Users and Permissions

What Are Permissions?

Permissions module controls what each user can see and do in the platform. Your access is determined by the role assigned to you.

Permissions can limit what you see based on:

• Own — things you created

• Team — things created by people in your team

• All — everything in your organization

This ensures the right people see the right information, especially when it comes to sensitive data such as pricing.

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Roles

Your role defines your access level. There are two types of roles:

Standard Roles

These are built into the system and cannot be edited.

Role	What It Means
Observer	Read-only access to requests, sourcing events, and supplier details. Ideal for auditors or reporting users.
Buyer	Can create and manage sourcing events, communicate with suppliers, and view related requests.
Supervisor	Can see and oversee all activity from their team. Manages buyers and their events.
Collaborator	Supports sourcing events by reviewing bids, attaching documents, or commenting.
Administrator	Full control of the platform: settings, users, roles, suppliers, and configuration.
Requester	Create and manage requests until submited to review

Custom Roles

Created by your administrators to match your organization’s needs.

Admins can:

• Define which areas a role can access

• Choose whether users can view or edit

• Set whether access applies to Own / Team / All

Note: A custom role can be deleted only if no users are assigned to it.

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Where to Manage Users & Roles

Navigate to:

Administration → Users → Roles

You will see two tabs:

🔹 Users Tab

Shows all users and their current role, status, and last active date. Admins can quickly:

• Change a user’s role

• Activate or deactivate a user

• Filter by role, status, or activity date

🔹 Roles Tab

Shows all Standard and Custom roles. Admins can:

• Open a role to view details

• Edit custom roles

• Delete custom roles (only if not in use)

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Creating or Editing a Role

Admins can create new roles to fit how your organization works.

How to create a role

Path: Administration → Users → Roles → Create Role

You’ll fill out:

1. Role Name (e.g., “Manager – Requests Only”)

2. Description (short summary of what this role can do)

3. Role is based on (optional: select an existing role to pre-fill permissions)

4. Main Permissions (the core of the role)

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Understanding Permission Areas

Each area controls part of the platform.

Permissions Overview

Area	What It Controls	Access Options
Main	Company settings	On/Off
Requests	Creation and tracking of purchase requests	View/ Edit + Own / Team / All
Events	Sourcing events where buyers invite suppliers and evaluate bids	View/ Edit + Own / Team / All
Administration	System configuration and user access	On/Off
Templates	Templates for requests and events	Own / Team / All
Documents	Files attached to requests and events	Own / Team / All
Categories	Product/service categories	On/Off (tenant-level)
Units of Measure (UOMs)	Standard measurement units	On/Off (tenant-level)

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Ownership Levels (How Access Works)

Permissions follow a strict hierarchy:

Own → Team → All

Meaning:

• If you have Team, you automatically have Own

• If you have All, you automatically have Team and Own

This prevents accidental over-sharing of data.

View vs. Edit

• Edit always requires View

• If Edit is turned on, View is turned on automatically

Example:

• You cannot edit an event if you cannot see it.

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Pricing Confidentiality

Some roles should not see pricing or commercial information.

Examples:

• A Requester approving a supplier recommendation should not see pricing

• An Evaluator reviewing technical answers should not see pricing

How platform hides pricing

A role may have the permission:

➡️ “View commercial info” = OFF

When this is turned off:

• Pricing fields are hidden in requests

• Pricing details are hidden in events

• Pricing is hidden in supplier responses

This helps ensure fair and compliant evaluations.

What counts as “pricing”?

Platform identifies pricing data in two ways:

Automatic Detection

Any field that is:

• Assigned the “money” type

• Part of a worksheet formula containing money fields

These are automatically hidden.

Manual Marking

Users can manually mark any field as pricing:

• Items

• Worksheets

• Notes

• Text fields

• Attachments

This can be done at:

• Template level

• Event level

This ensures complete flexibility when designing sourcing workflows.

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Viewing Roles (Read-Only Mode)

When looking at a Standard role or a Custom role:

• All permissions are disabled (read-only)

• You can still see:

  • Role name

  • Description

  • Number of users assigned

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Deleting a Role

• Standard roles cannot be deleted

• Custom roles can be deleted only if no users have them

Admins will see a confirmation message before deletion.