Summary (TL;DR): Update or change a user's permissions using one of three methods to ensure they have the correct access for spend management tasks.
Prerequisites
Superuser access is required to modify user permissions.
Users must be invited to the domain before a role can be applied.
Role Options
When managing access, you have two options for assigning permissions:
Pre-existing Roles: Utilize the standard, out-of-the-box roles provided by Procurify.
Custom Roles: Superusers can create unique roles tailored to specific company workflows or click Customize & Apply during assignment to create a new role variation on the fly.
Procedure
There are three distinct methods to apply a role. While the workflows differ depending on your scale (individual vs. bulk), all three methods yield the identical end result for the user's permissions.
Method 1: Manage Users (Individual Update)
Best for updating a single user’s profile.
Navigate to Settings > Manage Users.
Click on the user you wish to edit.
Select the Roles and Permissions tab.
Click Switch/Apply a Role.
Select a pre-existing role or click Customize & Apply to create a custom role from this configuration.
Click Apply Role to save.
Method 2: Manage Roles & Permissions (Bulk Assignment)
Best for moving multiple users into the same role at once.
Navigate to Settings > Manage Roles & Permissions.
In the Assigned Users column, click the button indicating the current number of users.
Select the users you wish to update and click Assign Selected Users.
To move the entire company to a specific role, click Assign All Users (this overrides all current assignments).
Method 3: Import Data (Mass Changes)
Best for initial implementation or large-scale audits.
Navigate to Settings > Import Data.
Follow the How to Import Users workflow.
Assign the role name in the CSV file; this will override current settings upon upload.
Next Steps
Once a role is applied, you must assign Location Access for the user. Without a designated Location, the user cannot process Bills, view Account Codes, or submit requests, even if a role is assigned.