User Profile

Your user profile contains personal settings, notification preferences, and security options. Access it by clicking your username in the bottom right corner of the screen and selecting Profile.

---

Account Settings

Account Settings allows you to manage your personal information and how you appear to other users in the system.

Profile Photo

Upload a profile photo to help colleagues identify you in the system.

Setting	Description
Format	PNG or JPG
Maximum Size	1000x1000 pixels

To upload a photo:

1. Click Upload Photo
2. Select an image file from your computer
3. The photo will be cropped and resized automatically

Personal Information

Field	Description
First Name	Your first name (required)
Last Name	Your last name (required)
Email Address	Your login email (read-only—contact your administrator to change)

Contact Information

Field	Description
Mobile Phone Number	Optional phone number for urgent notifications

Click Save Changes to update your profile.

---

Email Notifications

Email Notifications controls how and when you receive emails about invoice workflow activities.

My Email Preferences

Enable/Disable Notifications

Use the Enable Workflow Email Notifications toggle to turn email notifications on or off entirely.

Email Delivery Frequency

Choose how often you want to receive notification emails:

Option	Description
Immediate	Receive an email as soon as an invoice is assigned to your queue or sent back to you
Daily Summary	Receive a single daily email summarizing all workflow activities from the day
Every 5 Days Summary	Receive a summary email every 5 days with all pending workflow items

How to Configure

1. Navigate to Profile → Email Notifications
2. Toggle Enable Workflow Email Notifications on or off
3. Select your preferred Email Delivery Frequency
4. Click Save Changes

Recommended Setting

For active AP team members processing invoices daily, Immediate notifications help ensure timely responses. For managers or occasional approvers, Daily Summary reduces inbox clutter while keeping you informed.

---

Out of Office Settings

Out of Office Settings allows you to set up automatic delegation of invoices when you're away from work.

What Happens When Out of Office is Enabled

When you enable Out of Office:

1. Workflow tasks assigned to you are automatically delegated to your designated backup
2. You stop receiving email notifications about new assignments
3. Your name shows an OOO indicator in the system
4. When the end date passes, normal routing resumes automatically

Setting Up Out of Office

Field	Description
Enable Out of Office	Toggle to activate OOO status
Select Delegate	Choose who will receive your invoices while you're away (required)
Start Date & Time	When your OOO period begins
End Date & Time	When your OOO period ends
Reason	Optional note (e.g., "Vacation", "Medical Leave", "Training")

How to Set Out of Office

1. Navigate to Profile → Out of Office Settings
2. Toggle Enable Out of Office on
3. Select a delegate from the dropdown
4. Set your Start Date & Time
5. Set your End Date & Time
6. Optionally add a Reason
7. Click Save Changes

Delegate Requirements

Your delegate must share at least one queue role with you. If no eligible delegates are available, contact your administrator to ensure proper role assignments.

Canceling Out of Office Early

If you return earlier than expected:

1. Navigate to Profile → Out of Office Settings
2. Click Cancel or toggle Enable Out of Office off
3. Normal workflow routing will resume immediately

Administrator Override

Administrators can also manage Out of Office status for any user from Administration → Out of Office Management. See Out of Office Management for details.

---

Account Security

Account Security allows you to change your password to keep your account secure.

Password Requirements

For optimal security, your password should:

• Be at least 12 characters long
• Contain uppercase and lowercase letters
• Include numbers and special characters
• Not be reused from previous passwords

Changing Your Password

1. Navigate to Profile → Account Security
2. Enter your Current Password
3. Enter your New Password
4. Enter your new password again in Confirm New Password
5. Click Update Password

Security Best Practice

Change your password periodically (every 90 days is recommended) and never share it with others. Use a unique password that you don't use for other accounts.

---

Company Details

Company Details allows you to customize your organization's branding within EZ Cloud.

Company Logo

Upload your company logo to personalize the application. Your logo will appear:

• On invoices
• Throughout the application interface

To upload a logo:

1. Navigate to Profile → Company Details
2. Click to upload your company logo
3. Select an image file from your computer

Administrator Feature

Company Details may only be editable by users with administrator permissions, depending on your organization's configuration.

---

Quick Reference

Setting	Location	Purpose
Profile Photo	Account Settings	Personal identification
Name & Email	Account Settings	Display name and contact
Notification Frequency	Email Notifications	Control email volume
Out of Office	Out of Office Settings	Delegate work while away
Password	Account Security	Account protection
Company Logo	Company Details	Organization branding