In this article, we will cover adding users, inviting users, assigning roles to users, user profiles, permissions, and setting viewers/reviewers.
Add User
To add a user, navigate to this section and follow the provided steps. You'll be prompted to enter the user's details, such as their name, email address, and any other required information. Once all fields are completed, submit the form to successfully add the user to the system.
Invite User
In the settings, you can invite users to the application. Simply enter the new user's email, and an invitation will be sent to them. They can then set up their account by following the instructions provided in the invitation email.
User Views
Here you can view the users' details, including their Name, Role, and available Actions. The display includes their first name, last name, and username, with the username appearing as their email. The role indicates the specific permissions assigned to the user, such as admin or manager roles, which we will discuss in more detail later in the article. Additionally, the Actions section reflects whether a user is active or inactive.
User Roles and Permissions
There are two types of user roles and permissions.
Admin user roles have permission to access all projects and view all documents in the Inbox, as well as the Approvals and documents awaiting approval from other managers.
To access all documents processed through the system, users should be assigned admin status.
Individuals should be able to link invoices for approval by other managers and administrators.
Admins should ideally participate in more than just a few projects, aiming to be involved in most of them.
Admins can also add users and remove users. Though if you prefer that only a few users have these capabilities then let us know and we can increase those users permissions to Super Admin.
Manager user roles are authorized to review specific user projects and any invoices in their inbox awaiting approval. They can only view the invoices pending their approval.
Manager users typically include project managers and superintendents responsible for approving and cost-coding invoices as they are processed through the system.
These users should be assigned to several projects, for which they will manage and oversee the approval or dispute of documents.
Additionally, we can provision Super Admin permissions, granting us the exclusive ability to add and remove users, along with all the privileges of admin users. If you prefer that any users are Super Admins please reach out to us at [email protected] and we will be sure to add the permissions to those users.
Users can also have admin and manager permissions.
When a user has both admin and manager permissions, their overall access will be equivalent to that of an admin.
If they are also a manager and selected for specific projects, they will automatically become an approver for that project when the invoice reaches the invoice approval page.
If specific users need to process documents through the system and have permission to see other approvals that are pending approval/dispute, then they should have these permissions set.
If these users are also assigned to specific projects they will be associated as approvers to the invoices as they go through the approval process.
Below we will go over the specific project viewer/reviewer permissions that will give specific permissions to the manager permissions.
Project Viewer & Reviewer Permissions
Viewer and Reviewer permissions give access to the project level. This provides more specific permissions for each project based on the user.
For each project, the user can be selected as a Viewer and or a Reviewer.
Viewer
The Viewer project permissions allow for the user to see the project details for the project such as the budget, contracts, change orders, and pay apps. However, when a user is selected as a viewer of a project that is all they can do.
Viewers can view the projects that they are assigned to as a viewer.
Viewers will not have the permissions to change any data on these projects. They also there will not be a way for an admin to assign a document to a viewer of a project that they are not assigned a Reviewer of.
Reviewer
The Reviewer project permissions allow for the user to approve and be assigned any invoice associated with that project. So if there is any point where a user needs to be able to approve invoices then they should be added as a reviewer. Reviewer permissions should be assigned to those who will need to be reviewing documents for that specific project.
Reviewers should be assigned to the projects that they are assigned to or are managing.
If a user needs to approve any invoices for this project then they should be assigned as a Reviewer for that project.
As you can see below users can be Viewers and Reviewers of any of the projects that are required for them to be most successful.
Additionally, users don't have to be assigned to a project. There for if the user doesn't need to interact with the project in any way they they shouldn't be selected as a Viewer or a Reviewer.
This article has covered the user settings and permissions. Including adding users, inviting users, user views, user roles and permissions, and project viewer & reviewer permissions.