Assignment of Specific Roles and Access Levels with SMART PORTAL’s Multiuser/Multirole Capabilities

The Multiuser/Multirole functionality of SMART PORTAL offers substantial benefits in terms of efficiency and security for document management. 

This feature allows for the assignment of specific roles and access levels to employees, ensuring that sensitive documents are only accessible to authorised personnel. It also streamlines the document processing workflow and maintains strict access control, significantly reducing the risk of data breaches.

Let’s take, for example, Company A. It has 

➡️ 4 departments: IT, Finance, Car Registration and Legal. All departments are receiving various documents from their suppliers. Finance and Registration documents are processed automatically by Apollo, our AI-driven Intelligent Document Processing. Legal documents are not.

➡️ 4 employees: Alex, Rodica, Mihai and Cristian. Alex works in the IT department, Rodica works in Finance, Mihai works in the Car Registration Department, while Cristian works in the Legal Department and is also the supervisor for both Rodica and Mihai.

What Company A needs is:

1.

• the Finance department’s documents (invoices, tax receipts, POs) to be automatically processed as soon as they are received;
• the extracted data to be pushed into the company’s ERP;
• only Rodica and Cristian, her supervisor, to be able to see, verify, search, and manage the documents of the Finance Department.​

2.

• the Car Registration department’s documents to be automatically processed as soon as they are received;
• only Mihai and Cristian, his supervisor, to be able to see, verify, search, and manage the documents of the Car Registration Department;
• the extracted data to be pushed into the company’s ERP. ​

3.

• the Legal Department’s documents will not be automatically processed.
• Cristian must be able to see his documents in the Legal Department, as well as the activity and documents of Rodica and Mihai, as he is their supervisor.
  

First, Alex, as Admin, will set up Roles with Access Levels. The steps he will follow are:

• Login to Apollo and create 2 automation accounts: 1 for Financial documents’ automation and 1 one for Car Registration documents’ automation.​ 

Important! The automation flow in the Intelligent Document Processing platform is done per Access Level, meaning per group of documents, not per User.

• Configure the automation accounts and connectors to ERP and TMS.​

• Login to SMART PORTAL and create 3 Access Levels (Accounting, Registration and Legal​) and 3 Users (Rodica, Mihai and Cristian​).

• Assign:

​

Second, all 3 users (Rodica, Mihai and Cristian) will now be able to Login to SMART PORTAL and Add or Create new Suppliers. For example, Rodica will add MoneyTalks SRL, Mihai will add AutoVehicle SRL and Cristian will add LawAndOrder SRL as suppliers.

Please note that, in our example, Alex works in the IT Department and has the ADMIN role. This means that he creates the users for SMART PORTAL, assigns each of them access levels to a list of documents, but also sees all the documents, for all Users and Access Levels. In your Company, Alex can also work in the IT Department or have a different Role, maybe even CEO. This way, you can control who sees all the documents received from your suppliers.

This is how SMART PORTAL’s Multiuser/Multirole capabilities help Company A:

• All the documents uploaded by MoneyTalks SRL will be received by Company A and will be automatically processed by our IDP platform using the Accounting SmartFlow. Rodica will be able to see and intervene on any document. ​
  

• ​All the documents uploaded by AutoVehicle SRL will be received by Company A and will be automatically processed by our IDP platform using the Vehicle identification Card (VIC) SmartFlow. Mihai will be able to see and intervene on any document.​

• ​Cristian will be able to see all the documents from MoneyTalks SRL and AutoVehicle SRL and how the automation went. On top of that, he will receive all the documents from his own supplier, LawAndOrder SRL.
  

​TL;DR. Let’s recap!

SMART PORTAL's Multiuser/Multirole functionality offers significant benefits to Company A, enhancing both efficiency and security in Document Management. 

By allowing different Roles and Access Levels for employees, SMART PORTAL offers Company A the benefit of having sensitive documents only accessible to authorised personnel. For instance, in Company A, Rodica in Finance and Mihai in Car Registration can only access documents relevant to their departments, while Cristian, as a supervisor and Legal employee, has a broader view across all departments. This setup not only streamlines the document processing workflow but also maintains strict access control, reducing the risk of data breaches. 

Furthermore, the automation feature for Finance and Registration documents through Apollo facilitates fast and accurate processing, pushing data into Company A’s ERP system. This saves time and minimises any possible human errors. 

Cristian's ability to oversee all activities and documents enhances managerial oversight and efficiency, ensuring all departmental needs are met while maintaining high-security standards.

Do you want us to demonstrate how this works? Let’s get in smart touch via email or this form.