Understanding Productiv User Roles and Their Importance

After enabling SSO at your organization, just-in-time provisioning (JIT) creates an account for new users when they first sign in to Productiv through SSO. Set a default role for users who are provisioned in Productiv this way.

To access the default permission role, select the Settings icon in the left navigation and select the Users tab.

Select one of the permission roles to use as the default when new users sign into Productiv. A Productiv super admin can change the permissions for individual users. Below is a list of the standard user permissions available. 

Available User Roles
Productiv offers five primary user roles, each with different levels of access and permissions:

1. Limited User: Can view aggregate app usage numbers but no financial information. Cannot see specific user information.
2. Limited Plus User: Similar to Limited User but with access to relevant contract information for applications. Can complete tasks in renewal workflows.
3. Basic User: Can view application engagement, teams, spend, contract information, and lists of specific users. Suitable for roles like Procurement.
4. Application Admin: Responsible for connecting apps to Productiv, managing application license automation workflows, and uploading spend and contract information.
5. Productiv Super Admin: Has full access to all functionalities, including user management and workflow management.

Finding Your Role
To discover your user role in Productiv, follow these steps:

Click your user name in the Productiv navigation bar.
Productiv will display your permissions next to your name.

You can also create and assign custom roles, or assign roles via Okta: See release notes here.  

If the default role is set to no access, a new user enabled on the SSO side is still blocked from accessing Productiv. A notification is triggered to the Productiv Super admins to inform them of the user who may need access.

Importance of User Roles

Security and Access Control
User roles ensure that sensitive information is only accessible to authorized personnel. For example, financial data and user-specific information are restricted to roles that require access to such data.

Efficient Workflow Management
Roles like Limited Plus User and Application Admin are essential for managing and completing tasks in workflows, such as renewal workflows. This ensures that the right people have the necessary access to perform their duties efficiently.

Custom Roles and App-Restricted Access
Productiv allows the creation of custom roles, which are based on the five primary roles but restricted to specific applications. This is particularly useful for managing access for users who only need to interact with certain apps, ensuring that they do not have unnecessary access to other parts of the platform.

Once a default user permission has been assigned and users begin to get assigned their appropriate role, we will next want to start connecting our Platform Data Connectors.