User Management

This guide covers user management for EZ Cloud Essentials.

Looking for Enterprise?

If your organization uses EZ Cloud Enterprise with ERP integration, see User Management (Enterprise).

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
Accounts Payable Team	Manage AP team members who process invoices
Team and Approval Limits	Configure supplier-specific approval limits

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Accounts Payable Team

The AP Team tab displays all users with access to the system.

Adding a Team Member

Click Add User to create a new user.

Field	Description
First Name	User's first name
Last Name	User's last name
Email	Login email address (must be unique)
Phone Number	Optional contact number
User Role	Admin or User
Select Role	Exception handling permissions
Position	Job title or position

User Roles

Role	Permissions
Admin	Full access including user management and settings
User	Standard access to process invoices

Exception Roles

Check the exception types this user can handle:

Role	Description
Request Information	Process Request Information exceptions
Supplier Maintenance	Process Supplier Maintenance exceptions
Specialist Exception	Process Specialist exceptions
Reject Invoice	Process invoice rejections
Duplicate	Process duplicate invoice exceptions

Filtering Users

Click the filter icon to search for users.

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

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Team and Approval Limits

Configure supplier-specific approval limits for team members.

Column	Description
First Name	User's first name
Last Name	User's last name
Email	User's email address
Approval Range	Maximum amount this user can approve for the selected supplier
Action	Edit or delete the limit

Setting Approval Limits

1. Select a Supplier Name from the dropdown
2. Click Add User to add a team member
3. Set the Approval Range for that user/supplier combination
4. Users can only approve invoices from that supplier up to their limit

Use Case

Approval limits are useful when certain team members should only approve invoices up to a specific amount for particular suppliers—for example, limiting junior AP clerks to invoices under $5,000.

Queue Visibility Rules

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

Rule	Description
Invoices above limit are hidden	Users cannot see invoices that exceed their approval limit for a supplier
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 limit set. Only users without approval limits 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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Quick Reference

Task	How To
Add user	Click Add User, fill form, save
Edit user	Click edit icon on user row
Set exception roles	Check roles in Add/Edit form
Set approval limit	Team and Approval Limits tab → Select Supplier → Add User
Search users	Click filter icon, enter criteria