This section defines key terms used throughout the Super Administration Guide so that Super Administrators, IT, and operations teams share a common understanding of Auditoria configuration and access controls.
Tenant
A tenant is your organization’s isolated Auditoria environment. Each tenant has its own configuration, connected systems, users, teams, audit logs, and data.
Super Administrators can be granted access to one or more tenants, depending on your deployment.
System of Record (SoR)
The System of Record (SoR) is the primary financial or operational system that owns your official data (for example, your ERP or collections platform).
Auditoria connects to the SoR to read business records and, where enabled, write back updates such as status changes, journal entries, or customer notes.
SmartFlow Skill
A SmartFlow Skill is a configured automation workflow in Auditoria that:
Connects to one or more systems (for example, ERP and mailboxes)
Processes specific types of business records (such as invoices, vendors, customers, or journal entries)
Automates classification, routing, and handling of requests or records
Examples include AP Helpdesk, AR Helpdesk, Collections, and GL SmartFlow configurations.
Role-Based Access Control (RBAC)
Role-Based Access Control (RBAC) defines what a user can see and do in Auditoria based on their assigned role(s).
Roles group permissions so you do not have to manage individual privileges per user. Common roles include:
SuperAdmin
AP Helpdesk roles (Analyst, Specialist, Manager)
AR Helpdesk roles (Analyst, Manager)
GL roles (Agent, Approver, Manager, Audit)
RBAC is configured through User Management and Team Management.
Record Access Control (RAC)
Record Access Control (RAC) is an optional layer that controls which specific records a user can see and work with, typically aligned with access in the SoR.
RBAC controls feature access (consoles, actions, configuration pages).
RAC controls data access (which entities, suppliers, customers, or companies are visible).
When RAC is enabled, users only see and receive tasks for records they are authorized to access in the connected system.
User Management
User Management is the administration area where you:
View all users on the tenant
Add new users and assign RBAC roles
Edit users or deactivate access when people change roles or leave the organization
User Management is the primary place where you apply and maintain RBAC for individuals.
Team Management
Team Management lets you group users into teams for access control and workload routing. Super Administrators can:
Create and name teams
Add or remove members
Assign a team manager
Configure default roles and distribution behavior for tasks
Teams are commonly used together with Automatic Task and Document Distribution.
Automatic Task and Document Distribution
Automatic Task and Document Distribution is a rules-based engine that assigns tasks (and, where enabled, documents) to users or teams based on configured criteria.
Rules can consider factors such as supplier, customer, entity, mailbox, or other record details to route work to the right person or team.
Business Records (Business Objects)
Business records (or business objects) are financial or operational objects synchronized from your SoR into Auditoria. Examples include:
Accounts Payable: vendors, invoices, purchase orders
Accounts Receivable: customers, invoices, payments, credit memos
General Ledger: journal entries and lines
Legal entities or companies
SmartFlow Skills operate on these records to automate review, routing, and responses.
Audit Logs
Audit Logs capture key user and system activity within Auditoria for security and compliance. Examples include:
User sign-ins and access changes
Configuration updates (settings, roles, teams, distribution rules)
Data operations on synced business records
Integration events with mailboxes and the SoR
Access to Audit Logs is typically restricted to high‑privilege roles such as SuperAdmin.
Mailbox Connection
A mailbox connection is the configured link between Auditoria and an email system (such as Gmail or Microsoft 365).
Mailbox connections allow SmartFlow Skills (for example, AP Helpdesk or AR Helpdesk) to receive incoming emails, process them, and send replies from designated mailboxes.