Roles

Permission to view data and access all functionality is configured through roles. Administrators assign roles to users within the PaymentWorks account, which grant access to functionality and data as configured for each role.

Roles Typically Configured in PaymentWorks

The PaymentWorks configuration includes a default set of roles that are generally common across all customers. More roles can be added to meet the specific business requirements of each customer.

Admin: Only a small number of account users will be assigned to this role, which enables most of the permissions within PaymentWorks, including managing users, assigning roles to others, viewing all data and many approvals.
Initiator: This role provides the fewest permissions. It is intended to allow users the ability to send and track new vendor invitations. Most customers configure this role to be the Base Role (see the section below on Base Roles).
PW Reviewer: The PaymentWorks Fraud Operations team requires access to registration and related banking information to perform the preliminary review.
Payments Approver: This role enables its users to view and approve in the payment submission process.
Procurement: This role provides visibility into many parts of the registration and vendor update process.
Vendor Approver: This role is second only to the Admin role for breadth of permissions. It enables approvals and management of the onboarding process.

Base Roles

The permissions assigned to a role designated as a Base Role will apply to all users in that account. A Base Role allows all users who join an account to have a default level of access.

Notes:

There can be more than one Base Role in an Account.
The permissions enabled by Base Roles are not shown as selected in settings for other roles.

Permissions

There are dozens of functions governed by permissions. A user’s access to these functional areas is determined by the permissions configured for the roles to which they are assigned.

Administrators can create and configure roles in the Account Settings area, under the Account link in the upper right corner of the app, as shown in the screenshot above.

In the Role Settings box below, all PaymentWorks functionality is shown in the list on the left. Permissions assigned to the selected role appear in the box on the right.

To add or remove permission for an area of PaymentWorks functionality, highlight the function (in either list) and click on the arrow pointing at the other list.

Setting Permissions for Roles

In the Role Settings box, permissions not yet assigned to the selected role appear in the list on the left. Permissions assigned to the selected role appear in the box on the right.

To add or remove permission for an area of PaymentWorks functionality, highlight the function (in either list) and click on the arrow pointing at the other list.

List of Permissions by Functional Area

Permissions in PaymentWorks are grouped in the dialog box within the following functional areas:

Account Management Messaging Payments Portal Setup Vendor Management

Edit Company Info
Under Account Settings/Company Information, this permission enables users to change the Company name, address, phone number and upload/edit their logo.
View Company Info
This permission enables users to view the company name, address and phone number.
Assign Roles and Permissions
Under Account Settings/Manage Roles, this permission enables users to assign roles and enable permissions to other users.
Create Roles
This permission enables users to create new roles.
Delete Roles
This permission enables users to delete existing roles.
Edit Roles
This permission enables users to change the configuration of roles.
View Roles and Permissions
This permission enables users to view existing roles and permission.
Add Other Users
Under Account Settings/ Manage Users / Add User, this permission grants capability to add other users.
Delete Other Users
This permission grants capability to delete other users.
Edit Other Users
This permission grants capability to change other users’ personal information (name, email, phone, number and title) that have NOT logged in through SSO.
View Auth Token
This permission enables users to view your organization’s PaymentWorks API Authorization Token, viewable under Account Settings/Personal Information.
View Other Users
This permission grants capability to view other users in the Manage Users Tab.

Post News Updates
Under Messaging/News Updates, this permission enables users to post broadcast messages to all of its connected vendors.
View News Updates
This permission enables users to view all News Updates posted.
Archive/Delete New Vendor Request Messages
Under Messaging/New Vendor Requests, this permission enables users to either archive or delete messages sent from new vendor requests (returned NVRs) by moving them to trash.
Send New Vendor Request Messages
This permission enables users to reply to messages sent in response to returned new vendor requests from new vendors.
View New Vendor Request Messages
This permission enables users to view messages sent from new vendor requests (returned NVRs) in the Inbox.
Archive/Delete Payment Inquiry Messages
Under Messaging/Supplier Inquiries, this permission enables users to archive or delete payment inquiries by moving them to trash.
Send Payment Inquiry Messages
This permission enables users to reply to payment inquiries from suppliers
View Payment Inquiry Messages
This permission enables users to view supplier inquiry messages.
Archive/Delete Vendor Update Messages
Under Messaging/Vendor Updates, this permission enables users to archive or move vendor update messages to trash.
Send Vendor Update Messages
This permission enables users to send/reply to vendor update messages.
View Vendor Update Messages
This permission enables users to view vendor updates messages.

Approve/Reject Payment Batch
This permission enables users to approve or reject a payment batch so that all approved payments within the payment batch are forwarded to the payer’s bank for processing.
View Payment Batch
This permission enables users to view payment batches associated with uploaded payments files. If a user does not have this permission paired with the “View Payment” permission, then they cannot view individual payments when clicking into the payment batch details. Instead, clicking into the payment batch shows the user the batch details summary.
Approve/Reject Individual Payment
This permission enables users to approve or reject individual payments within a payment batch. Please note that this permission alone does not work. A user must also have the “View Payment Batch” permission assigned to their role to view individual payments within a payment batch.
View Payment
This permission enables users to view individual payments within a payment batch. Please note that this permission alone does not work. A user must also have the “View Payment Batch” permission assigned to their role to view individual payments within a payment batch.
Upload Payment Instruction File
This permission enables users to upload a payments file via the payer application UI. It also allows users to view the results of the last 5 payments file upload attempts.

