Permissions and roles within the Spend Cloud
During the implementation process of Spend Cloud, an organizational structure is established. You can find this structure under Application Management / Organization / Structure. The structure serves as the foundation for the operation of Spend Cloud and is, therefore, a critical part of its configuration. In this structure, the relationships between all locations and/or departments within your organization are defined. Employees who belong to one of these organizational units are added to it. This means that the employee in Spend Cloud is authorized to perform tasks for the respective organizational unit. However, not all employees within an organizational unit will have the same permissions. For this reason, you must define the role that each employee plays within this organizational unit. Only after setting this up can an employee log in and perform their tasks.
The permissions that an employee has within a specific organizational unit are defined in what's called a "role." A role consists of several components. To create a new role within Spend Cloud, the following steps are important:
A right set with role permissions.
An organizational unit.
An employee.
An employee can have multiple roles within the same organizational unit. For example, an employee may need to both approve invoices and place orders. Additionally, an employee can have roles in multiple organizational units.
Rights and Permissions
Rights set
A rights set defines which menu items and buttons an employee sees in their environment. You can find a list of all rights sets under Application Management / Organization / Rights. If needed, you can modify these rights sets or create a new one. When you click on a right set in the list, you can see the rights that have been assigned. All items with a checkmark will be visible in the environment of an employee with this right set. The role rights depend on the chosen rights set. For example, there are different role rights for the Procurement module compared to the Invoice Processing module. How do I create a rights set?
Function Profiles
If multiple employees have the same rights and role rights, it's advisable to work with function profiles. In a function profile, you define rights and role permissions in advance. When you create a new role, you can simply select the function profile, and the role is created. If there are any changes to the role, you only need to update the function profile, and the changes will apply to all employees with that function profile. How do I create a function profile and connect it to a rights set?
Organizational Structure
To add an employee to the correct place within the organization, it's crucial to establish a proper structure in Spend Cloud. The structure is a hierarchical representation of the organization's layout. This structure is essential for the Procuration Flow in three of our modules. The setup of this structure is flexible and can be adjusted, just like the organization itself. Changes can be easily made.
Creating an Employee
Adding an employee within Spend Cloud is a common task and can be done easily through the menu item Application Management / Organization / Employees using the "Add" button. When a new employee is created, the system will guide you through the subsequent steps. After these steps, a role is configured for the respective employee.
If an employee is created without assigning a role, the role can be added or modified later.
Roles
There are three ways to assign a role to an employee. You can set this individually for each employee, you can use a function profile or you can transfer an existing role.
In the "Roles" section under Application Management / Organization / Roles, you can see an overview of all roles within the organizational structure.
- Assign a role individually for each employee.
To assign a role individually to an employee, you can do this directly when:
- creating an employee (by following the steps in the system)
- through the "Add Roles" button on the employee
- via the "Add Roles" button in the roles overview
- Transfer an existing role.
To transfer an existing role, you can do so from the roles overview. The role will remain available in the same organizational unit with the same permissions; you'll just assign a new "role owner." Additionally, all open actions related to the role will be transferred to the new role owner.
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