User Permissions

Overview

Order.co User Permissions give users access to more features, control visibility, and manage the emails they receive. Permissions are granted to user roles, which can then be assigned to users. When you first join Order.co, your business account comes with default permissions, but you can change them to completely customize the user experience!

About User Permissions

Permissions can be found on the navigational menu.

Permissions are granted to user roles, which means that every user with that role has that permission. Permissions are considered All-or-Nothing, there are no View, Create, Edit, or Delete options for each permission. 

Permissions for visibility or emails, such as View all Location orders, will defer to each user's assigned locations. So a user will see all orders for the locations they are assigned to, rather than all orders for your business account.

After editing permissions, scroll to the bottom of the page and click Update, to save your changes!

Permission Descriptions

My Products

These permissions manage how a user interacts with your product catalog. 

Permission	Description
Add New Products	Users can add new products to their cart and My Products. Users can use the Add Products page to add new Online and Offline products. Users can use the Chrome Extension to add new products. Users can edit Substitution Preferences.
Add New Products - Full	Users can link new Online Vendors to Order.co. Users can use the Link Vendor Accounts page. Users can edit or delete linked vendor accounts.
Manage Vendors	Users can create new Offline Vendors.

Creating Orders

These permissions manage how a user creates an order.

Permission	Description
Create Follow-up Orders	Users can user the Follow-Up Order feature to quickly replace cancelled line items.  Users must have the Add New Products permission to use this feature. Users can create Follow-Up Orders from the order detail page or an "Order Completed" email.
Define Shipping and Fulfillment Preferences	Users can set strict order parameters at checkout:   Latest Delivery Date Price Fluctuation Limit Special Instructions for fulfillment
Require Order Name	Users are required to enter a custom order name during checkout. Custom order names appear on the My Orders page, the order detail page, and in emails about the order. This feature is helpful if your business uses internal Purchase Order or Requisition numbers.
Require Cost Center	Users are required to assign a cost center to their order at checkout. This permission is suggested for businesses that use cost centers to create invoice groups.

Managing Orders

These permissions manage how users interact with submitted orders.

Permission	Description
Edit Orders	Users can edit active orders that have not yet begun fulfillment, including orders waiting for approval Users can access the Edit Order page and add or remove products, adjust quantity, or change the order details.  Editing an order resets all approvals for that order. Users can edit any order they have access to.
Approve Orders	Users can be assigned as approvers when you are creating new approval rules.  Users can approve an order if they are listed as an approver on a rule that applies to that order. Users can access the Orders Awaiting Approval modal on their dashboard.
Override Approvals	Users can use the Approval Override feature on the order detail page to override approval steps.  Users must have the Approve Orders permission. Approvals that have been overridden record the user who made the change.
Modify Cost Center	Users can edit the cost center for any order they have access to. Users can access the (Edit) button next to the cost center on the order detail page.
Enable Expecting More On Product Receipts	Users can adjust the Expecting More option when creating product receipts. This feature allows users to complete receiving the order when the expected quantity of a product does not match the ordered quantity. Ex. a portion of the order was returned to sender and refunded.

Order Visibility

These permissions manage what orders a user can access. Some of the previous permissions determine what actions users can take on those orders.

Permission	Description
Show All Orders	Users can access all orders for your business account on the My Orders page.  Users do not need to have all cost centers or locations assigned to their user account to see all orders.
Show All Cost Center Orders	Users can access all orders for their assigned cost centers.
Show All Location Orders	Users can access all orders for their assigned locations.

Managing Emails

These permissions manage what emails a user receives from Order.co. The user who creates an order will receive all emails related to that order. 

Permission	Description
Receive All Order Emails	Users receive the Order Completed and Tracking emails for all locations and cost centers they have access to.
Receive Over Budget Alerts	Users receive alerts when a budget has been exceeded. Users receive alerts for any budgets they have access to.  Users have access to all budgets for the Locations or Cost Centers assigned to them.
Show All Location Orders	Users can access all orders for their assigned locations.

Virtual Cards

These permissions manage how users interact with Virtual Cards. 

Permission	Description
Enable Access to Virtual Cards	Users can access the Virtual Cards page from the navigational menu. Users can be assigned to a Virtual Card.  Users can see cards they are assigned to on the Virtual Card page. Users can access card details (card number, security code, etc.) for cards they are assigned to.
Create and Edit Virtual Cards	Users can create and edit Virtual Cards. Users can access the Add New Virtual Card page by clicking Add New Virtual Card. Users can see cards they create, even if they are not assigned to them.  User must be assigned to a card to see the card details.
Show All Virtual Cards	Users can see all cards created for your business account. Users must be assigned to a card to see the card details.

Page Access

These permissions manage what pages users can access. Users with access to these pages can create, edit, or delete data on the page.

Permission	Description
General Settings Tab	Users can access the General tab on the Company page, under Manage Organization. User must have access to Manage Organization. Users can edit their username and email address on the User Profile page.   Users can edit the name of your business account. User can request that the account administrator is CC'ed on all Order Completed emails.
Linked Account Settings Tab	This permission is no longer in service.
Manage Organization Settings	Users can access the pages under Manage Organization on the navigational menu. Users can make edits to page under Manage Organization.
Manage Organization Page Access	Users can access the Manage Organization option on the navigational menu.
User Settings	Users can access the Users tab on the Company page.  Users can create new user accounts, edit existing users settings, and deactivate users.
Location Settings	Users can access the Locations tab on the Company page.  Users can create new locations, edit existing locations, and deactivate locations.
Cost Center Settings	Users can access the Cost Centers tab on the Company page.  Users can create new cost centers, edit existing cost center settings, and delete cost centers.
Coding Settings	Users can access the Coding tab on the Company page.  Users can create new code categories, edit category settings, and delete code categories. Users can create, edit, and delete accounting codes within each code category. Users can bulk upload codes to a code category. Users must have this permission to complete an accounting integration.
Approval Settings	Users can access the Approvals tab on the Rules page. Users can access the Budgets tab on the Rules page. Users can create, edit, and delete Approval Rules.  Users can create, edit, and delete Budgets.
Permissions Settings	Users can access the Permissions tab on the Rules page. Users can edit user permissions. It is recommended that this permission is reserved for your account administrators.
Billing Page Access	Users can access the Invoices page from the navigational menu. Users can access your invoices and credit memos. Users can initiate payment for your invoices and use credit memos to supplement payment.  Users can access the Billing and Payment page under Manage Organization. Users can add payment methods to your business account. Users can set up Auto-pay for your invoices. Users can edit Invoice group settings for your business account. Users can integrate your Accounting Software with Order.co.
Analytics Page	Users can access the Insights page from the navigational menu. Users can view Analytics Dashboards. Dashboards are pre-filtered by user role. Admins and superusers have more access to data than approvers and subusers.

Best Practices

Our default settings are based on years of data, but we've found a few permissions are helpful for businesses to adjust.

• Add New Products - If you require strict compliance to your catalog by your endusers, we suggest removing this permission from subusers and approvers. Just plan for how your users can request products they may need!
• Order Visibility - If your business tends to have multiple users placing orders to the same location, it is helpful to grant visibility to other orders being placed. They can see what's already been ordered and help receive shipments to avoid confusion or over-ordering products. 
• Analytics Page - We suggest that you enable this permission for all user roles. The dashboards on this page are filtered by user role and by each user's assigned cost center and location, so users cannot access sensitive data.
• Account Security - If you are concerned about account security and regulatory compliance, consider removing the following permissions for all user roles except the administrator:
  •  
    • Approval Settings
    • Permission Settings
    • Override Approvals
    • General Settings Tab