User roles and permissions

If your organization has set up single sign-on (SSO) access to Productiv, your Productiv Super Admin can assign one of five primary user roles to Productiv users:

Your user role determines the extent to which you can view data and take action within Productiv.

To discover what your user role is, do the following:

Click your user name in the Productiv navigation bar.  

 

Productiv displays your Productiv permissions right next to your name.

User roles can be modified only by Productiv Super Admins on the User Settings page.

Limited users are generally employees who only need to see aggregate SSO (and other) app usage numbers, but no financial information. As a result, they can't see specific user information. (For example, they could see that there are 100 users logging into Zoom, but they can't see who those users are, or look at an individual user's activity.)

Limited users can still sign up for and receive all email notifications, but won't be able to act on any that are meant for Limited Plus or greater.

Limited Plus users are generally employees that only need to see aggregate usage data like Limited Users, but additionally need access to relevant contract information applications. Limited Plus users are the minimum role required to complete tasks in a renewal workflow, as these workflows are often centered around contract information for applications.

Limited plus users can still sign up for and receive all email notifications, but won't be able to act on any that are meant for app admins or greater.

Basic users are generally employees who need to see application engagement, teams, spend and contract information, as well as lists of specific users. For example, someone in Procurement who is the financial contact or executive sponsor for one or more apps.

Basic users can still sign up for and receive all email notifications, but won't be able to act on any that are meant for app admins or greater.

App admins are employees who are responsible for connecting apps to Productiv, for application license automation workflows, and for uploading spend and contract information. For example, an IT contact involved in connecting apps, or someone who is the day-to-day contact for one or more apps.

Note: All Application Admins can upload HR information and contracts from the Settings page. However, they can only upload contracts from an app's Contracts page, if they have App Admin privileges for that app.

A detailed breakdown of allowed actions by role is below:

Actions	Limited User	Limited Plus User	Basic User	Application Admin	Super Admin
App Contacts	view	view	view	view	edit
Engagement Data	view	view	view	view	view
Contract Data	view**	view	view	edit	edit
Team Data	view	view	view	view	view
Spend Data		view	view	edit	edit
Workflow Requests and Tasks*		edit	edit	edit	edit
Individual User Data			view	view	view
App Configuration				edit	edit
License Automation				edit	edit
File Uploads				edit	edit
Productiv User Management				view	edit
Workflow Management					edit

**excludes contract metrics that include $$ information like cost per license, TCV, etc.

*edit for workflow requests and tasks, mean users can complete tasks, comment, and collaborate

Workflow Management means the ability to build out and publish workflows

 

Productiv can be configured to support Just In Time provisioning via the “Default user permission” section in the user settings page. If enabled, new users who attempt to sign into Productiv without an account will have an account automatically created for them. Their role will be determined by the “Default user permission” setting on this page.

All roles except for Productiv Super Admin can be restricted to a specific set of apps. If configured, a user whose account is restricted to just specific apps will only see data in Productiv related to those apps (and the vendors or resellers associated with those apps).

It is not possible to assign different levels of permissions for different apps to the same user.

Custom roles make it easy to choose the same set of applications for a group of users, while managing that access list in a single unified place. Create custom roles using the “Manage custom roles” button on the User Settings page.

Custom Roles are based on one of the five existing Productiv roles, and each custom role attaches a specific list of applications that users with that role will be restricted to. Changes to an existing custom role affect all users that are assigned to that role.

It is not possible to configure an entirely new type of role using Custom Roles - they must be based on one of the existing platform roles.