Tradogram User Permissions FAQ

This guide provides a comprehensive overview of the permissions available for every user within the Tradogram system. While each permission can be granularly modified to fit your specific operational needs, users are initially assigned to a "Group" which serves as their base set of default permissions. You can view a full breakdown of all group preset permissions here.

Visibility Scope & Permission Levels

When configuring a user's access, you will encounter various Visibility Options that determine exactly which records and transactions they can see:

Company: The user has full visibility of all objects across every branch in the entire company.
Branch: The user can see all objects created within the specific branches to which they have been granted access.
Department: Visibility is limited to objects assigned to the specific departments the user has access to.
Own: The user can only see objects they personally created (or, in the case of approvals, transactions currently requiring their specific action).

Here is a breakdown of all the available permissions by section:

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Administration

Permission Name	Visibility Options	Description
Manage account payments		Ability to change the subscription in Tradogram located in "Manage Company" under "Account & Billing"
Edit company profile		Ability to edit company profile details & logo under "Manage Company".
Add new branches		Ability to add new branches under "Manage Company"
Manage all branches		Ability to edit the branch profiles for all branches under "Manage Company"
Edit branch profile		Ability to edit branch profile options. This is a critical permission that is not able to be turned off in some instances as this is a foundational element on how Tradogram operates. This option is located in "Manage Branch".
Add/remove users		Ability to add/remove users from the "Account & Billing" tab under "Manage Company"
Change user permissions		The ability to change the permissions and access of users in Tradogram.
Manage user passwords		Under "Company profile" in the "Manage Company" section there is an option to select user managed or administrator managed passwords. If administrator managed passwords is selected, a lock button will appear under "actions" on the "users" tab to change a password for a user.
Accept sync requests from buyers		This is a supplier based permission to be able to accept requests from buyers in their account.
Add/edit/remove addresses		Under "Manage Branch" allows users to add/edit/remove branches on the "addresses" tab.
Manage approvals		Under "Manage Branch" allows the users to create, edit, manage approval rules.
View approvals	Own, Branch, Company	Ability to view approvals in the approvals dashboard. The visibility setting will impact which approvals will be visible
View departments		Allows users to view departments in the branch settings (separate from branch access)
Create/edit departments		Allows users to create/edit departments in the "Manage Branch"
View GL accounts		Allows users to view company GL accounts in the company settings (separate from ability to assign GL Accounts in transactions)
Create/edit GL accounts		Allows users to create/edit GL accounts in the "Manage Company"
View Cost Centers		The ability for the user to see the cost centers in "Manage Company"
Create/edit Cost Centers		Allows users to create, edit, or remove cost centers in the account.
Manage integration		Allows users to configure and set up integration options under "Manage company" and the applicable integration tab. Please note that all integrations have to first be enabled in the back end by Tradogram for this option to appear.
Manage fillable forms		Ability to create, edit, manage fillable forms under "Manage Branch"
Tradopay Admin		Allows users to manage TradoPay settings in "Manage Company", and change the details (bank account, business details, etc)
Manage tax codes		Ability to create, edit, manage tax codes under "Manage Company"
View exchange rates		Allows users to view "custom exchange rates" under "Manage Company"
Edit exchange rates		Allows users to edit "custom exchange rates" under "Manage Company"
Manage Payment Terms		Allows users to create, edit, manage payment terms under "Manage Company"
Manage custom fields		Allows users to create, edit, manage custom fields under "Manage Company"
Customize PDF		Allows users to access the "Customize PO PDF" setting and change the structure of the PO PDF
Manage OCR		Allows users to access to the "TracoScan AI" setting in "Manage Company", and to edit the setup details

Budgets & Projects

Permission Name	Visibility Options	Description
View budgets	Branch, Company	Allows users to view budgets in the budgets module.
Create/edit budgets		Allows users to create/edit budgets.
View projects	Own, Company	Allows user to view projects in the projects module. Separate from selecting a project in transactions.
Create/edit projects		Allows users to create/edit projects.
View projects spend report		Allows users to view project spend report when on the project view screen. This button will only appear if this permission is enabled.
View project categories		Allows users to view the project categories in the categories section
Add/edit/remove project categories		Allows users to add, edit, delete project categories

