Managing Users & Permissions

Whitney Walden

Updated August 06, 2026 22:35

Purpose: This guide helps system administrators invite new users to ESM Purchase™ and assign or update their role-based permissions.

Before you begin:

1) You are logged into ESM Purchase™ ESM Consumer Role™.

2) Your account has been assigned administrator (Organization) permissions.

3) You have the name and email address of the user you wish to invite or edit.

Steps — Accessing User Management

Figure 1: Left-hand navigation menu — Organization icon

Figure 1: Left-hand navigation menu — Organization icon

1. From the Consumer Role landing page, select the Organization icon from the left-hand navigation menu.

2. The User Management panel opens, showing current users in your organization.

Steps — Inviting a New User

Figure 2: Invite User panel — required and optional fields

Figure 2: Invite User panel — required and optional fields

3. Select Invite User. The Invite User panel opens on the right-hand side of the screen.

4. Complete the required fields:

Field	Required?	Notes
First Name	Yes
Last Name	Yes
Email Address	Yes	User will receive an invitation to this address
Phone Number	No
Location	No
Role(s)	Yes	Assign one or more roles — see Role Reference below

5. Select Invite. The user will receive an email invitation to set up their account.

Steps — Editing an Existing User's Permissions

6. From the User Management area, select Edit Org.

7. Locate the user you want to update.

8. Adjust their assigned role(s) as needed and save your changes.

Role Reference

Role	What They Can Do
Requester	Access Quick Buy, Non-Catalog/Quote Drop, and the Store to place and submit purchase requisitions.
Approver	All Requester access, plus access to the Purchase Approvals service card.
Budget Manager / Department Head	All Requester access, plus access to the Available Spend service card.
Finance / Invoice Viewer	Access to the Invoice & Payment Status service card.

Note: A user can hold more than one role simultaneously. Assign all roles that reflect the user's responsibilities at <insert institution name>.

NOTE ✓ You're done when: The invited user appears in the user list and their assigned roles are correct.