Permissions Management

Through Supplyframe's Permissions, you can assign and edit the rights that teams (group or role) have for each module in order to set their corresponding permissions. This article provides information around these Permissions functionalities and their impacts on different areas within the platform.

1. Permission Roles
2. Permissions and Teams
3. Module Specific Permissions
   1. BOM Insight
   2. Demand Management
   3. Quoting
   4. Reports
   5. CP / PO / AML / AVL
   6. Part Master
   7. Others
4. Troubleshooting Permissions
   1. Permission Conflicts
   2. Other Troubleshooting

Admins can access the Organization settings under their profile dropdown and then select the Permissions tab. Here in Permissions, an admin can edit these rights at anytime to grant different abilities to different teams in their Supplyframe account.

More information for admins about Members, Teams, & Permissions can be reviewed in this article.

Permission Roles

Admin - Administrators have full access to perform the following:

• Access and change teams and permissions (add new users, remove users etc.).
• View, edit, move or delete records and lists, regardless of permissions or template settings.
• Make other users administrators.
• Admins can set one of the users in the team as an “Admin” for the team. Being set as a team's admin gives the ability for that person to add additional members or remove members from that particular team.
• However, an 'Admin' cannot downgrade another current Admin user to be a 'Member'.

Member - When new users join Supplyframe, they will show by default as a “Member” type of user. As a default, members can only see and edit their own lists (BOMs and Demands). Assign Member users to a Team in order to increase their permission settings and allow more collaborative capabilities while still restricting their accounts to be less permissive than a full administrator.

Owner - The account owner is a special type of Administrator. In addition to Admin privileges, they can also configure SSO and API settings as needed.

Permissions and Teams

Admins can create a Team of members and set additional more detailed permissions. This is helpful as some of the members might need the same type of permissions.  Once a team exists it can be assigned specific permissions. Permissions are then applicable to members as inherited from their team.

Team permissions can be set for each module. They are generally based on the ownership of a list and then sometimes a permission may be at the line level. Credential permissions include the ability for a member to "Edit" and "View". When selecting the “Edit” credentials for a team member, this will also set the “View” permission to “ON”.

The admin who initiates the creation of a team will automatically become a part of that team. Members can belong to multiple teams.

Module Specific Permissions

Admins can give their individual members module-specific permissions. Those with a "Member" type within your account can be given access to only specific modules and their access restricted from others modules. These permissions are based on the settings of the team that a member belongs to.

When new modules are added to your account, then those who are admins will see the permissions belonging to those new modules.

BOM Insight Module Permissions

• Default
  - As a member, this means they can only see and edit BOMs they uploaded.
• View All Folders
  - If checked, then a member can see all projects in BOM Insight.
  - When unchecked, a member can only see their projects in BOM Insight.
  - When this is checked & "View All Lists" is not checked, then a member is expected to see the Project View & List View in BOM Insight. There is no My Lists view.
• View All Projects
  - If checked, then a member can see all BOMs 
  - If unchecked, then members can only see the BOMs where they are the owner. Folders will appear empty when the members has no BOMs inside of it.
• Edit All Projects
  - If checked, then a member can edit all BOMs.
  - If unchecked, then members can only edit their own BOMs.

Demand Management Module Permissions

• Default
  - As a member, this means they can only see and edit the demand lists they uploaded.
• View All Folders
  - If checked, then a member can see all projects in Demand Management.
  - When unchecked, a member can only see their projects in Demand Management.
  - When this is checked and "View All Lists" is not checked, then a member will be able to see the Project View & List View in Demand Management. There is no My Lists view.
• View All Projects
  - If checked, then a member can see all demand lists.
  - If unchecked, then members can only see the demand lists where they are the owner. Folders will appear empty when the members have no demand lists inside of the folder.
• Edit All Projects
  - If checked, then a member can edit all demand lists.
  - If unchecked, then members can only edit their own demand lists.
• View Owned Lines
  - If checked, in a project with multiple line owners, then members will see only lines where they are the owner.
  - If unchecked, then members will see all lines.
• Edit Owned Lines
  - If checked and the demand list includes lines from multiple people, then members can edit the lines where they are the line owner.
  - If unchecked, then members cannot edit any lines unless they have the “Edit All Lists” permission or they are the demand list owner.

Quoting Module Permissions

• Create RFQ
  - If checked, members can start an RFQ.
  - If unchecked, members can only access existing RFQs in the Quoting list.
  This permission allows editing information in the Details and Line Items tabs of an RFQ. The Create RFQ permission includes the ability to: add/remove demands or BOMs, and edit an RFQ's quantity breaks. Whereas submitting an RFQ is only allowed for those who are an Admin or have the “Create RFQ” permission.

