Permissions for Requests: An In-Depth Look

VIEW

Viewing can be restricted to just Requests from different departments, or even just Requests where the user is the requester.

Note: By default, when the “Invite User” workflow is used to create new user accounts, that new user account is granted View permissions of “Only Requests on Which They are the Requester”.

With View permissions, Users can:

View a Request in search results
Visit a Request via a direct link, including from “Related Records” cards in Solicitations and Contracts.
Open a Request and see all the information in the Request, including audit trail/history
Leave a comment on a Request
Copy and share a direct link to a Request

Export a Request’s data to an .xlsx file

EDIT

With Edit permissions, Users can:

Add a new Request
Edit all data on the Request
Use the AI Scope Generator
Submit a Request for approval
Revert a submitted Request back to a Draft
Archive or Unarchive a Request
If a user is restricted to edit Requests only from certain departments, they cannot change the department field of a Request to one they are not allowed to edit.
If a user is restricted to edit Requests only when they are the Requester, they cannot change the Requester field of a Request.

How Edit permissions relate to View permissions:

If Editing is restricted to certain departments, those must be departments that the user can View
If Viewing is restricted to only Requests in which the user is the requester, the user can edit only their own Requests
It is possible for a user to have Requests they can View but not Edit
It is possible for a user to have View permissions but no Edit permissions at all. This is a “read-only” user.

Note: by default, when the “Invite User” workflow is used to create new user accounts, the new user account is granted Edit permissions of “Only Requests on Which They Are the Requester”.

APPROVE

With Approve permissions, users can:

Be added as the “Requested Approver” on a Request
Approve a Request that is In Review
Deny a Request that is In Review
Request changes to a Request that is In Review

How Approval permissions relate to View permissions:

If Approving is restricted to certain departments, those must be departments that the user can view
If Viewing is restricted to only Requests in which the user is the requester, then the user cannot Approve any Requests
It is possible for a user to have permissions to Approve a Request but not Edit it
It is possible for a user to have Approval permissions but no Edit permissions at all
It is possible to restrict Approving to under certain estimated dollar amounts

It is possible to have no Approval permissions

STATUS OVERRIDE

With Status Override permissions, users can:

Change a Request from any status to another status, bypassing the normal approval workflow (and requiring the user to leave a comment).

How Status Override permissions relate to Viewing permissions:

Users can only perform Status Override on Requests they have permission to View
If viewing is restricted to only Requests on which the user is the requester, the user cannot have Status Override permissions
It is possible for someone to have permission to Status Override a Request, but not Edit or Approve it.

For more information on how and where these permissions are set, please view Admin Settings for Requests.

Permissions for Requests: An In-Depth Look

In this article, you will learn the ins and outs of Requests permissions, and how they relate to one another.