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Inviting a New User to DPO

Administrators can invite new users and configure their access, departments, roles, approval responsibilities, and permissions before sending the invitation.



Video Tutorial


Prefer a visual walkthrough? Watch our video tutorial on How to Invite a New User to DPO for step-by-step guidance.




Invite a New User


Step 1: Invite a user

Go to Settings → Users, and click the “+ INVITE NEW USERS” button.






Step 2: Set Up User Information under General Settings


In the following window, you can enter all the required user information, including email address, first and last name, company (optional), phone number (optional), and position (optional).


Tip: If a user’s name or email address was entered incorrectly, the user can update this information themselves under Personal Settings. If the email address is completely incorrect and the user cannot access the account, the user must be deleted and invited again with the correct email address.






Step 3: Configure User Visibility

Under Visibility, you can define which P.O.s, Invoices, and Expenses a user is allowed to see in DPO.


This is important because not every user needs access to all documents.
For example, external users can be invited to DPO with restricted visibility and permissions, allowing them to create P.O.s without accessing other users' purchasing information.


Depending on their configuration, users can be restricted to viewing only their own P.O.s or have no visibility of existing P.O.s at all.


Visibility Options
There are four visibility options:


  • No – The user cannot view any P.O.s.
  • Own – The user can only view P.O.s they created themselves.
  • From Own Department – The user can view P.O.s belonging to their assigned departments.
  • All – The user can view all P.O.s in the project.

Visibility can be configured separately for P.O.s, Invoices, and Expenses.




Step 4: Configure Assigned Departments

Under Departments, you can define who can view and approve documents, individually for each department.


Three options are available:

  • Checkmark: can view and approve
  • Eye: can view only
  • Strikethrough eye: cannot view or approve


The general visibility setting acts as the default but can be customized per department here.


If a user has the permission to view everything, this setting takes priority. In this case, the “eye” icon will not be active because the higher-level permission overrides it.


Example: Department Visibility and Approvals
If a user is assigned to the Production Department and their general visibility is set to From Own Department, they can view P.O.s belonging to Production without accessing P.O.s from other departments.


By selecting the Checkmark for Production and assigning the appropriate Approval Level, the user can also approve P.O.s from that department as part of the approval workflow.


This allows you to control which departments a user can access and which documents they are responsible for approving.





Step 5: Configure Approval Levels

Under Approval Levels, you can define the user's approval responsibilities for:


  • Purchase Orders
  • Invoices
  • Expenses


Assign the appropriate approval levels based on the user's responsibilities.


Approval levels work together with the assigned departments to determine which documents the user is responsible for approving.


To learn more about how to set up an Approval Chain and explore the available configuration options, click here to read our guide.



You can also configure Bypass permissions where required. For more information, see Bypass Approval Levels.






Step 6: User Roles

Here you can set the user’s role (e.g., Admin, User, or a custom role you’ve created — read more here.


  • Administrator → Has access to the entire administration area
  • User → Cannot access administrative settings








Step 7: Permissions

Define what each user can do in the system — from managing invoices and expenses to editing account codes.
This ensures that every role has the appropriate level of access.


General


  • Enters account code → Required to fill out account field
  • Can edit account code → Allows editing of account codes at any time


Invoices


  • Can Manage Invoices → Must be enabled to display the Invoice Inbox tab
  • Can filter Invoices by Approver → To filter records by approver


P.O.s


  • Can void → Grants permission to void at anytime
  • Can amend → To amend documents at all times
  • Can close P.O.s. → Allows closing of P.O.s at all times
  • Can append attachments → To add attachments at all times in P.O.s
  • Can flag P.O.s → Allows setting custom, user-created flags
  • Can flag ´special´→ To flag items as 'special' at all times
  • Can add deliver → Allows adding delivery entries at all times
  • Can edit received Items → To edit received items
  • Can filter by Approver → To filter records by approver
  • Can send P.O. back → Allows sending P.O. back to the last person in the approval chain


Budget


  • Can view all budget values → To view all budget values at all times
  • Can change budgets → To edit budgets at all times


Expenses


  • Edited submitted Expenses (Reviewer Mode) → Allows Top Sheets to be sent directly for approval and editing them at any time
  • Can remove Expenses from Approval → Can take the expenses out of the approval process
  • Can filter Expenses by Approver → To filter records by approver







Step 8: Configure Comment Permissions

Under Comments, you can define which comments a user is allowed to see and whether they have permission to write or edit comments.


These settings allow you to control both comment visibility and commenting permissions based on the user's responsibilities.


  • Write and edit all comments.
  • Write and edit only their own comments.
  • Have no comment permissions.


Step 9: Send the Invitation

Click “Invite” to send the user invitation







Invite Email


  1. After you have invited a user, they will receive an invitation email with a link to create their account. Please follow the steps in the email to complete your registration.
  2. If you can’t find the email, check your spam folder. If you still haven’t received it, contact your admin to confirm the email address used in DPO.
  3. If the first link in the email doesn’t work, use the second link provided.






Add the new Copy User function


Copy an Existing User


If the new user should have a similar configuration to an existing user, you can use Copy User instead of configuring the new user from scratch.


  1. Go to Settings → Users.
  2. Find the user whose configuration you want to use.
  3. Open the three-dot menu.
  4. Select Copy User.




  1. Enter the new user's personal information.
  2. Review the copied configuration and make any required changes.
  3. Send the invitation.

The copied user serves as a template, allowing relevant configuration and permissions to be inherited and adjusted before the invitation is completed


Tip: Copy User is particularly useful when a new user requires similar departments, roles, comment settings, and permissions as an existing user.







Questions or need help?
Our customer support is always available to help with any questions or setup assistance


Contact us
Email: support@digitalpurchaseorder.com
Support: +1 888 DPO 7254
Support Int'l: +44 20 331 88 338
Berlin Office: +49 (0)30 55 572 5956


Or book a personalized support call
We look forward to hearing from you.

Updated on: 19/10/2026

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