User Management

This guide covers user management for EZ Cloud Enterprise.

Looking for Essentials?

If your organization uses EZ Cloud Essentials (standalone), see User Management (Essentials).

Administrator Access Required

User Management is only accessible to users with administrator permissions.

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Accessing User Management

Navigate to Administration → Users to manage your team.

Tabs

Tab	Description
Users and Permissions	Manage users, roles, and granular permissions
Approval Limits	Configure approval thresholds

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Users and Permissions

The user list displays all team members:

Column	Description
First Name	User's first name
Last Name	User's last name
Email	Login email address
Position	Job title
User Role	Admin or User
Approval Threshold	Maximum approval amount
Currency	Approval currency
Activate/Deactivate	Toggle to enable or disable user access

Adding a User

Click Add User to create a new team member.

Editing a User

Click the pencil icon to modify a user. The edit modal has three tabs.

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General Tab

Field	Description
First Name	User's first name
Last Name	User's last name
Email	Login email (read-only after creation)
Resend Welcome Email	Send login instructions again
Reset Password	Force a password reset
Phone Number	Contact number
User Role	Admin or User
Approval Threshold	Maximum amount user can approve (see Queue Visibility Rules)
Position	Job title
Address	User's address (optional)

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Permissions Tab

Configure granular permissions for each user. Permissions are organized into categories:

Invoice Permissions

Permission	Description
View All Invoices	Access to Invoices All tab - view all team invoices

Exception Permissions

Permission	Description
Handle Request Information	Process Request Information exceptions
Handle Supplier Maintenance	Process Supplier Maintenance exceptions
Handle Specialist Exception	Process Specialist exceptions
Handle Invoice Rejections	Process Invoice Rejection exceptions
Handle Duplicates	Process Duplicate invoice exceptions

Admin Permissions

Permission	Description
View Team Members	View team member list
Manage Team Members	Add, edit, deactivate team members
View Settings	View team settings
Manage Settings	Modify team settings
View Workflow Config	View workflow configuration
Manage Workflow Config	Modify workflow configuration

Permission Counts

Each category shows a count (e.g., "5/5") indicating how many permissions are enabled.

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Queue Assignments Tab

Assign users to workflow queues. Users see invoices in their assigned queues.

Queues are organized by workflow (configured during implementation):

Example Receiving Workflow Roles:

• Initiator
• Budget Manager
• PO Approver
• AP Bond Specialist
• AP Specialist (# to E)
• AP Specialist (F to L)
• AP Specialist (M to R)
• AP Specialist (S to Z)

Other Workflow Categories:

• Direct Pay
• Facilities

Check the roles this user should be assigned to. They will see invoices routed to those roles in their Inbox.

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Queue Visibility Rules

Approval thresholds affect what invoices users can see in their queue:

Rule	Description
Invoices above threshold are hidden	Users cannot see invoices that exceed their approval threshold
Missing totals are hidden	If an invoice total wasn't extracted correctly, it won't appear in limited users' queues

Important

When an invoice's total cannot be extracted (e.g., due to poor document quality), that invoice will not appear in the queue of any user with an approval threshold set. Only users without approval thresholds can see and process these invoices.

This ensures users only work on invoices they have authority to approve, while preventing invoices with missing data from being processed by limited approvers who may not realize the amount exceeds their threshold.

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Filtering Users

Click the filter icon to search.

Filter	Description
Email	Search by email address
First Name	Search by first name
Last Name	Search by last name

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Activating/Deactivating Users

Use the toggle in the Activate/Deactivate column:

• Enable - User can log in and access the system
• Disable - User cannot log in; invoices are not routed to them

Offboarding

When an employee leaves, deactivate their account rather than deleting it. This preserves the audit trail of their previous approvals.

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Quick Reference

Task	How To
Add user	Click Add User, fill form, save
Edit user	Click pencil icon on user row
Set permissions	Permissions tab → check/uncheck permissions
Assign to queues	Queue Assignments tab → check roles
Set approval threshold	General tab → Approval Threshold field
Disable user	Toggle Activate/Deactivate to off
Reset password	General tab → Reset Password button
Resend welcome email	General tab → Resend Welcome Email button

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Key Differences from Essentials

Feature	Enterprise	Essentials
Granular permissions	Yes	No
Queue assignments	Yes	No
Approval threshold	Per user	Per supplier
Activate/Deactivate toggle	Yes	No
Resend welcome email	Yes	No
Reset password button	Yes	No