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Create Users and Assign Roles

To help manage the account, you can grant access and delegate authority to other staff in your organization.

(Your User ID and password is intended strictly for individual use. Never allow other users to log into the account with your User ID and password.)

Creating users

If you enrolled the business or State contracting entity, you will be prompted to add users the first time you log in. As the first-time user, by default you are designated as the Primary Authorizer, who can:

  • create and assign other users,
  • reset passwords, and
  • lock or unlock the account.

Basically, an authorizer is a user who has administrative control over the account. Users who are not authorizers may only perform certain tasks within the account, depending on their assigned role.

To make a user an authorizer, select the box for “Business (or Government) Authorizer” on the “Add User” page.

Assigning roles

Vendors and State contracting entities have a different set of roles available to users. You must determine each user’s appropriate role assignment. Any user may have more than one role assigned.

For Vendors

To complete and certify a Vendor Responsibility Questionnaire, you must assign each of the following roles to one or more users:

  1. Administrator:
    •  creates and maintains the Basic Vendor Data in the VendRep System, consisting of business type, activity and other identities.
    •  can view (but not edit) questionnaire responses and contract data.
  2. Contributor:
    •  responds to the online questionnaire and uploads documentation.
    •  can select one or more certifiers in the organization to receive an email notification that the form is ready for certification.
  3. Certifier:
    •  verifies the accuracy of the Vendor Responsibility Form by “signing” the online certification.
    •  must be legally authorized to act on behalf of the vendor.
    •  can select one or more certifiers in the organization to receive an email notification that the form is ready for certification.
    •  can select State contracting entities to receive email notification that the form has been certified.
  4. Guest (optional):
    •  can view the vendor’s information but cannot alter or certify any information.
    •  can specify which users receive email notifications that the form is ready to be certified.
    •  can select State contracting entities to receive email notifications that the form has been certified.
For State Contracting Entities

Available roles include:

  1. Guest:
    •  reviews certified forms from vendors.
    •  can view contract data for any vendor who has certified an online questionnaire.
    •  can view the status of contracts submitted to the Office of the State Comptroller (from your State contracting entity).
  2. Contracts:
    •  searches for New York State contract transaction information.
    •  can view contract information for transactions approved by the Office of the State Comptroller for any State contracting entity.
    •  can view the status of contracts submitted to the Office of the State Comptroller (from your organization).

More information