Set up your Workspace

The System Administrator can manage data privacy and member settings in the Workspace, which includes the following sections: Members, Providers, Categorization, Teams, Rules, and Integrations.

Workspace

The OpenEnvoy Workspace allows users to create teams, invite members, manage integrations, manage tags, customize thresholds, and grant users with specific level(s) of access to the tool. 

The workspace allows the system admin to manage the following areas:

Members

There are multiple ways you can add additional users to your account:

  1. Click the share button in the global navbar:
  2. You can also invite users from Workspace > Members, which allows you to assign roles, access, and team membership at the same time.
  3. When a user is invited to OpenEnvoy via email, the recipient will receive an email that looks like this:
    Screen Shot 2021-10-06 at 3.31.34 PM (3)
  4. You can also remove users and assign permissions from Workspace > Members
    To remove a member, click on the ellipses next to their information and choose the "Remove from workspace" option.

Once a user(s) has been removed from your OpenEnvoy Instance, these members will be designated a "Deactivated" tag (see below).

This means that this user is no longer able to access your OpenEnvoy instance, however, all of their prior actions will be preserved in the system (i.e. tags applied, job comments, reviews and approvals, etc).     

Please note: Only admins can assign permissions and remove users. By default, the first person to register for OpenEnvoy is the admin. There can only be one admin per account and only the account admin can assign a new admin.

The Members section allows the OpenEnvoy Administrator to control permissions of what users can see and do in the system. We refer to this as “RBAC” or Role-Based Access Control.

Role Options

  • Admin: system administrator; can fully edit jobs and manage the Workspace
  • Editor: can create, own, edit, approve, upload, share/invite
  • Contributor: can own and edit, but not approve jobs or invite people
  • Approve Only: can approve jobs, but not edit jobs or invite people  
  • Viewer: can only view jobs

The Members section allows the OpenEnvoy Administrator to control & limit what type of information a user can view within the workspace via Access.

Access Options

You may establish Teams in the system, which have assigned users based on a grouping by categorization. Users can be part of one or many Teams. You can define a Team according to your business categorization, for example, department, business unit, organization, a third-party vendor. 


Team access is controlled by assigning one of the permissions below:

All Jobs: can view everything (OpenEnvoy Admins will always have ‘All Jobs’ access)

Public + Teams: can see all jobs which belong to the user’s assigned Team, plus non-tagged jobs. 

Only Teams: can only view jobs that belong to the user’s assigned Team(s).


Read more about configuring Teams.

Providers

Allows the administrator to add & manage their global provider directory within their workspace. Adding providers to the global directory will allow all users within your workspace to filter the Job List page, Dashboard, Activity Log, and Rules by that newly added provider. You will also be able to designate specific jobs to any new providers that are added.

Any jobs that are created via a workspace email will automatically add any new provider it detects from invoice extracted data into the global provider directory. 

To add a provider navigate to the "Providers" section of the workspace and click the blue "Add provider" button on the right-hand side of the page.

PROVIDER

You will be prompted to enter the following information in the New Provider screen: 

  • Provider ID
  • Comments
  • Contact(s) 
  • Addresses (Mailing/Billing)

You can add multiple contacts for a provider in the Contacts section. Click on the blue add contact button. You will be prompted to provide a contact's name, email, and phone number.  

If any Providers are missing a contact, they will be flagged to you in a banner at the top of the page when you click on the "Provider Directory" tab.

A list of all Providers with a missing contact(s) will appear. If you place your mouse over the Missing Contact button, the button will change to say Add Contact.

Click Add Contact, and the option to add a contact to the selected provider will appear.

A picklist is available to sort providers by Active, Missing Contact, or All.

Categorization (Tags)

Your data is organized in the system by categorization, or Tags, whether by business unit, GL codes geography, department, etc. Tags can easily be created and removed from the system by the System Administrator. Tags are assigned to jobs and Teams as a filter for the purposes of data access control, reporting, and dashboards. We recommend reviewing your tag list often to ensure it is reflective of the various categories in your business.

Tags are created dynamically but can also be manually entered into the system.  

