User Roles and Permissions

Written by Uday Kumar Updated January 19, 2026 02:14

Overview

This page explains how Auditoria application roles map to product capabilities across the core modules:

SmartVendor AP Invoices (P2P)
SmartVendor AP Helpdesk
SmartCustomer AR Helpdesk
SmartCollections
SmartVendor AP Accruals (SmartGL)

For each module, you’ll find:

An overview table describing the module’s purpose, key data, primary roles, and admin scope.
A permissions table that shows, action by action, which roles can perform which operations.

Use these tables to design role assignments, validate access for users, and support internal RBAC/governance documentation.

SmartVendor AP Invoices (P2P)

The SmartVendor AP Invoices module supports automated processing of vendor invoices and writing bills to the ERP or other System of Record (SoR). The table below summarizes the core characteristics of this module, including its purpose, primary roles, key data, and administrative scope.

Table 1. AP Invoices Module – Overview

Item	Details
Purpose	Automate AP invoice processing and write to ERP/System of Record (SoR).
Primary roles	SuperAdmin; Procure to Pay (P2P) Manager; Procure to Pay (P2P) Agent
Key data	Invoices, SoR‑synced data, attachments.
Admin scope	SmartFlow settings, Vendor Hints, and field visibility controls (SuperAdmin and P2P Manager). SuperAdmin also manages users, permissions, and mailbox/SoR connections.
Limits	Attachments: up to 5 files, 10 MB each, 50 MB total. Types: CSV, XLSX, DOCX, PDF, PNG, JPEG.
Notes	By default, users with AP Invoices roles can see SoR‑synced invoice data unless tenant‑level scoping is configured. When AP Helpdesk is running, P2P Managers and P2P Agents can view tasks and mark tasks as completed.

The following table outlines what each AP Invoices role can do, action by action. Use it to determine which roles are appropriate for AP processors, supervisors, and administrators in your organization.

Table 2. AP Invoices Module – Permissions by Role

Action	SuperAdmin	P2P Manager	P2P Agent
View invoices and synced SoR data	Yes	Yes	Yes
Edit invoice header and lines	Yes	Yes	Yes
Write invoices (vendor bills) to SoR	Yes	Yes	Yes
Add attachments to invoices	Yes	Yes	Yes
Control field visibility (e.g., Active / Written to SoR)	Yes	Yes	No
Create or modify Vendor Hints	Yes	Yes	No
View SmartFlow settings	Yes	Yes	No
View admin area / configuration for SmartVendor AP	Yes	Yes	No
Manage users, permissions, and mailbox/SoR connections	Yes	No	No
View and complete AP Helpdesk tasks (when AP Helpdesk is running)	n/a	Yes	Yes

SmartVendor AP Helpdesk

The AP Helpdesk module provides a shared support mailbox and a work queue for AP review tasks, backed by synced AP records. The overview table below describes the module’s purpose, primary roles, key data, and administrative scope.

Table 3. AP Helpdesk Module – Overview

Item	Details
Purpose	AP support mailbox, synced AP records, and review tasks.
Primary roles	AP Helpdesk Manager; AP Helpdesk Specialist; AP Helpdesk Analyst
Key data	Helpdesk Mailbox, synced AP records, review tasks.
Admin scope	Relaxed Matching configuration (Manager and Specialist); reports and audit logs (Manager).
Notes	Analysts can work assigned and unassigned tasks, but cannot view or manage the Relaxed Matching configuration. Specialists can view and manage Relaxed Matching. Managers have full access, including reports, audit logs, and all settings.

The next table breaks down AP Helpdesk permissions by role—Manager, Specialist, and Analyst—so you can see who can manage Relaxed Matching, access reports and audit logs, and work tasks.

Table 4. AP Helpdesk Module – Permissions by Role

Action	AP HD Manager	AP HD Specialist	AP HD Analyst
Access Helpdesk mailbox and all synced AP records	Yes	Yes	Yes
Work on assigned and unassigned review tasks	Yes	Yes	Yes
View/manage Relaxed Matching configuration	Yes	Yes	No
View reports and audit logs	Yes	Not specified*	No
Assign and manage review tasks	Yes	Yes	Limited

SmartCustomer AR Helpdesk

The AR Helpdesk module mirrors AP Helpdesk capabilities for Accounts Receivable. It provides an AR support mailbox, synced AR records, and review tasks. The overview table summarizes how the module is used and which roles administer it.

Table 5. AR Helpdesk Module – Overview

Item	Details
Purpose	AR support mailbox, synced AR records, and review tasks.
Primary roles	AR Helpdesk Manager; AR Helpdesk Analyst
Key data	Helpdesk Mailbox, synced AR records, review tasks.
Admin scope	Relaxed Matching configuration, reports, audit logs (Manager only).
Notes	Analysts can work assigned and unassigned tasks but cannot view or manage Relaxed Matching configuration. Managers have full access, including reports, audit logs, and all settings.

The permissions table below compares AR Helpdesk roles—Manager and Analyst—showing which actions each role can perform, including access to Relaxed Matching, reports, audit logs, and task management.

