Roles

A role refers to the level of access a user has within an organization. When inviting a user to your Zoho Procurement organization, you can assign them one of the default roles available or a custom role created in your organization.

The default roles available in Zoho Procurement are:

• Requestor: Create and submit purchase requests, purchase orders, and bills for approval.
• Approver: Create, submit, and approve purchase requests, purchase orders, and bills.
• Purchaser: Unrestricted access to the Items, Vendors, Procurement, and Payables modules.
• Admin: Unrestricted access to all modules and Settings.

Create Custom Roles

To cater to your business requirements, you can create additional custom roles apart from the default roles and provide the required access to users assigned to these roles. This ensures that each user can access and perform only the actions relevant to their responsibilities.

To create a custom role:

• Go to Settings in the top right corner of the page.
• Click Roles under Users & Roles.
• Click New Role in the top right corner.
• On the New Role page:
  • Enter the Role Name.
  • Provide a Description for the role.
  • Provide the permissions required for the role.

Modules

Configure the role’s permissions for the modules on the left sidebar.

The following are the common permissions applicable to modules:

• View: View records but cannot perform any additional actions.
• Create: View and create records and submit them for approval.
• Edit: View, create, and edit records.
• Delete: View, create, edit, and delete records.
• Full: View, create, edit, and delete records.
• Approve: Approve and reject records.
• Edit and delete approved records: Edit and delete records that have been approved.

The following are the modules and the permissions you can configure for them:

Settings

You can configure the following Settings related permission for the role:

• Update Organization Profile: Update the details on the Organization Profile page.
• Users: Invite and manage the users in your organization.
• Export Data: Back up your organization’s data.
• General preferences: Manage custom fields, custom buttons, related lists, and validation rules in the supported modules.
• Taxes: View and manage the Taxes page.
• Provide access to protected data: Access and export PII/ePHI (Personally Identifiable Information/ Eletronic Protected Health Information) data.
• PDF Templates: Manage the PDF templates used in the different modules of your organization.
• Email Templates: Manage the email templates available in your organization.
• Reporting Tags: Manage the reporting tags of your organization.
• Integrations: Set up and manage the integrations required for your organization.
• Automation: Manage workflow rules, workflow actions (including custom functions, webhooks, email alerts, in-app alerts, and field updates), and schedules, and view workflow logs.
• Incoming Webhooks: Manage the incoming webhooks in your organization.
• Signals: Manage the signals in your organization.

Documents

You can configure the following preferences for the Documents module:

• View Documents: View documents in the Documents module.
• Upload Documents: Upload documents to the Documents module.
• Delete Documents: Delete documents from the Documents module.

Reports

By default, custom roles will be provided with full access to all the roles in your organization. If you want to give users of a role access only to certain reports, uncheck Enable full access for all reports and click Disable in the pop-up.

Now, to provide access to the required reports, click the report group under which the report falls and provide the required access for each report. You can provide the following permissions:

• View: View the report.
• Export: Export the report onto your device.
• Schedule: Send reports to users in your organization via email at the scheduled time.
• Share: Share reports with other users in your organization.
• Full Access: View, export, schedule, and share the report.

The following are the report groups and the reports under them:

• Payables
  • Vendor Balance Summary
  • AP Aging Summary
  • AP Aging Details
  • Bill Details
  • Vendor Credit Details
  • Payments Made
  • Purchase Order Details
  • Purchase Orders by Vendor
  • Payable Summary
  • Payable Details
• Purchases
  • Purchases by Item
  • Purchase Request Details
  • Purchase Request Item Details
  • Purchase Request Time to Approve
• Activity
  • System Mails
  • Activity Logs & Audit Trails

Click Save at the bottom once you’ve provided the permissions required for the role.

Edit Custom Roles

Here’s how you can edit custom roles:

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

Clone Roles

Here’s how you can clone roles:

• Go to Settings in the top right corner of the page.
• Click Roles under Users & Roles.
• Hover over the role you want to clone and click the More icon.
• Select Clone.
• You can still make any changes if necessary and click Save.

Delete Custom Roles

Here’s how you can delete custom roles:

• Go to Settings on the left sidebar.
• Click Roles & Permissions under People.
• Hover over the role you want to delete and click the More icon.
• Select Delete.
• Confirm your action by clicking Delete again in the pop-up.