The article below relates to Procure to Pay (P2P) for the following application(s) and/or module(s):
AP Automation
Procurement
1. Purpose of the user overview
The user overview provides a central view of all users, including their basic details and permission groups. From this overview, users can be searched for, activated or deactivated, exported, imported and created.
2. Access and permissions
The user overview can be found via:
Setup → Platform → Users
Only the application administrator can change specific user permissions and settings.
3. Functionality overview
3.1 User overview
In the user overview , several columns containing users' basic details and permission groups are displayed.
3.2 Searching
The "Search" field can be used to search by first name, surname, username, email, ERP ID (employee number as known in the financial system) and permission groups.
For permission groups, you can also search for the title of the created permission group, as well as the company code or company name.
3.3 Sorting
Within this overview, it is possible to sort some columns in ascending or descending order as required.
The following columns can be sorted using the sorticon:
Active, First name, Surname, Username, Email, ERP ID, Department and Last login.
3.4 Filtering by licence type
It is possible to filter by licence type using the filtericon. This indicates whether the user has full or limited rights.
3.5 Actions in the user overview
-
Activate / deactivate users.
Multiple users can be activated or deactivated at once. To do this, first select the users by ticking the relevant boxes and then click the 'Action(s)' button.
-
Filter active and inactive users.
You can choose to filter by all active users, all inactive users or all users.
- Export users.
Users can be exported by clicking the button. A Microsoft Excel document is then created containing all users (active and inactive) from this list.
- Import users
External users can be imported by clicking the button. See also User management - import external users for more information.
4. Creating a new user
4.1 Navigation
To add a new User or modify an existing one, click Setup → Platform → Users
4.2 Steps
1. Start creating a new user
In the User overview, click the button.
A new User can now be created.
2. Complete the tabs
This page contains the following tabs:
- General settings
- Authorisation
- AP automation settings
- Procurement settings (these settings are only visible when Procurement is active)
The General settings and AP automation settings tabs are described in User management - user settings. The Authorisation tab is described in section 6.
5. Creating users with Single Sign-On (SSO)
When a customer uses Single Sign-On (SSO), users are created differently from the process described in section 4.
1. Create the user in Active Directory / Azure
Users must be created in the organisation's Active Directory / Azure.
2. Log in
As soon as the user logs in with this account, a profile is created automatically.
3. Grant permissions
The application administrator can then grant the permissions applicable to this user. This is done via the Authorisation tab, as described in section 6.
More information about importing external users can be found in User management - import external users.
6. Authorisation tab
6.1 Granting permissions
Permissions for a user are granted in this tab. Permission groups are divided into two types: generic and company-specific. Generic permission groups apply to all company numbers. Company-specific permission groups can only be assigned to specific company numbers, making it possible to give the user additional access to parts of the application for certain company numbers in addition to the generic permissions.
6.2 Procedure
1. Determine generic permissions
First, it is determined which generic permissions this user has. On the Company 'All' row, select the permission groups that apply to all company numbers.
2. Grant additional permissions per company number
Additional permission groups can then be granted per company number. The permissions are, as it were, added together.
6.3 Example
In the example above, the user receives all permissions linked to the permission groups 'basic_user', 'reader' and 'accounts payable' for all company numbers. In addition, the permissions for 'delete_invoice' are granted for company number 010.
7. Summary
- The user overview displays users' basic details and permission groups.
- Users can be searched, sorted and filtered, including by licence type and by active or inactive users.
- Users can be activated or deactivated, exported and imported.
- When SSO is used, users are created in Active Directory / Azure, after which a profile is created automatically on their first login.
- Permissions are granted via the Authorisation tab, with generic and company-specific permission groups.