To manage existing tags or create new tags the user can go to Workspace > Categorization

To create a new tag simply enter the tag name in the search box and then click on Create tag.

Teams

Teams can be created according to how you want users to access data that has or has not been assigned a tag (categorization). 

The system administrator is able to create, edit, and remove a Team. They can also assign a Team Administrator per Team. The Team Administrator can assign team tags and help manage team members and tags.

Teams can be Public or Private:

  • Private -  a small padlock icon next to the team name signifies that this team has been made private. Only the system administrator and assigned Team members will be able to view jobs and data relating to the private team including notifications. 
  • Public - Only team members have access to and receive notifications for jobs managed by a private team. A public job is considered a job that has no categorization (tag). 

The system administrator can view the Access column on the Teams page to review or modify team permissions.

To create a new team, click on the Create team button

You will then be prompted to enter a team name, designate the team as public or private, designate a team admin, and add tags specific to this team. 

Rules

OpenEnvoy provides admins with the ability to establish specific rules that will further help automate the approval process. Rules allow the admin to: 

  1. Set threshold criteria for a specific tag or provider (Provider Threshold rule)
  2. Automate the categorization process by triggering auto-tagging during the job creation process and provider update(s) (Job-tagging rule)

Moving forward any job that has a discrepancy within the agreed-upon threshold will automatically be processed and approved. Once you create an auto-tagging rule, any invoice processed that meets the categorization criteria will be tagged without any need for manual intervention from a user. 

To create a new Rule, click the blue ‘Create rule’ button

Add a title, description, apply tags, and indicate the specific criteria that will trigger the rule. The rule functionality allows you to set up conditions that must be met in the system in order for an automated action to occur.

Example of Provider Threshold Rule set-up

 

Example of Job-tagging Rule set-up

Conditions for Provider Threshold Rule:

  • When - this is a static step depending on the type of rule the user is setting up. For threshold rules, the rule will trigger after the initial job match occurs.
  • If - you may select a provider(s) that the rule will apply from the drop-down list or by clicking into the ‘add providers’ box to make the selection.
  • If - you may set a condition related to a discrepancy amount, and determine if the amount (all amounts should be entered in USD):
    • Is
    • Less than
    • Less than or equal to
    • Greater than
    • Greater than or equal to

     

    Conditions for Job-tagging Rule:

    • When - this rule will trigger at job creation or during an update of the respective job.  
    • If - you may select a provider(s) that the rule will apply from the drop-down list or by clicking into the ‘add providers’ box to make the selection.
    • Then - At least 1 tag must be selected. In this section please select the respective tag for each provider chosen. 

    Once you have filled out all of this information click the blue Save button. The system will automatically approve the job which meets the above conditions.

    The toggle in the top right corner is gray until you enable the rule. If you are ready to enable the rule, click the toggle. It should change to blue, indicating the rule is up and running in the system.

    If you need to delete a Rule, click the ellipsis in the top right corner and then click Delete Rule. You can also inactivate a rule if needed. 

    We recommend that the admin visits the Rules page on a regular basis and reviews the Audit Log

    The Audit log provides you with an overview of all the jobs that met a rule condition and were processed according to an active "rule". The Audit Log also highlights when rules have been deactivated or reactivated. To view specific rule information for a job, including if the rule was successfully applied, click the arrow drop-down for the rule conditions which were applied.

    Example Audit Log of Provider Threshold Rule

    Example Audit Log of Job-tagging Rule set-up

    Please contact your Customer Success Manager if you would like assistance setting up Rules.

    Integrations

    The system administrator may enable jobs to be automatically created by sending or forwarding emails with attached invoices and baseline documents. To enable job creation via workspace email, click the toggle button so that it is blue with a checkmark icon. To disable job creation by email, click the toggle button so that it is gray. 

    Please use the workspace email address assigned to your organization to forward invoices and baseline documents to the system. This will trigger the job creation process in an automated fashion. 

    Read more about setting-up Integrations with OpenEnvoy using our Self-Serve API feature.

    Adjust Notifications

    Learn more about how to adjust your job notification settings