Create new user roles and assign access to groups or individual users. Choose which users can create, view, edit, export and approve specific records within oboloo.
Introduction
User Roles and Access Rights in oboloo allow organisations to securely manage user permissions across all modules of the platform. With flexible role configurations, administrators can control exactly what each user or group of users can view, create, edit, approve, archive, delete, export, or manage. This ensures that sensitive procurement and contract data is only accessed by authorised individuals, while allowing wider teams to collaborate efficiently within their roles.
This guide explains how to configure user roles, apply granular permissions across modules, and assign roles to users in line with your organisation’s structure and governance policies.
Only users with the appropriate access can add and manage users within oboloo.
When to Use This Feature
✅ When onboarding new users into your oboloo account
✅ When setting up user access based on department, responsibility, or seniority
✅ When adjusting access rights for platform modules
✅ When delegating admin controls to specific superusers or power users
Understanding oboloo's User Access Roles
oboloo's User Access Roles functionality is designed to provide organisations with a robust and flexible way to manage user permissions and maintain security across the platform. By assigning specific roles to users, organisations can control who has access to certain features, data, and functions, ensuring that sensitive information is only available to authorised personnel.
This guide explains how oboloo's User Access Roles work, their importance, and how to configure them to suit your organisation's needs.
Step-by-Step Guide: Managing User Roles and Permissions
Step 1: Navigate to User Roles
Go to Settings from the main navigation menu
Select User Roles
This will display a list of all current user roles in your organisation, including default ones like Admin or Superuser
Step 2: Create or Edit a Role
To create a new role, click New Role
To edit an existing role, click the edit icon next to the role name
Enter or update the Role Name (e.g., Procurement Manager, Contract Viewer)
Step 3: Configure Module Permissions
Each module in oboloo—such as Supplier Management, Contract Management, eSourcing, and Savings Management—has a grid of permissions:
Read: View records in that module
Edit: Edit or update existing records
Create: Add new records
Archive: Move records out of active use (available in certain modules only)
Approve Records: Approve or reject submissions like contracts, suppliers, or savings
Approve Documents: Approve documents uploaded against records (where enabled)
Export: Export data tables from the module
Delete: Permanently remove data (available for certain admin modules only)
Deactivate: Deactivate a user profile (for User Management roles only)
📌 Tick the boxes to enable or disable permissions per module. You can also Select All at the top to quickly apply full access.
Step 4: Assign Roles to Users
Go to User Management from the Settings menu
Click on a user or add a new one
Under Role, select the user role you just created or edited
Save the user profile
Common Use Case Examples
Procurement Team Member
Access to: Supplier Management, eSourcing, and Savings Management
Permissions: Create, Edit, View, and Export
No access to administrative settings or User Management
Contract Owner
Access to: Contract Management module
Permissions: Approve Contracts, View and Edit Documents
No access to export or delete
Finance Administrator
Access to: All modules
Permissions: Full access, including export, configuration, and approval rights
Role: Superuser
Key Considerations & Best Practices
✅ Keep permissions aligned with user responsibilities to avoid unauthorised access
✅ Use role-based assignment to streamline onboarding for new users
✅ Review and update roles regularly, especially when team responsibilities change
✅ Limit admin and delete rights to only trusted users
✅ Always test new roles using a dummy user before assigning to wider teams
Additional Resources
📌 Related User Guides:
User Management – Add, edit, or deactivate user accounts
If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your user permissions and access rights.