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Personalized Archive and Search Rights

By June 24th, 2022No Comments

In Blue10, every user builds up a personalized archive. A user with administrator rights can set per user whether they can search in their own archive or the entire archive. In this blog you can read more about the personalized archive and the search rights of users in Blue10.

Personalized archive

To view your own personalized archive, click on Purchase in the menu to open the Document overview: Purchase. In this overview, below the heading Overview, choose Actioned by user. By default your own user name is set below the heading At user. If you are part of another user or group, you must choose your own name below the heading At user. With this filtering you can see all the invoices that you have previously seen or processed. Do you have rights to see all invoices? Then it is possible to see, per user, which invoices they have processed.

Search rights in Blue10

The extend of the personal archive depends on the search rights of the user. In Blue10, the search rights are linked to the role of the user. Below you can find an overview of the search rights per role:

  1. Users with the user role Post have the search rights to Open and send all invoices. With these search rights, the user has all search rights within Blue10. The user can see all invoices within the administrations for which they have rights. In addition, the user has the option to change the ‘owner’ of the invoice. Please note: With these search rights, the user can view confidential invoices by default.
  2. Users with the user role Check have the search rights to Open seen before invoices, send own invoices: This gives the user rights to see the invoices that have been sent to them and to forward these invoices to another user. After the invoices have been forwarded, the user can retrieve them using the overview Actioned by User.
  3. Users with the user role Approve for payment have the search rights to Open and send own invoices: This gives the user the rights to see all invoices within the administrations for which they have rights. The user can only handle the invoices (approve for payment, forward, etc.) that are linked to them.
    Please note: With these search rights, the user can view confidential invoices by default.

There are three options per user with regard to access to an archive:

  1. Per user you can set whether someone has access to one or more administration(s);
  2. Per user you can set whether someone can see all invoices from the administration or only their own, processed invoices.
  3. Per user you can set whether someone can see confidential invoices. Confidentiality can be set per supplier via Settings > Supplier. A user with the right to confidential invoices can also indicate per invoice whether it is confidential or not.

Search rights in combination with MS Dynamics NAV

In combination with MS Dynamics NAV, the following search permissions are available for users:

  1. The search right Open seen before invoices and invoices with purchase order, send own invoices: user has rights to see all invoices with a purchase order within the administrations for which he has rights. Cost invoices are only visible if they are linked to this user. The user can only process (approve, forward, etc.) the invoices that are linked to them.
  2. The search right: Open own invoices and invoices with purchase order: Allows a user to see all invoices with a purchase order. Cost invoices are only visible if they are linked to this user. The user can only process (approve, forward, etc.) the invoices that are linked to them. The user has a personal archive of invoices that he has seen before.

Do you have any questions? Please feel free to contact our Customer support. We are happy to help you!