User Roles in DPO

In the “User Roles” menu, you define the permissions that specific groups of users have within DPO. This is especially useful for organizing the Admin section, adjusting user permissions, and creating a more efficient workflow across your team.

Before You Begin

DPO provides two default roles that define the basic user permissions:

Administrator → Has access to the entire settings area

User → Cannot access administrative settings

Create Custom Roles

If you need additional, specific roles (e.g., for accounting, project managers, or external service providers), you can easily create them yourself:

1. Go to Settings → User Roles, click “+ Add User Role”, and enter a name for the new role

2. Open the Permissions tab and define which areas this role should have access to.

→ Examples of permission areas include Invoices, Expenses, Purchase Orders, General Administration, Export, Approval Levels, and more.

3. Assign users to this role as needed, then click Save to complete the setup.

Edit or Delete Roles

Using the icons on the right side of a role, you can:

• edit roles
• delete roles

The following can be adjusted at any time:

• role name
• permissions
• assigned members

Common User Roles and Their Use Cases

Example: Export Role

A common user role is the:

• Export Role

This role is useful for users who need to:

• export data
• create Excel reports
• analyze costs

without receiving access to other administrative areas.

1. Enter a name for the new role, such as “Export.”

2. Set Administrator to Yes, and under Export CSV, assign the appropriate permission:

• Read & Write – allows the user to create and download exports.
• Read Only – allows the user to download the export but not create one.

3. Assign users to this role if you already know which users need access to the Export function, then click Add to complete the setup.

Result: This is the view of the Admin section for a user who has the Administrator permission but is restricted to Export-only access.

Example: Budget Role

A common user role is the:

• Budget Role

This role is useful for users who should only see selected budgets within Purchase Orders, without seeing any other budget values.

1. Enter a name for the new role, such as “Budgets”

2. Assign users to this role if you already know which users should have access to selected budgets.

Next Step: Assign the User Role to Budgets

1. Open: Settings → Budgets
2. Open the budget where the user should be able to see the budget values
3. Assign the user role under Access

Result

The user will now only be able to see the budget values for the budgets where the assigned user role has access.

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: 29/05/2026