Delegate Roles & Acces Levels to 3rd Party Providers with SMART PORTAL’s Multiuser/Multirole Capabilities

Let’s take a look at another use case of SMART PORTAL and it’s Multiuser/Multirole capability helping companies. 

This particular customer, which we’ll call Company D, is an Accounting Firm offering Financial & Accounting services for its customers. The company wants to outsource the document processing part of its accounting services for only 3 of its customers to a 3rd party provider, called SC WeLoveDinos SRL.

 The customers for which the document processing will be outsourced to WeLoveDinos SRL are called:

• SC Jurassic SRL, 
• SC Mesozoic SRL, 
• SC Cretaceous SRL. ​

WeLoveDinos SRL has 3 (human) operators: Miruna, Călin and Ramon, their supervisor.​

What company D needs is:

1. to see the status for the documents processed by their 3rd party provider, WeLoveDinos SRL.​

D’s repository except those that the company wants to share with them.

3. Miruna must be able to manage documents only for SC Jurassic SRL.

4. Călin must be able to manage documents only for SC Mesozoic SRL and SC Cretaceous SRL.

5. Their ​supervisor, Ramon must see and monitor the status for the documents from all 3 companies.​

For all of these to take place, Company D’s Admin will:​

• Login to SMART PORTAL and create:​

> 3 Users: Miruna, Călin and Ramon;

> 3 Roles (Access Rights): Jurassic, Mesozoic and Cretaceous​.

• Assign Jurassic Role to Miruna, Mesozoic and Cretaceous Roles to Călin.​

Important! The automation flow in the Intelligent Document Processing platform is done per Access Level, meaning per group of documents, not per User.

• Create a list of Roles which includes Projects Jurassic, Mesozoic and Cretaceous
  and assign it to Ramon, the supervisor.

Next, 

• Miruna will login to SMART PORTAL and add financial documents in the name of Jurassic SRL.​

• Călin will login to SMART PORTAL and add financial documents in the name of Mesozoic SRL and Cretaceous SRL​.

This is how SMART PORTAL’s Multiuser/Multirole capabilities help Company D:​

• All the documents uploaded by Miruna will be automatically processed by Apollo and export data in ERP format.​

• All the documents uploaded by Călin will be automatically processed by Apollo and export data in ERP format.​

• Ramon is able to see all the documents and statuses for all the projects. ​

• Company D’s Admin sees the documents and progress for all documents.​

• Company D is able to manage other documents and projects that are not 

visible by WeLoveDinos SRL. ​

TL;DR. Let’s recap!

SMART PORTAL's Multiuser/Multirole capabilities proved to be a game-changer for Company D, an Accounting Firm that decided to outsource document processing for part of its clients to a 3rd party service provider, SC WeLoveDinos SRL. 

By setting up specific Users and Roles within the Portal, Company D successfully managed to give precise document access and management capabilities to the provider’s operators - Miruna, Călin, and their supervisor Ramon, each with distinct levels of access tailored to their responsibilities. 

This set-up ensured that each operator handles only the documents assigned to them, while their supervisor could monitor all documents' statuses across the board. 

Company D’s Admin can view all of the documents and their processing status, while its service provider can only see and process the documents assigned to them. 

SMART PORTAL facilitated a seamless, secure, and efficient workflow between the companies, illustrating the platform's resilience in handling complex Multiuser/Multirole scenarios streamlining document processing while ensuring data privacy.

Ready to see how SMART PORTAL can transform your company's document management processing? 

Let’s get in smart touch via email or this form and step into the future of Intelligent Document Processing.