Suppliers & Customers

Permission	Visibility Options	Description
View suppliers	Branch, Company	Allows users to view suppliers. There is a visibility setting to view "company, branch"
Add/edit suppliers		Allows users to create/edit suppliers.
Invite/connect with suppliers		Under the supplier view screen, there is an option to "Connect" above the supplier profile. Once clicked, an option with a button beside "Main Contact" will appear to connect with that particular supplier.
View supplier categories		Allows users to view the "supplier categories" tab under the "Categories" menu on the left hand side.
Add/edit/remove supplier categories		Allows users to add, edit, remove supplier categories under the "Categories" menu.
View customers	Branch, Company	Allows users to view the "Customers" menu option in the sales module. There is a visibility setting to view "company, branch"
Approve suppliers		Under "Manage Company" and the "Company Profile" there is an option to "Enable supplier approvals." Anyone with this option will be able to approve suppliers.

Items

Permission	Visibility Options	Description
View items	Branch, Company	Allows users to view items. There is a visibility setting for "branch, company"
Add/edit/remove items		Allows users to add/edit/remove items.
Add/edit/remove item bundles		Under the "Items" tab there is a section labeled "ACTIONS" and a button called "MANAGE ITEM BUNDLES" that will allow users to add, edit, remove bundles.
View items purchase history		When clicking on an item there is a button labeled "View Purchase History". This will only appear when this option is enabled.
View item categories	Branch, Company	Under the "Categories" menu there is a tab for "item categories"
Add/edit/remove item categories		Allows users to add, edit, remove item categories. There is a visibility setting for "branch, company"
Manage custom fieldsets		Under the "Items" tab there is a section labeled "ACTIONS" and a button called "MANAGE CUSTOM FIELDS" that will allow users to add, edit, remove item custom fields.

Inventory

Permission	Visibility Options	Description
View/edit stock levels		Allows users to view the inventory section and adjust stock levels.
View reorder report		Allows users to view the reorder report.
View inventory logs per item		Allows users to view the inventory logs under "Items" and a specific item.

Requisitions

Permission	Visibility Options	Description
View requisitions	Own, Department, Branch, Company	Allows users to view the "Requisitions" tab under "Transactions" in the left hand menu.
Create/edit requisitions		Allows users to create, edit requisitions
Close requisitions		Allows users to close requisitions. There is an action button that will only appear when enabled.
Open closed requisitions		Allows users to re-open closed requisitions. There is an action button that will only appear when enabled.
Order requisition items		Allows users to create purchase orders from a requisition. There is an action button that will appear when enabled.
Fulfill requisitions from stock		Allows users to fulfill from inventory. There is an action button that will appear when enabled.

Expenses

Permission	Visibility Options	Description
View expenses	Own, Department, Branch, Company	Allows users to view the "Expenses" tab under "Transactions" in the left hand menu.
Create/edit expenses		Allows users to create, edit expenses.
Delete expenses		Allows users to delete expenses. There is an action button on the "Expenses" view screen with a trash can icon on the right hand side of an expense.
Mark expenses as paid		Allows users to mark expenses as paid. There is an action button on the "Expenses" view screen with a "Mark as Paid" option on both the view screen and the expense record.

Requests

Permission	Visibility Options	Description
View requests	Own, Department, Branch, Company	Allows users to view the "Requests" tab under "Transactions" in the left hand menu.
Compare Items	Own, Department, Branch, Company	The ability to view the Request comparison table, which will show the offers from each vendor.
Create requests		Allows users to create requests.
Make counter-offers		Allows users to create counter offers on the request once a supplier has submitted an offer. The action button is on the specific request labeled "Make/Edit Offer" under the "Actions" in the request.
Accept/cancel offers		Under the "Actions" there is a blue button to accept a request and create a PO or contract. Depending on the stage of the request, this button may display as red and be labeled as "Cancel offer".
Make offers		Allows the ability to make offers with the "Make/Edit Offer" action button.
Update TCO	Own, Department, Branch, Company	Allows users to update the "Total Cost of Ownership Evaluation" that shows under the "Compare Offers" screen.
Update technical evaluation	Own, Department, Branch, Company	Allows users to update the "TECHNICAL EVALUATION" that shows under the "Compare Offers" screen. In order for this action button to show, the option for "Item Spec Files" in the "LOCK FIELDS" button on page 2 of creating a request must first occur.
RFI Comparison	Own, Department, Branch, Company	Ability to compare details from an RFI transaction.
Enter an offer on behalf of supplier		Allows users to enter an offer on behalf of a supplier using the "Make/Edit Offer" button under "Actions".

