> ## 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).

# Users - Old DPO Design

The **User section is one of the most important areas in the system. Here, you can manage visibility permissions**, **add new users**, and configure other settings related to user access and roles. This section is essential for controlling who can view, edit, or approve purchase orders, invoices, and Expenses within your Organization.

||| **Already using DPO's new design?** [You can find the corresponding article here](https://help.digitalpurchaseorder.com/en/article/users-in-dpo-15lbege/)

### Invite a New User

###### Step 1: Invite a user 
Go to **Administration → Users**, and click the **“+ INVITE NEW USERS”** button.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2025-11-11-um-1_h059ui.png =825xauto)


###### 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)*. You can also set the user’s **visibility** for **P.O.s**, **Invoices**, and **Expenses**.
 

### ![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2025-11-12-um-1_a3rcwr.png =699xauto)
###### Step 3: 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.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2025-11-12-um-1_rpthhg.png =721xauto)

###### Step 4: Set Approval Level

If you already know the approval level, **set it up** in the user profile or directly under **P.O.s, Invoices,** or **Expenses** for better visibility.
→ Add ***Bypass*** functions see chapter [Bypass ](https://digital-purchase-order.crisp.help/en/article/bypass-approval-levels-bypass-function-1cbvnv6/)for configuring the Approval Level.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2025-11-12-um-1_11eq54s.png =730xauto)

###### Step 5: User Roles
Here you can set the user’s role (e.g., Admin, User, or a custom role you’ve created — [read more here](https://digital-purchase-order.crisp.help/en/article/user-roles-2uo1pv/).

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



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2025-11-12-um-1_1mi80wo.png)

###### Step 6: 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**.

* **Enters account code** → Required to fill out account field
* **Can edit account code** → Allows editing of account codes at any time
* **Can Manage Invoices** → Must be enabled to display the **Invoice Inbox** tab
* **Can append attachments** → To add attachments at all times in P.O.s
* **Can view all budget values** → To view all budget values at all times
* **Can change budgets** → To edit budgets at all times
* **Can flag P.O.s **→ Allows setting custom, [user-created flags](https://digital-purchase-order.crisp.help/en/article/flag-feature-xrxbgf/)
* **Can Review Expenses** → Allows Top Sheets to be sent directly for approval and editing them at any time
* **Can void** → Grants permission to void at anytime
* **Can amend** → To amend documents at all times
* **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 close P.O.s.** → Allows closing of P.O.s at all times
* **Can send P.O. back** → Allows sending P.O. back to the last person in the approval chain
* **Can remove Expenses from Approval** → Can take the expenses out of the approval process
* **Can filter by Approver** → To filter records by approver
 


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2025-11-12-um-1_1nj7ku9.png =756xauto)

###### Step 7: Settings for Comments
Decide whether users can write or edit all comments, only their own, or none

###### Step 4: Send the Invitation
Click **“Invite”** to send the user invitation




![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2025-11-12-um-1_1ppequg.png)

### 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.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/bildschirmfoto-2025-11-12-um-1_vqgjci.png =846xauto)


### Edit Existing Users

1. To change the details or permissions of an already created user, simply click on the **pencil icon** next to the user's name
2. You can then adjust all settings as you would during the invitation process. To **remove** a user, click on the** trash bin icon**


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-01-27-at-13044_1bph2lq.png =762xauto)



###### Why the Trash Bin is not available

If a user is assigned to an approval level, they can only be deleted after all approval levels are removed.

1. Open the user profile via the **pencil icon**
2. Go to the **Approval Levels** tab
3. Remove all approval levels for **P.O.s, Invoices, and Expenses**, then click **Save**
4. The trash bin will now be available next to the user


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-01-27-at-12131_156epew.png =708xauto)


**Any Questions?**
Our support team is happy to help:
Email: support@digitalpurchaseorder.com
Phone: +1 888 376 7254
[Or schedule a free demo](https://calendly.com/d/gpk-ppc-rjg) – we look forward to hearing from you.