User Access and Permissions

Table of Contents

Introduction

Assigning Company Roles

Types of Roles

Inviting Users

Onboarding Users

Offboarding Users

Tips and Best Practices

Troubleshooting

FAQs

Takeaways

Introduction

In this article, we will guide you through the process of managing user access and permissions within the AppDirect Procurement Platform. This includes assigning company roles, inviting users, and onboarding and offboarding users effectively. Proper management of user access ensures your organization runs efficiently and securely.

Assigning Company Roles

Manage Roles: Each user in your company can be allocated specific roles via the Manage Roles page. User roles determine which actions a user can perform within the platform.

Types of Roles

Company Admin: Typically the person who establishes the company's overall relationship with the marketplace. This user can invite the company's staff to join the marketplace as end users.

Billing Admin: Manages the company's financial relationship with the marketplace.

User: Can buy and manage their own products.

Advisor: Advisors can view, access, and make purchases on behalf of customers.

To assign user roles:

1. Go to Manage > Account > Users > Manage Users | Roles.

2. Select or clear roles as required.

3. Click Save Changes.

Inviting Users

Automated Onboarding: The AppDirect platform offers automated onboarding flows, which reduces IT costs and improves efficiency. In a few clicks, IT administrators can quickly provision accounts in all the required applications for new employees.

Steps for Inviting Users:

1. Log in to the AppDirect platform as a Company Admin.

2. Navigate to Manage > Account > Users.

3. Click the Invite Users button.

4. Enter the email address and role for each user you want to invite, or bulk invite users by uploading an email list.

5. Click the Send Invitations button. The invited users will receive an email enabling them to activate their account.

Onboarding Users

Assigning Applications: Administrators can assign applications to users, ensuring they have access to the tools they need from the first day.

Steps for Onboarding Users:

1. Log in to the AppDirect platform as a Company Admin.

2. Navigate to the User Management section.

3. Invite new users by entering their email addresses and assigning initial roles.

4. Assign necessary applications to the user accounts to ensure they have the required tools on day one.

Offboarding Users

1. Un-assign All Applications
   1. Remove all applications assigned to the user.
2. Remove or Disable the User
   1. You can either remove or disable the user from the company.
   2. Recommendation: Use the disable feature, as it allows you to revert the action if needed in the future.

Offboarding a Billing Admin:

1. Check for Other Billing Admins
   1. Ensure that the user you are disabling is not the only billing admin in the company.
   2. Confirm that there are other existing billing admins who can still receive invoices.
2. Un-assign All Licenses
   1. Remove any licenses that are assigned to the billing admin
3. Effect on Payment Methods
   1. 1. There is no effect on the payment method on file, so no updates or changes are required.

Offboarding a Company Admin:

1. Check Product Ownership
   1. Verify that the company admin is not the owner of any products.
   2. If they own any products, you cannot remove them from the company.
2. Transfer Product Ownership
   1. Impersonate another company admin or have another company admin take ownership of the products previously owned by the user.
   2. Ensure that the user being off-boarded is still enabled and has company admin status during this process.
3. Un-assign All Applications
   1. Remove all applications assigned to the user.
4. Disable the User
   1. Once product ownership has been transferred, disable the user to complete the off-boarding.

Tips and Best Practices

De-provisioning Licenses: Administrators can de-provision user licenses, freeing up resources and ensuring that subscription costs are kept in check.

Regularly review user roles and permissions to ensure they align with job responsibilities and organizational requirements.

Utilize automated onboarding and offboarding tools to reduce IT workloads and increase operational efficiency.

Troubleshooting

If you encounter issues while managing user roles or permissions, consult the AppDirect support documentation or reach out to your advisor for assistance.

Ensure all user data is correctly entered and updated to avoid any disruptions in account provisioning or de-provisioning.

FAQs

Q: How do I assign roles to new users?

A: Navigate to the user management section, select the user, and then assign the appropriate roles using the roles assignment interface.

Q: What should I do if a user leaves the company?

A: Follow the steps for offboarding users, paying attention to their role whether company admin, billing admin, or user when doing so.

Takeaways

Proper management of user access and permissions ensures the security and efficiency of your organization. By following the outlined steps for assigning roles, inviting users, onboarding, and offboarding users, you can maintain a streamlined and secure operational environment.