Users

A user is someone who can access your Zoho Procurement organization. You can add multiple users to your organization, up to the total number of purchased User licenses.

Invite Users

To invite users to your Zoho Procurement organization:

Go to Settings in the top tight corner of the page.
Click Users under Users & Roles.
Click + Invite User in the top-right corner.
Fill in the following in the pop-up:
- Enter the user’s Name.
- Enter the user’s Email Address.
- Select the user’s Role in your organization. You can choose from the following default roles or select any custom roles that have been created.
  - Requestor: Create and submit purchase requests for approval.
  - Approver: Create, submit, and approve purchase requests, as well as approve purchase orders and bills.
  - Purchaser: Unrestricted access to the Procurement and Payables modules.
  - Admin: Unrestricted access to all modules and Settings.
- Choose the user to whom this user will submit transactions for approval in the Submits To field.
- Select the user’s Department.
- Click Send Invite. An email will be sent to the user, allowing them to access your organization by clicking the invitation link in the email and setting up their profile.

Edit Users

Here’s how you can edit the details of users:

Go to Settings in the top right corner of the page.
Click Users under Users & Roles.
Hover over the user and click the More icon.
Select Edit.
Make the necessary changes and click Save.

Re-Invite Users

If the user you’ve invited misses their invitation in the email inbox or if their invite email expires, you can choose to send an invite again. Here’s how:

Go to Settings in the top right corner of the page.
Click Users under Users & Roles.
Hover over the user and click the More icon.
Select Invite Again.

Mark a User as Super Admin

Super Admin is a privilege that is automatically assigned to the admin who creates an organization. In addition to the standard admin permissions, the Super Admin has authority over other admins within the organization.

Note: There can be only one Super Admin in an organization, and they’re same across all the Zoho Finance applications.

If you no longer want to be the Super Admin of your organization, you must assign another active admin to be the new Super Admin. Here’s how:

Go to Settings in the top right corner of the page.
Click Users under Users & Roles.
Hover over the user and click the More icon.
Select Mark as Super Admin.
Confirm your action by clicking Mark as Super Admin in the pop-up.

The selected user will become the Super Admin for your organization, and you’ll be automatically assigned the Admin role.

Unique Privileges of a Super Admin

Only the Super Admin can set up their organization in other Zoho Finance applications. For example, if you’re a Super Admin in Zoho Procurement, only you can set up that organization in Zoho Expense, Zoho Billing, and so on.

If any other admin wants to set up the organization, they must send a request, and the Super Admin must approve it.
Once an admin requests access, the Super Admin will receive an email with the request link. The link will show the list of admins who have requested access. The Super Admin can either choose to accept or reject the request.
Only the Super Admin can delete the organization.

Note: Once the request is approved, the admin can join the organization in the respective Zoho Finance application, and will continue to have the Admin role in that organization.

Mark Users as Inactive

You can temporarily disable a user from accessing your Zoho Procurement organization by marking them as inactive. The user won’t be able to access the organization unless the admin marks the user as active again. Here’s how:

Go to Settings in the top right corner of the page.
Click Users under Users & Roles.
Hover over the user and click the More icon.
Select Mark as Inactive.

The user will no longer be able to access the organization.

Mark Inactive Users as Active

Here’s how you can mark an inactive user as active:

Go to Settings in the top right corner of the page.
Click Users under Users & Roles.
Hover over the inactive user and click the More icon.
Select Mark as Active.

Filter Users

You can filters the users in your organization by their status. Here’s how:

Go to Settings in the top right corner of the page.
Click Users under Users & Roles.
Click the filter dropdown in the top left corner. The following are the filter options supported for Users:
- All: All the users of your organization will be listed in the All filter.
- Active: All the active users of your organization will be listed in the Active filter.
- Inactive: All the users marked as inactive will be listed in the Inactive filter.

Export Users

You can export the details of the users in your organization. Here’s how:

Go to Settings in the top right corner of the page.
Click Users under Users & Roles.
Click the More icon in the top right corner and select Export.
Select an Export Template if you want to export only specific fields in the Users module. If you don’t select any template, all fields will be exported.
Choose the Export File Format. You can choose from CSV, XLS, and XLSV.
Check the Include sensitive Personally Identifiable Information (PII) while exporting option if you want to include Personally Identifiable Information (PII).
Enter the File Protection Password if you want to protect the export file.
Click Export.

Delete Users

If an user quits or leaves your company, you can delete that user from your Zoho Procurement organization.

Note:

The records that belong to the deleted user will remain in Zoho Procurement.
If you invite a deleted user to your organization again, they will be added as a new user in Zoho Procurement. The user will not have access to their previous data.
A user deleted from Zoho Procurement will still be able to access other Zoho services using the same email address.
Deleting a user does not cancel the user’s license. To cancel a license, you must manage your subscriptions.

Here’s how you can delete a user:

Go to Settings in the top right corner of the page.
Click Users under Users & Roles.
Hover over the user and click the More icon.
Select Delete.
Confirm your action by clicking Delete again in the pop-up.

User Preferences

You can configure the preferences required for the Users module. Here’s how:

Go to Settings in the top right corner of the page.
Click User Preferences under Users & Roles.

Custom Fields

If you want to store additional information in the Users module, you can do so by creating new fields using Custom Fields.

Scenario: Zylker uses Zoho Procurement to manage its purchasing activities and uses an internal HR tool to maintain user records. To keep user records consistent across systems, Patricia, Zylker’s HR Manager, creates custom fields in the Users module of Zoho Procurement to record details such as User ID.

Validation Rules

Validation Rules enables you to set conditions that must be met for records to be saved.

Scenario: Zylker uses Zoho Procurement to manage its purchasing activities and an internal HR tool to maintain user records. To ensure consistency between systems, Patricia, Zylker’s HR Manager, requires every user record in Zoho Procurement to include a valid User ID.

To enforce this, she sets up a validation rule that prevents a user profile from being saved unless the User ID field is filled in and follows the required format.

Custom Buttons

Using Custom Buttons, you can create buttons that trigger a preconfigured task or open an external link, depending on the action configured for the button.

Scenario: Zylker uses Zoho Procurement to manage its purchasing activities and uses an internal HR tool to maintain user records. Whenever a new user joins Zylker, to avoid duplicate data entry, Patricia, Zylker’s HR Manager, configures a custom button on the User’s Details page in Zoho Procurement. When the button is clicked, the system retrieves the corresponding user information from the internal HR tool and automatically populates custom fields such as User ID.