When "Create RFQ" is checked, then members have access to the following functionalities:

• • • • Applying the Internal assignments
        • Applying the "internal assignments" refers to the "Internal Assignments" button-command only. This does not apply to the "Upload Assignments" button-command or to manually editing an Assignee within the Assignments page. 
      • Applying the sourcing level.
      • Assigning suppliers to line items.
      • Submitting RFQs to suppliers when they are the Assignee of the line item.
      • Unassign lines in the RFQ.
• Edit All Lines
  - If checked, members can edit all lines in RFQs.
  - If unchecked, members can only edit the lines in RFQs where they are the "Assignee".
  Editing all lines or Assignee lines does not apply to the Quota column.
• Apply & Edit Quotas
  - If checked, members can apply a "Quota" in RFQs via a scenario and edit quotas on all lines.
  - If unchecked, members cannot apply or edit quotas in RFQs on any line items (unless "Apply & Edit Quota to Own Lines" is checked).
  Setting Quota via the “Group Edit” in an RFQ is available to members with the “Apply & Edit Quota” permission.
• Apply & Edit Quota to Own Lines
  - If checked, members can apply a "Quota" in RFQs via a scenario and edit quotas only on their own lines.
  - If unchecked, members cannot apply or edit quotas in RFQs on any line items 
• Award & Notify All Lines
  - If checked, members can set all lines as awarded in RFQs.
  - If unchecked, then members can only set lines as awarded in RFQs when they're the Assignee. 
  Members who are not an Admin, and don’t have permission to "Award and Notify", will have the “Select All” button in award modal disabled. If a member selects lines that are not theirs and tries to award, then the awarded status will not be recorded nor notifications sent for those lines.
• View Review & Implement Only and Buyer Lines Only
  - If checked, members can only see the Review & Implement page in RFQs. Within the page, they can only view the lines where they are the Buyer.
  - If unchecked, the member can see all Quoting pages. 
  When wanting a member to see all Quoting pages, you can either change their role to Admin at the system level (from the Members tab) or uncheck VIEW REVIEW & IMPLEMENT ONLY AND BUYER LINES ONLY for the team to which the member user belongs to.
  The ability to edit on the Assignments & Responses pages in RFQs is given to: the Assignee for a line item, those with permission to "Edit All", and admins.
  
• Implement Buyer Lines
  - If checked, then members can update the "Implementation" status column for the lines that they've been assigned in an RFQ.
• Implement All
  - If checked, then members can update the "Implementation" status column for all lines of an RFQ.

Reports

When enabled, then members will see the Reports module in their top navigation menu. Under the Reports dropdown, members have access to reports based on the modules their team have enabled.

BOM Comparison Report & Demand Comparison Report:

• Members with the "Reports" permission enabled will only be able to select their own lists. Unless the members also have “View All Lists” enabled for BOM Insight and respectively for Demand Management.
• In addition, for the Demand Comparison report, all Contract Pricing (CP) lists are available for selection, regardless of who owns it.

There are no restrictions on the other reports in terms of viewing their data from lists where a member is not the owner. 

CP / PO / AML / AVL

• View All
  - If checked, members can see all lists created by other members.
  - If unchecked, then members can only see the lists that they created.
• Edit All
  - If checked, members can edit all lists, including those created by other members.
  - If unchecked, then members can only see the lists that they created.

Part Master

• View
  - If checked, members are able to see parts in Part Master.
  - If unchecked, then members will receive a message that they don't have permission to see Part Master.
• Edit
  - If checked, members are able to edit parts in Part Master.
  - If unchecked, then members are not able to upload or edit parts in Part Master.

Others

• View Mapping Tables
  - If checked, members are able to see Mapping Tables.
  - If unchecked, then Mapping Tables are hidden for members.
• View Templates
  - If checked, members are able to see Templates.
  - If unchecked, then Templates are hidden for members.
• Hide Notifications
  - If checked, members will not see the notifications icon.
  - If unchecked, then members can see the icon and can read the notifications.

Troubleshooting Permissions

Permission Conflicts

Permission conflicts are resolved by granting the most permissive rights unless there is an explicit restriction applied. These permissions apply to members who are organized in teams, but who are not an "admin" type of user.

The hierarchy of precedence for permissions are summarized as below, with the higher precedence permissions listed at the top:

• Explicit Deny
  - Example: When “View Review & Implement Only and Buyer Lines Only” is checked for Quoting.
• Explicit Allow
  - Example: When “Create RFQ” is checked for Quoting.
• Implicit Deny
  - Example: When “View All Projects” is unchecked for BOM Insight.

Other Troubleshooting

Member is unable to set the Target Price on a line item in an RFQ?

In order for a member to set a Target Price, one of the following must hold true:

• Be an Admin.
• Have the "Edit All" permission enabled in Quoting.
• Be the Assignee in the RFQ for the line item.

The RFQ status was changed, yet a subscribed member did not receive an email notification?

In order for a member to receive the RFQ status change notification email, and they have the RFQ status notification turned on, then one of the following must hold true:

• Be an Admin.
• Be the RFQ Owner.
• Be an Assignee in the RFQ.