Account Settings – Users & Permissions
Account Settings – Users
When you first start using Prokuria, this is the place, to begin setting up your account. On this page, you will find 2 tabs designed for setting up your account: Settings and Users.
In this article, we will cover the Users tab.
For more details of the “Settings” tab please check here our article.
In the “Users” tab you can invite your team members to join the account, manage licenses, teams and permissions.
From here you will work with 4 sections:
1. Users;
2. Licenses;
3. Teams;
4. Permissions;
1. Users
In this section, you can manage your existing users. You have the following actions:
1.1 Invite user: this allows you to invite more users to access your account. Keep in mind that you will need a license for each user.
Once the “Invite user” modal opens, you will have to fill in the following fields:
E-mail address – type here the email of the new user
Select license – click and select one of the available license on your account
Set home page – click and choose one of the available modules
Default team – will be pre-populated with the default team created for your account
Permissions – select the permissions that the new user will have for the team selected previously
Make Superadmin – if checked, users will have full access to all modules of Prokuria and on all Projects
Once you select the licence you will have to choose the permissions for every module available on your account.
Depending on the settings for each account, you may have access to different modules of Prokuria.
Below are the most used modules.
In order to assign permission for a module, you can choose one of the following permission types:
- “yes” – the user will have full access to the respective module
- “view only” – the user will have access only to view the data from the respective module. No edits can be done is choosing this type of permission
- “no access” – the user will have no access to the respective module
| Assign permissions | Description |
|---|---|
| Account settings | It allows to access, and manage the company profile/settings page |
| Projects | It allows the respective user to view the projects page |
| Add new projects | It allows the right to add a new project |
| Suppliers | It allows to access and manage the supplier directory |
| Items | It allows to access and manage items catalog |
| PO | It allows to access and manage the Purchase Order directory |
| Reports | It allows to access and manage the reports module |
| Entity Designer | It allows the new user to access and manage the entity designer module |
| Contacts | It allows to access and manage the supplier contacts |
| Flows designer | It allows to access and manage workflows |
| Dashboard | It allows to access and manage the dashboards |
1.2 Deactivate/Activate users: Under the 3 dots menu next to each user, you have the option to deactivate a user who no longer needs to access the platform. Once a user is deactivated, the licence allocated for that user will become available to use for another user.
1.3 Edit user: once you click on “Edit” the “Edit user” modal will open with the settings and permissions for the respective user.
Depending on the settings for each account, you may have access to different modules of Prokuria.
Here is the place where you can edit the existing permissions for a user.
2. Licences
In this section, you can see all the licences available on your account. Also, extra information is available: the expiry date of each licence and the Remaining licences (unassigned licences) for your account.
From here you can request extra licences by clicking “+ request license”. A new modal opens and you can offer details about the requested number of licences.
After submitting the request, a Prokuria consultant will contact you shortly.
3. Teams
This section is dedicated to organising your users by teams. Each new account has a default team named after the company’s name. Keep in mind that each user needs to have at least one default team. You can create multiple teams and further use them when setting up custom flows and extra permissions rights on your account. A user can be assigned to multiple teams.
4. Team permissions
This is the place where you can set Permissions at a team level. A user can be assigned to a specific team with a different level of access in Prokuria. After defining in which modules the user is granted permissions and the assigned team, you can also define what kind of permissions the user receives for that particular team.
Using the 3 dots option menu next to each user, you have the option to Edit or Delete the user’s team permission. Once you click “Edit”, a new modal opens and you will be able to change the team, the permissions and the default team.
Option: +add permission – allows you to add a user to an existing team. On e clicked a new modal will open.
| Fields | Description |
|---|---|
| User | Choose one of the existing users for which you want to add a permission |
| Team | Choose one of the existing team |
| Permissions | Choose the type of permission you will assign to the user. [Works only if team restrictions are activated on that specific entity.] |
| Default team | If checked, the selected team will become the default team of the user |
The types of team permissions a user can be assigned:
- Edit my records, view my records – will only grant the user access to his record, view, and edit
- Edit my records, view my team records: – the user can edit only his records and only view the other user’s team records
- Edit team records, view team records – the user has full access to the team records, view, and edit
- No edit, view my records – the user can’t edit any records, he can only view the records created by himself
- No edit, view team records – the user can’t edit any existing records, he can only view the team records once they are created
Please note
Team permissions will apply only to the entities where team restrictions are activated. Please see the next section. If on a specific entity, the restrictions are not activated all users will have access to all records.
5. Activate Team restrictions on a specific entity
Teams are generally used for:
- grant permission or add a restriction to users for the records under a specific entity in Prokuria (custom or system entity)
- setting up custom flows and custom email notification
To activate team restrictions for a certain entity in Prokuria, make sure you tick the checkbox “Activate team restrictions for records in grid/subgrid”. If the checkbox is unticked, the team restrictions will not apply. To activate this, go to “Account settings” -> “App designer” -> choose the entity and then click “Edit” in the “Settings” tab.
Please check our Project roles and permissions article for more details on permissions at the project level.
Are you stuck somewhere? Don’t worry, we’re here for you. Drop us a mail at support@prokuria.com and we’ll get back to you.