Access Permissions Admin Screen

Security administrators use this screen to control which admin screens other administrators can use, and which access level to give those administrators. You can also choose which buttons and functions display for users in Emburse Enterprise. Those settings include Expense Management, Delegate, Emburse Card, Invoice Management, and Purchase Order Management.

For details on Super Admins, see Customize Access Permissions for Admin Teams.

View Access Permissions

Select the menu in the upper left corner, then select Admin Settings.

Select Security > Access Permissions.

The New Permissions Added in Policies panel displays on the right.

Access works at three levels:

• Permissions: Individual actions you can take on each admin screen, like View, Edit, or Delete.
• Policies: Groups of permissions. For example, a Read-Only policy disables some or all actions, and an Edit policy lets users use some or all actions.
• Grants: Assignments that give each policy to groups of users and set which permissions those users have. For example, you can grant all C-level employees access to only the Read-Only policy. A user with more than one role can hold more than one grant.

1. Create a Policy

Create a new policy only in specific situations. Before you create a policy, review the prerequisites in Customize Access Permissions for Admin Teams.

If your organization adds a policy, complete these four steps:

1. Create a policy that contains the permissions you need.
2. Add a matching entity to your organization's Rules Group Exception (RGE) entity type.
3. Assign that entity to the users who need the policy.
4. Create a grant that activates the policy for those users.

For details and best practices, see Customize Access Permissions for Admin Teams.

1. Select the Policies tab, then select the plus button.

   

2. Enter a policy name. You can also enter a description.

   

3. In the permissions list, check each permission to enable for the policy. Uncheck permissions to disable them.

   To check or clear every permission in the section, select Select or Deselect.

   

4. Select Save.

The new policy displays in the Policies list.

2. Add a Policy Entity to the Rules Group Exception (RGE) Entity Type

Before you assign a policy to specific users with a grant, add a matching entity to the Rules Group Exception (RGE) entity type on the Entities admin screen.

Go to Master Data > Entities, select the Rules Group Exception entity type, and select the plus button in the Entities section.

Enter a name and a code for the new entity, and select Save.

For details, see Create a New Entity in Entities Admin Screen.

3. Assign the Policy Entity to the Appropriate Users

Assign the policy entity from Step 2 to each user who needs that policy. Go to Master Data > People and select the first user.

Select Relationship Attributes, then select Add Relationship Attribute.

Select these values for the new relationship attribute:

• Role: Part Of
• Entity Type: Rules Group Exception
• Entity: [Name of the policy]

Select Save.

Repeat these steps for each other user who needs this policy.

• Also assign the Full Admin relationship attribute to each user. Under Permissions, check Admin.

  

4. Create a Grant

A grant activates policies for a group of users and sets which permissions those users have. Assign each grant to one entity. A user with more than one role can hold more than one grant.

Create a New Grant

1. Select the Grants tab, then select the plus button.

   

2. Enter a grant name. You can also enter a description.

   

3. In the Relationship Attributes dropdown menus, select the policy entity for this grant. Users with this entity on their person record receive the permissions from the policies on this grant.

   

4. In the Policy dropdown menu, select the policy. You can add more than one policy for the selected role.

   

5. Select Save.

   

Clone an Existing Grant

To copy a grant, select Clone in the upper left corner of that grant. Then edit the copy.

After you select a different relationship attribute for the copy, you can save it as a separate grant.

Edit a Policy

1. Select the policy, then select Edit.

   

2. Find the group of settings. Check the boxes for the buttons and functions you want users or admins to use.

   

   To check or clear every option in a section, check the box next to the section heading.

   

3. Select Save.

Emburse Cards Permissions

Emburse Enterprise can issue physical and virtual spend cards to users who do not use a corporate credit card. Users can spend a pre-approved amount on travel anywhere a merchant accepts credit cards. Your organization can control and reconcile that spending. See Emburse Cards.

1. To choose which Emburse Card options display, check the boxes under Emburse Card in the Pre-Approval section of the policy.

   

2. Attach a grant that sets which users can see and use Emburse Card.

   

Support Access Permissions

Users can access Support from the Emburse Enterprise app without entering login credentials. Each user needs an active Emburse Enterprise Support account that uses the same email address as that user's Emburse Enterprise login. The first time a user accesses Support, that user must allow pop-ups in the browser. If an administrator needs a Support account, open a Support ticket.

If your organization uses the default access permissions, users can access Support from the app. If your organization uses custom access permissions, a Super Admin follows the steps below to turn on Support access.

• If Reset displays in the preview pane for the policy, your organization uses custom access permissions.

• If Reset does not display, your organization uses the default access permissions.

  

1. Under Help Desk, check Authorized Help Desk Ticket Manager.

   

2. Attach a grant only to users with an active Emburse Enterprise Help Desk account so those users can see Support in Emburse Enterprise.

   

If you apply the grant to users who do not have an active Help Desk account, those users see an error when they select Support.

Your organization can hold only a limited number of Help Desk account licenses.

Enable Enhanced Adjustment Capabilities for Expense Approvers

Your organization can let expense approvers change the expense type, date, description, and any user-defined attribute (UDA) on an expense. An admin can turn this on for all approvers, for one group of approvers, or for more than one group.

1. On the Access Permissions admin screen, select the policy, then select Edit.

2. Under Expense Approvals, check Allow adjust on Description, Date & User Defined Attributes during approval, Allow adjust Expense Type during approval, or both. Then select Save.

   

Enable Additional Expense Approvers

Your organization can let approvers add another approver to the expense routing. For details, see Include an Additional Expense Approver.

1. On the Access Permissions admin screen, select the policy, then select Edit.
2. Under Expense Approvals, check Allow adding additional approver for a report, then select Save.

Enable Unauthorized Users to View Image Links in Approval Emails

Users must log in when they select View, View Receipts, or View Images in an expense or invoice approval email. Only the assigned user can view those images. Your organization can choose to let any logged-in user who receives the email view the images from those links.

1. On the Access Permissions admin screen, select the User default access policy, then select Edit.

2. Under User Access, check Allow Viewing Receipts On Approval Emails Without Authorization, then select Save.

   

Hide or Show eWallet Ribbon on Dashboard

The eWallet ribbon on the Emburse Enterprise Dashboard displays the number of unused expense items. Expense owners and delegates can see unused credit card items and receipts when at least one unused item exists. You can turn this ribbon on or off for your organization on the Access Permissions admin screen.

1. Select the Policies tab, select User default access, then select Edit.
2. In the Permissions section, under General, find Dashboard.

3. Check or uncheck Show eWallet panel.

   

Expense Management Dashboard Permissions

You can control who can use the Expense Management Dashboard from the Access Permissions admin screen.

1. Select the Policies tab, select the policy, then select Edit.
2. In the Permissions section, under General, find Expense Management.

3. Check or uncheck Show Expense Management dashboard.

   

Recall Exported Reports

Check Allow recalling exported reports to let users in that policy recall exported expense reports from the Expense Management Dashboard or from inside the report.

Users cannot delete line items on recalled reports, and they cannot delete those expense reports.

Enable Custom Per Diem Rate Upload and Download

If your organization uses custom per diem rates, admins can upload rate changes on the Per Diem Rates admin screen. To turn on upload and download, open the policy, go to Admin > Per Diem Rates, and check Download Per Diem Rates, Upload Per Diem Rates, or both.