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Coupa Success Portal

User Roles

Overview

Currently there are only 3 user roles out-of-the-box (OOTB):

  • Consumer (Read only user)
  • Collaborator (Read/Write user)
  • Administrator

These roles are not hard coded, but rather is a conceptual representation of different roles users of the system will take. It is achieved through a combination of User Groups and the Permissions assigned to these groups.

It is possible to create more granular or user centric roles (e.g. Contract Drafter, Reviewer, etc.), however it does require to carefully review the permissions related configuration to ensure reference to the default user groups are updated accordingly.

Scoping Questions

  1. Please describe all the different roles involved in drafting and executing a contract

Design Options

As there is not a specific “roles feature”, designing roles is purely about the User Groups created and the set of Permissions assigned to them.

The main consideration for designing roles is that it is based on what the user can/can’t do, as opposed to what they can/can’t access. It needs to be such that you add a user to a role group to give them permission to more/less functionality, to facilitate for without further configuration needed. 

Considerations

  • A user can belong to more than one role. The permissions granted are additive for every additional role applied.

Things to avoid

  • Roles should be based on permissions, not department or geography, etc. Do not create a ‘Contract Drafter’ role for Procurement and a separate ‘Contract Drafter’ role for Legal, etc.
  • Keep the user groups representing roles flat. E.g. If you have a role for paralegals within the legal department, do not create the Paralegal user group as a nested group within the Legal user group. Instead create it to sit “side-by-side” with the Legal user group.
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