How To Invite New Users
Managing user access correctly helps ensure that each person in DPO can work with the information and functions relevant to their responsibilities. Administrators can invite new users and configure their access directly from the User Management area.
DPO provides detailed controls for visibility, departments, roles, approval levels, individual permissions, and comments. Existing user configurations can also be copied, making it easier to set up multiple users with similar responsibilities.
Accessing User Management
You need administrator access to manage and invite users. Go to Settings and select Users to open the User Management overview.
Here, you can see the users in your DPO book along with key information such as their role, position, and approval levels. Expanding a user provides additional information about their visibility, assigned departments, roles, approval levels, and comment permissions.
Inviting a New User
To add someone to your DPO book, select Invite New Users. Start by entering the user's general information, including their email address, first name, and last name. If required, you can also add their company, phone number, and position.
Once the basic information has been entered, you can configure exactly what the user should be able to access and do within DPO.
Configure User Visibility
Visibility determines which documents a user can access. For Purchase Orders, invoices, and expenses, you can define whether the user can access:
All relevant documents
Documents from their assigned departments
Only their own documents
No documents
The available visibility settings include Purchase Orders, invoices, and Topsheets, allowing access to be tailored to the user's responsibilities.
Assign Departments and Approval Levels
Department access can be configured individually. Depending on your setup, a user can be allowed to view and approve, view only, or have no access to documents from a particular department.
If the user needs to participate in an approval workflow, you can also assign the appropriate approval levels for Purchase Orders, invoices, and expenses.
Select the Appropriate User Role
The next step is to assign the appropriate user role. An Administrator, for example, has access to the settings area, while a standard User does not.
Custom roles can also be assigned if they have already been configured for your DPO book.
Configure Individual Permissions
Permissions determine which additional actions a user can perform in DPO. This allows you to avoid giving every user access to every DPO feature and instead keep their workspace focused on the functions they actually need.
Depending on their responsibilities, permissions can allow users to:
Enter account codes
Manage invoices
Amend or void Purchase Orders
Manage budgets
Review expenses
Create new Purchase Orders
For example, if a user has no knowledge of account codes, there is no need to display account code fields to them. Only enable the permissions required for that user's responsibilities.
Set Comment Permissions
Comment permissions provide another level of control. You can determine whether a user is allowed to write comments and whether they can see only their own comments or all comments.
Once you have reviewed the complete user configuration, click Invite. DPO will send an invitation email so the new user can complete their registration and create a password.
What to Do If the Invitation Email Does Not Arrive
If the user does not receive the invitation email, ask them to check their spam folder first and confirm that the correct email address was entered in DPO.
If the original invitation link has expired, the user can go to the DPO login page and select Forgot your password to request a new password link.
Copy an Existing User Setup
When you need to invite someone whose setup is similar to an existing user, you do not have to configure everything from scratch. In the User Management overview, open the menu next to the existing user and select Copy User.
DPO uses that user's configuration as the starting point for the new user. You can then enter the new user's personal information, review the copied configuration, make any necessary changes, and send the invitation.
This is particularly useful when several users have similar roles, departments, permissions, or approval responsibilities.
Edit Existing Users
Existing users can also be managed directly from the User Management overview. Click the pencil icon next to a user to edit their configuration.
From there, you can update:
Visibility
Departments
Roles
Approval levels
Permissions
Comment settings
If a user cannot be deleted, check whether they are still assigned to any approval levels. These approval level assignments need to be removed before the user can be deleted.
Import Multiple Users
If you need to add a large number of users, you do not have to invite them individually. DPO provides a user import sheet in the Settings section.
Download the spreadsheet and complete the required user information. The completed file can then be sent to support@digitalpurchaseorder.com for import.
Manage User Access Efficiently
DPO's User Management settings allow administrators to control which documents, departments, workflows, and functions each user can access. By combining roles, approval levels, visibility settings, and individual permissions, each user's workspace can be configured around their actual responsibilities.
The option to copy existing configurations and import larger numbers of users also makes it easier to manage teams where multiple people require similar setups.
Want to see DPO in action?
Book a personal demo with our team and discover how DPO can simplify your Purchase Order and spend management processes.
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