Edit Data Mappings
Under Setup and Manage supplier portal/Data Mapping, this capability enables users to edit field names for supplier upload files and invoice upload files as well as invoice status codes.
View Data Mappings
This capability enables users to view existing field names for supplier upload/invoice upload files and invoice status codes.
View Invoices
This capability enables users to view invoices uploaded to the invoice tab.
View Remittances
This capability enables users to view remittances in the remittances tab.
View Suppliers
This capability enables users to view uploaded suppliers in the suppliers tab.
Upload Data
Under Setup and Manage supplier portal/Upload data, this capability grants users to upload suppliers/invoices files. When users upload data, it has to be in the exact format as the downloaded sample and field names and invoice status codes set in Data Mapping must be filled out.

Bypass Approval Path Steps
Only applicable if there is a bypassable approval step rule. This permission allows users to bypass an approval step rule that is pending approval by another approver.
View Approval Paths
This permission enables users to view the Manage Approvals page and the approval paths for invitations, registrations, and updates.
Configure New Vendor Requests
This capability is found under Vendor Master Updates / New Vendors / Configuration area. This is where you will set onboarding configuration, edit your invitation letter, and add custom fields to your vendor registration form.
Change New Vendor Request Status
Under Vendor Master Updates / New Vendors / Requests, this permission enables users to approve, reject, or send a message to new vendors who have submitted their vendor registration.
View New Vendor Requests
Under Vendor Master Updates / New Vendors / Requests, this provides access to the submitted Vendor Registration form
- Note: TIN, Sanction and Bank info may be masked based on Payer profile settings.
Approve/Reject Sending of New Vendor Invitations
This permission enables a user to approve or reject an initiator’s request to send an invitation.
Cancel New Vendor Invitations
This permission displays the “Cancel Invitation” link on an invitation that has not yet been used to create a PaymentWorks account. When an invitation is canceled, it means that reminders will no longer be sent to the intended recipient. If already sent, the invitation link within the email will be deactivated and cannot be clicked.
Cancel Other Users’ New Vendor Invitations
This permission grants users the ability to cancel reminders on new invitations sent by other users.
View Initiator Provided Custom Field Files
This permission enables users to view attachments that were uploaded by the initiator on the invitation (if applicable).
Disable Invitation Reminders
This permission enables the “Disable Reminders” button on an invitation that has not yet been claimed by the payee. When invitation reminders are disabled, reminder emails will no longer be sent to the intended invitation recipient.
Disable Other Users’ Invitation Reminders
This permission enables users to click the “Disable Reminders” button on another initiator’s invitation that has not yet been claimed by the payee. When invitation reminders are disabled, reminder emails will no longer be sent to the intended invitation recipient.
Initiate New Vendor Invitations
Under Vendor Master Updates / New Vendors / Onboardings / Send Invitation, this capability enables users to initiate new vendor invitations by entering required fields designated by the account’s admin (Name, E-mail, etc.)
Resend New Vendor Invitation
Under vendor Master updates / New Vendors / Onboardings / Invitation, this capability enables users to resend invitations to vendors who have not yet created an account and have not started new vendor registration.
Resend Other Users’ New Vendor Invitations
This capability enables users to resend other users’ new vendor invitations by clicking on “Resend Invitation” under Invitation Details.
View New Vendor Invitations
Under Vendor Master Updates / New Vendors / Onboardings, this provides access to company names, date of the invitations, statuses of New Vendor Invitations, New Vendor Registration, and Account as well as percentage of completion.
View Other Users’ New Vendor Invitations
This capability enables users to view New Vendor Invitations sent by other users
Change Vendor Update Status
This capability enables manually changing status on updates submitted by vendors.
View Vendor Company Updates
This permission allows visibility to view submitted vendor updates. This capability is under Vendor Master Updates / Updates.
View Vendor Sanction List Reports
Allows users to see the Sanction List check results and reports.. If this permission is not enabled, sanction list check results will not appear regardless of result.
View Tax ID Unmasked
If this permission is not enabled, Tax IDs will appear showing 5 asterisks followed by the last 4 digits of the TIN.
View Vendor Payment Details
This provides access to bank accounts, routing numbers and bank validation.
View Vendor Profiles
This permission allows access to view the Vendor Profiles page. Users can view partial or complete connected vendor information; TIN, W9 and sanction list alerts for connected vendors. This permission when deployed with other permissions, such as View Tax ID Unmasked, will alter users visibility (able to see full TIN vs last four digits)
Send Reimbursement Requests
This permission enables users to send a reimbursement request to payees so that the payees can fill out a reimbursement request form on the app.
Edit Reimbursement Settings
This permission enables users to configure the reimbursement settings for their account. Configurable reimbursement settings include whether the account has enabled the feature, bank detail requirements, receipt requirements, reply email addresses for payees to contact, and the reimbursement request email template.
Resend Other Users’ Reimbursement Requests
This permission enables users to resend another sender’s reimbursement request to payees so that the payees can fill out a reimbursement request form on the app.
Resend Reimbursement Requests
This permission enables users to resend their own reimbursement request to payees so that the payees can fill out a reimbursement request form on the app.
View Other Users’ Reimbursement Requests
This permission enables users to view the status of another sender’s reimbursement request to payees and the payee’s reimbursement request submission.
View Reimbursement Settings
This permission enables users to view the reimbursement settings configured for their account. Configurable reimbursement settings include whether the account has enabled the feature, bank detail requirements, receipt requirements, reply email addresses for payees to contact, and the reimbursement request email template.
View Reimbursement Requests
This permission enables users to view the status of their own reimbursement requests to payees and the payee’s reimbursement request submission.