they are allowed to execute in the application. 


The user privileges to the Cloudia applications assigned to the user account are selected on the ‘User roles’ tab of the user account concerned.   


Click ‘Edit roles’. The ‘Application’ drop-down menu shows the Cloudia applications that have been deployed in your organisation. Select the application to which you want to assign user privileges. Select the role by ticking the box of the desired role. 


The default user roles for Cloudia applications are: 


User Management 

  • ‘User Management administrator’ means that the user may manage the user privileges of the organisation concerned 

  • ‘User Management unit level administrator’ means that the user may manage the user privileges of his/her own unit 


Cloudia Dashboard 

  • ‘Dashboard-admin’ means that the user may manage the desktop header 

  • The ‘Supervisor's desktop view’ shown on the desktop means that the user has access to the supervisor’s view (click for additional information about the view here). (* Additional functionality) 

  • The ‘Responsible person's desktop view’ shown on the desktop means that the user has access to the supervisor’s view (click for additional information about the view here). (* Additional functionality) 


Cloudia Contract (contract management) 

  • Administrator: 

    • This role makes it possible to manage all contract settings and perform all other functions 

  • Administrator, unit level 

    • This role limits the administrator privileges to the user’s own unit 

  • Person in charge of contracts: 

    • This role allows you to manage both contract folders and contracts in your own unit. 

    • For roles in other units, click here

  • Read-only user 

    • This role makes it possible to search for and view contracts 

The functions included in each role are described in theCloudia Contract user privilege levelsAnnex.  If no user role is assigned to a user, the user concerned will be a contract user who may search for and view contracts. Such a user will not be able to access Cloudia Contract but will instead have access to Cloudia Dashboard. 


Cloudia Sourcing 

  • Administrator 

  • Basic user 

  • Read-only user 


Cloudia Order 

  • Order approver 

  • Administrator 

  • Basic user 


Supplier Management 

  • Supplier management administrator 

  • Supplier management user 


Cloudia Planning 

  • Admin 

  • Planner - is able to create and manage requests and plans

  • Proposer - is able to create requests

  • Read-only - can view the organisation's calendar


Cloudia Sourcing (public sector)*additional functionality subject to a separate order 

  • Admin 

  • Basic 

    • A function-specific menu is displayed 

  • Restricted 

FIGURE: Roles for a user account are assigned on the ‘User roles’ tab 


Click ‘Save’ to save the new user account. 



Editing and deleting a user account 


A list of units set up for the organisation is displayed on the ‘User Management’ section. Click a unit to display the user accounts linked to the unit on the right-hand side. You may add, edit and delete the user accounts in the list. 


Select the user account you want to edit and open the ‘Functions’ menu next to the user name. From the menu, you can perform the following actions: 

  • Edit 

    • In the edit view, you may edit all the details that are defined when a new user account is created. 

  • Transfer the user to another unit 

    • From the list, select the unit the user account will be transferred to 

FIGURE: User transfer to another unit 

  • Delete the user account 

    • The function deletes the user account from the system 

    • Download the Excel temple from the pop-up window displayed 


Import users with file 

*additional functionality 

  • Click ‘Import users with file’ 

FIGURE: Download an Excel template for importing users 


In the Excel file, fill out the details of the user accounts 

  • Email = the e-mail address used as a user name when logging in 

  • Name = the user’s name 

  • Password = the password to be set for the user 

  • Is external = 

    • True if AD login is enabled 

    • False if AD login is not enabled 

  • Role = the user’s roles in the system 

  • Organisation unit = the unit to which the user account is to be imported 

    • NOTE! The hierarchy path of the unit must be indicated here. For example, in the unit shown below, if you add a user account to a unit named ‘International sales’, enter the unit in the format ‘Cloudia#Helsinki#International sales’ 

FIGURE: The domestic unit in file import would be Cloudia#Helsinki#International sales


Download user report 

  • The function allows you to download an Excel report on all users in your organisation 

  • Excel fields: 

    • Username: The user’s e-mail address 

    • Name: The user’s name 

    • Organisation unit: Unit part (top level#next level#etc) 

    • Roles: list of all roles assigned to the user 

    • Groups: list of all groups the user belongs to 

    • Login system: Cloudia/external (external= AD login or equivalent) 



Changing the user's password 


To change the user’s password, select the desired user form the list and click the ‘Edit’ icon. 

  • In the ‘User editing’ window, click ‘Change your password’ 

    • Enter the new password in the ‘Password’ field 

    • Enter the password again in the ‘Password (re-enter)’ field 


FIGURE: Changing the user's password