The "Invite New Users" feature in Digital Purchase Order enables administrators to add team members to the system. This tutorial provides a step-by-step guide on how to invite new users, set their roles, and manage their access to ensure smooth collaboration and efficient use of the platform.
Digital Purchase Order gives you the option to invite specific users to your PO book and grant them individual permissions, such as approval rights or limitations on viewing certain purchase orders. Please keep in mind that you need to be an administrator to invite other people to your PO book.
To get started, please go to the admin section and select the tab “Users”. There, click the button “invite new users.” You can invite new users by their email address, last name, first name, company details, or phone number.
Below this line you can define what this user should be able to do within DPO. First, you can decide whether this person should be an admin or a user. Admins have the permission to get into the administration section, while users do not. Next, you can enter their position title and select what is visible to them. The options here are their own Purchase Orders, POs from their own department only, or none at all. If you choose POs from their own department, don’t forget to tell the system which department this person belongs to. If the person is an approver, please also select the corresponding approval level .
In addition, you can prevent this user from writing new POs and implement restrictions to writing or editing comments.
Further below there are additional custom options for each user. The aim is that not every user should have the option to use all DPO features. For example: If a person has no knowledge about account codes, there should be no option to enter account codes. That way you can reduce the likelihood of inaccurate information being entered in DPO. Besides that, your staff training needs will be reduced, because fewer fields will need to be explained. Last but not least, the user themselves will recognize the system as more user-friendly if they only need to manage relevant input fields and don’t see irrelevant fields at all. For these reasons, you can decide for each user individually which DPO features should be available and which should not.
Once you are happy with all settings, please click the invite button. DPO will send an automated invitation email to the user with the request to create a user account and to generate a personal password. If the user hasn’t received such an email, please ask them to check their spam folder. Alternatively, you can go to the login field, click on “forgot your password” and re-enter the email address of the user. This will generate a new invitation email to the person.
One last note: if you have many users to invite, you don’t have to do this manually one by one. Instead, make use of our import sheet which is also available in the admin section. Here you can download the spreadsheet, copy and paste all relevant information into it, and send it to support@digitalpurchaseorder.com. We will import all information to your PO book within one business day.
If you have further questions, please send us an email at support@digitalpurchaseorder.com, or give us a call at 1.888.376 7254. We can also arrange a demo appointment with you. Simply contact us via email, and we will schedule a call at your earliest convenience.
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