Rights
In the application management of Spend Cloud, you will find the Rights menu. Rights are always bundled in a rights set. With a rights set, you determine which menus an employee has access to and which buttons they can use.
In Application Management / Organization / Rights, you have the ability to:
- View the data of the rights set
- Delete the rights set
- Copy the rights set
- Edit the rights set
- At the top of the overview, you will find the 'Add' button. From here, you can add a new rights set
When adding a role, you select one of the rights sets. In the rights set, you specify which parts an employee has access to. Based on the rights set you choose in the role, additional permissions emerge. For example, if you check 'Bookings' in the rights set, you need to specify in the role which books the employee has access to.
Please note that 'rights' are generic. This means that all employees for whom a certain set of rights is defined, will have access to the same menu. One advantage of this is that if you make a change in the set of rights, this change will be applied to all employees with that set of rights defined.
Viewing rights
By clicking on the magnifying glass icon behind a set of rights in the rights overview, you can view the details of a specific set of rights.
By clicking ‘Show details’ at the top of this overview, an additional frame opens up where you can view the name of the set of rights and the creation date, among other things. In the overview, you can then see which rights are selected based on the selection squares.
An empty square: This selection or right has not selected
A filled square: Several rights have been selected for this section
A checkmark in the square: This right or all rights within this section are selected
At the top of the overview, under ‘Print details’ you can generate a PDF file of the set of rights, showing all the information about this set of rights. Because this PDF contains all the information about a particular set of rights, you can send this it to the accountant for verification.
Deleting a set of rights
By clicking on the X-icon behind a set of rights in the rights overview, you can delete a set of rights. After clicking this icon, Spend Cloud will ask for confirmation of the deletion. Once you have deleted a set of rights, you cannot undo this action.
Deleting a set of rights does not affect current roles. The set of rights will still apply to those employees. You simply won't be able to select the deleted set of rights when adding a new role.
If you want to assign a new set of rights to an employee, you can add a new role for that employee.
Instead of deleting a set of rights, you can also deactivate it. This way, the set of rights will still be displayed in the rights overview, but it cannot be selected anymore when adding a role. You can deactivate a set of rights while editing it.
Copying a set of rights
By clicking on the document-icon behind a set of rights in the rights overview, you can copy the set of rights. After clicking this icon, Spend Cloud will replicate the settings from the set of rights you have just copied. You will now arrive at the same page as when adding a new set of rights, the difference being that the settings have been taken from the original set of rights. You can modify the name of the set of rights to make it different, and uncheck or check set of rights settings before saving the copied set of rights.
Adding a set of rights
By clicking the 'Add' button at the top of the rights overview, you can create a new set of rights.
You can create the set of rights using the following steps:
- Go to ‘Edit details’ to give the set of rights a name.
- Go to ‘Status’ to set the set to ‘Active’ or ‘Passive’. If a set of rights has been set to passive, it will remain visible in the rights overview, but you will not be able to select it when adding a role.
- By activating the option 'Default expense claim rights set,' this set of rights will be used when importing declarants. By enabling this, you won't need to manually create a role for each declarant. This option can only be enabled for one set of rights.
On the left side of the page, you'll find a menu with all the modules. Clicking on a module will open the corresponding components on the right side. This way, you can specify which components the employee will have access to per module. Modules under 'ProActive' grant access to the user section.
- Under 'Application Management,' you'll find the rights for managing the application. User rights allow the employee to perform tasks like coding or reviewing invoices. As an administrator, the employee can manage the module and add new cost centers or manage the internal inventory. Behind the modules, you'll see an indication in the square whether rights have been selected within the module. After clicking on a module, you can select the corresponding rights on the right side. By clicking the arrow in front of a component, you can see all the underlying rights. By checking the square in front of the desired component, you can enable the desired rights. By checking the square in front of a parent component, you can enable all underlying rights at once.
- After selecting all the desired rights, click 'Save.' The set of rights is added and can be selected when creating a role.
Meaning of the selection squares:
- An empty square: This component or right is not selected.
- A filled square: Some rights are selected for this component.
- A checkmark in the square: This right or all rights within this component are selected.
Example: an employee with this rights set sees everything within the Analysis module.
Module Administrator
With the 'Module Administrator' option, you grant the employee additional insight rights. Normally, an employee can only view their own data. By checking 'Module Administrator' in the permission set, this employee can also view the data of others, in addition to their own.
The following additional rights apply to module administrators:
- Access to the administrator information on the start page of Spend Cloud.
- In the menu section 'Archive' and 'Progress,' the employee can view all matters within this module, even if they are not assigned to them or linked through proxy.
- In addition, you will have an extra option in role permissions. Now, you have the possibility to indicate that this employee is not only allowed to view everything within the module, but can also perform actions on behalf of others.
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