Table 6. AR Helpdesk Module – Permissions by Role

Action	AR HD Manager	AR HD Analyst
Access Helpdesk mailbox and all synced AR records	Yes	Yes
View SmartFlow settings	Yes	Yes
Work on assigned and unassigned review tasks	Yes	Yes (Limited*)
View/manage Relaxed Matching configuration	Yes	No
View reports and audit logs	Yes	No
Assign and manage review tasks	Yes	Limited

SmartCollections

The SmartCollections module supports collections operations and related user/role administration. The overview table describes the purpose of the module, primary roles, key data, and who can manage Collections users and settings.

Table 7. Collections Module – Overview

Item	Details
Purpose	Collections management features and related user/role administration.
Primary roles	SuperAdmin; Collections Manager; Collections Agent; Sales Manager; Sales Rep
Key data	Collections records, portfolios, and activities.
Admin scope	Collections user management and role assignment (SuperAdmin, Collections Manager, Collections Agent with varying scope).
Notes	SuperAdmin, Collections Manager, and Collections Agent can create users in new or existing tenants. Collections Agent can only assign the Collections Agent role. Sales Manager and Sales Rep cannot manage system-level configuration, start SmartFlows, or assign roles.

The permissions table below details what each Collections role—from SuperAdmin to Sales Rep—can do. It highlights who can create users, assign roles, start SmartFlows, act on the Prioritized Worklist, and configure the system.

Table 8. Collections Module – Permissions by Role

Action	SuperAdmin	Collections Manager	Collections Agent	Sales Manager	Sales Rep
Create users (new or existing tenants)	Yes	Yes	Yes	No	No
Assign SuperAdmin role	Yes	No	No	No	No
Assign Collections Manager role	Yes	Yes	No	No	No
Assign Collections Agent role	Yes	Yes	Yes (only this role)	No	No
View SmartCollections in Data Management	Yes	Yes	Yes	Yes (view only)	No
Perform actions on Prioritized Worklist	Yes	Yes	Yes	No	No
Set up or start Auditoria SmartFlows	Yes	Yes	Yes	No	No
Add notes to SmartCollections page	Yes	Yes	Yes	Yes	Yes
System‑level configuration	Yes	No	No	No	No

RBAC hierarchy

SmartCollections also implements a hierarchical RBAC structure, where some roles supervise others and can see a broader scope of data and actions. The following notes describe how subordinate and supervisor roles relate.

Subordinate roles – Collections Agent and Sales Rep
- Can be scoped to specific subsets of data they can act on (view, update, delete).
Supervisor roles – Collections Manager and Sales Manager
- Can view and act on all data within their subordinate roles’ respective scopes.

SmartVendor AP Accruals (SmartGL)

The SmartGL module (SmartVendor AP Accruals) is used to manage SmartGL accrual flows and ERP postings. The overview table below explains the module’s purpose, key roles, key data, and administrative responsibilities.

Table 9. SmartGL Module – Overview

Item	Details
Purpose	Manage SmartGL accrual flows and ERP postings.
Primary roles	GL Manager; GL Approver; GL Agent; GL Audit
Key data	SmartGL flows, Data Management, Audit Logs.
Admin scope	Write to ERP, Data Management, and Audit Logs (role‑dependent).
Notes	GL Manager has full access to the SmartGL flow. GL Approver can write to ERP but cannot edit the SmartGL flow. GL Agent has limited access (can access Data Management and Audit Logs but cannot write to ERP). GL Audit has read‑only access to Data Management and Audit Logs and cannot write to ERP.

The following permissions table shows what each SmartGL role—GL Manager, GL Approver, GL Agent, and GL Audit—can do in terms of editing flows, approving entries, writing to ERP, and accessing Data Management and Audit Logs.

Table 10. SmartGL Module – Permissions by Role

Action	GL Manager	GL Approver	GL Agent	GL Audit
Edit SmartGL flows	Yes	No	No	No
Approve SmartGL (business approval)	No	Yes	No	No
Write to ERP	Yes	Yes	No	No
Access Data Management	Yes	Yes	Yes	Yes (Read-only)
View Audit Logs	Yes	Yes	Yes	Yes (Read-only)
Read-only access to SmartGL	No	No	Limited (no write to ERP)	Yes (fully read-only)

Business Stakeholder Roles (non‑RBAC)

In addition to application roles, Auditoria recognizes several business stakeholder roles used for implementation planning and governance. These are personas only—they are not system-enforced roles in Auditoria. The table below defines these business roles and how they typically interact with the platform.

Table 11. Business Roles – Description

Role	Description
CSM	Manages customer success operations and user engagement; drives adoption and usage. May request particular Auditoria roles for customer users but does not configure them directly in Auditoria.
Enterprise AE	Manages enterprise‑level accounts and sales pipeline; owns commercial relationships at the enterprise tier. Typically a stakeholder in which applications and roles are rolled out.
Treasurer	Manages treasury operations, bank transactions, and financial reconciliations. Often a consumer of reporting and outcomes from SmartVendor and SmartGL rather than a day‑to‑day application user.