> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.digitalpurchaseorder.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# User Roles 

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

| Tipp: The user role can be assigned either directly within User Roles or at any time in the user profile — read here where you can add it.


### 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


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-26-at-14250_128gukc.png =1103xauto)




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.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-26-at-14285_48qd08.png =1010xauto)




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



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-30-at-16184_1t6ssi4.png =947xauto)


###### 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



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-30-at-16200_1bpat9r.png =991xauto)




### 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.”**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-30-at-16211_1qy6ca0.png =971xauto)



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.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-26-at-14294_o5cy5h.png =1043xauto)



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

| Tipp: Want to learn more about the export? [Then read more here.](https://digital-purchase-order.crisp.help/en/article/export-csv-14w04uv/)




![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-30-at-16280_1cmqwdr.png =1043xauto)


###### 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**”

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-27-at-18255_1p88wwn.png =1113xauto)

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

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-27-at-18273_d3417e.png =1137xauto)


###### 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 A**ccess**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-27-at-18301_1vstjj8.png =1018xauto)


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


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-05-29-at-16474_1tygy9e.png =1189xauto)


${color}[#0d5068](**Questions or need help?**)
*Our customer support is always available to help with any questions or setup assistance*

**Contact us**
**Email**: [support@digitalpurchaseorder.com](mailto: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](https://calendly.com/d/gpk-ppc-rjg)
We look forward to hearing from you.