Which roles and privileges are available for users?

Two levels control what a user can do in simple system: the System permissions and the individually assignable Privileges. The system permissions decide whether someone manages the settings. The individual privileges control details of day-to-day procurement.

Administrator or shopper

• Administrator: Manages the account, edits the Settings and sees all data. An administrator always has all privileges and cannot be restricted.
• Shopper: Orders within the privileges assigned to them. Shoppers do not see the Settings.

All administrators can do the same things. There is no account owner with special rights. An administrator cannot change their own system permissions. This requires a second administrator.

Individually assignable privileges

You can give a shopper these additional privileges, grouped by module:

Basic

• Can view all orders: The user sees the orders of all users in the order history, not just their own.
• Edit delivery and Edit payment: The user edits the delivery or payment status of their orders.
• Create delivery address: The user creates their own delivery addresses.
• Edit address line 3: The user changes address line 3 during checkout. The change applies to this one order only.
• Edit external references: The user edits articles and manages external references.

Marketplace

• Edit customer art. number: The user adjusts customer article numbers on the product details page.
• Bypass minimum order value: The user can complete an order even if a minimum order value is not reached.
• Edit order data and Edit articles data: The user edits orders in the approval workflow. This only applies in the approval step where the user is the approver.

Ecosystem • RFQ

• Create & edit own RFQs: The user creates and edits their own requests for quotation.
• View & edit all RFQs: The user also sees and edits all RFQs of the company.

Defaults and dependencies

• New users start with the most restrictive settings. They only see their own orders, and all other privileges are off.
• If a user is to edit the delivery and payment status of all orders, they also need Can view all orders.
• Assigning View & edit all RFQs automatically adds Create & edit own RFQs as well.
• No individual privilege opens the Settings. Purchasing analytics also remain reserved for administrators, even with Can view all orders.

How to assign privileges

1. Go to Settings > Users and open the user.
2. The Privileges section shows the current status, for example View all or Can bypass.
3. Click the arrow next to the privilege. The Setup user privileges page opens and lists all users with their group.
4. Set or remove the checkmarks and click Save privileges.

Alternatively, you reach the same page via the User Privileges button in the order history, in Deliveries & Payments, in the delivery addresses and in the requests for quotation.

Changes take effect immediately, without a new login. Administrators cannot be selected in these lists because they always have all privileges. Whether someone is an administrator or a shopper is set in the System permissions field when you create or edit the user.

Roles in the shared cart

Separately, the shared cart has two roles that are assigned per shared cart. The Buyer checks out the order. The Contributor adds articles and edits only their own.

Tips

• For another person with the same tasks, choose Copy existing user when creating the user. System permissions, feature assignments and user privileges are then copied. Exception: the role as approver or deputy approver in approval workflows is not copied.
• Every user can open My profile in the user menu at the top right to see their group and the features assigned to them.

In short: Administrators can do everything and manage the settings. Shoppers place orders and receive individual privileges as needed, which you assign under Settings > Users.