Contracts

Permission	Visibility Options	Description
View contracts	Own, Branch, Company	Allows users to view "Contracts" tab under "Transactions" in the left hand menu. There is also a visibility setting to see "Own, Branch, Company"
Create/edit contracts		Allows users to create/edit contracts.
Accept contracts (as supplier)		This permission is for suppliers who have been invited to Tradogram and allows them to accept/decline contracts.
Order from contracts		Allows users to create POs from contracts.

Purchase Orders

Permission	Visibility Options	Description
View purchase orders	Own, Department, Branch, Company	Allows users to view "Purchase Orders" tab under "Transactions" in the left hand menu.
Create purchase orders		Allows users to create purchase orders.
Edit purchase orders		Allows users to edit purchase orders.
Edit purchase order number		Allows users to edit the purchase order number on the purchase order view screen.
Send purchase orders to supplier		Allows users to send purchase orders to suppliers. There are several options that can be sent along with the PO including, require supplier acceptance, requesting a deliver note, attach PDF to the email.
Close purchase orders		Allows users to close a purchase order.
Cancel purchase orders		Allows users to cancel purchase orders.
Add/remove internal files		Allows users to add/remove internal files once a purchase order has been created.
Add/edit hidden costs		Allows users to add/edit hidden costs once a purchase order has been created.
Complete supplier evaluation		Allows users to complete a supplier evaluation once a purchase order has been closed. Supplier evaluations can be accessed from the supplier profile under the "evaluations" tab.
Accept sales quotes		Allows users to accept sales quotes that have been sent from suppliers. Suppliers will need a Tradogram account in order to perform this function.

Sales Orders (Suppliers Only)

Permission	Visibility Options	Description
View sales orders	Own, Department, Branch, Company	Allows the user to view sales orders
Create sales orders		Allows the user to create sales orders.
Edit sales orders		Allows the user to edit sales orders.
Cancel sales orders		Allows the user to cancel sales orders.
Edit sales order number		Allows the user to edit the sales order number
Accept received purchase orders		Allows the user to accept purchase orders sent from the buyer.

Deliveries

Permission	Visibility Options	Description
View deliveries	Own, Department, Branch, Company	Allows users to view "Deliveries" under the "Transactions" tab on the left hand menu.
Add/edit/remove deliveries		Allows users to add/edit/remove deliveries.
Add delivery note (as a supplier)		When a delivery note is requested by a buyer, there will be a prompt in the supplier profile when they look at the sales order to add a delivery note. Without this permission, they will not be able to add the delivery note.
Book-in deliveries received		Allows the user to receive deliveries.

Invoices

Permission	Visibility Options	Description
View invoices	Own, Department, Branch, Company	Allows users to view "Invoices" under the "Transactions" tab on the left hand menu.
Add invoices		Allows users to create invoice records
Edit invoices		Allows users to edit existing invoice records
Remove invoices		Allows users to delete invoices
Accept/decline supplier invoices		If a supplier has been invited to Tradogram, they will have the ability to enter an invoice. This permission allows users to accept or decline the invoice.
Mark invoices as paid		Allows users to mark invoices as paid.
Add/edit credit notes		Allows users to add credit notes to an invoice

Reports

Permission	Visibility Options	Description
View audit reports		Audit reports are available once a request has been accepted.
View quote reports (for suppliers)		Once a buyer accepts a request, any request that the supplier was involved in will provide a quote report for any request that was won or lost.
View system reports	Department, Branch, Company	Allows users to view system reports under the "Reports" tab on the left hand menu.
View saved reports		Custom reports can be created in Tradogram. Users with this permission will be able to view those reports.
Create/delete reports	Branch, Company	Allows users to create/delete custom reports.
Activate/deactivate reports		Allows users to activate/deactivate custom reports.
View user handover report		Allows users to generate the user handover report.

Treasury

Permission	Visibility Options	Description
View treasury details		Allows user to view treasury details - payments and payees for TradoPay payments
Manage Treasury Payment		Allows user to manage and initiate payments on TradoPay under the Treasury Menu in Tradogram
Manage Treasury payee		Allows user to create, edit, and remove supplier payees in the treasury menu.

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