Per-User Visibility Controls for Expense Documents
It should be possible to specify which other users' documents a given user can view/manage (as opposed to the current "all or nothing" setup).
Let me give you a concrete example. Let’s say I have the following users in my Dext account:
- Payables – Department A
- Payables – Department B
- Payables – Administration
- User 1 – Director of Department A
- User 2 – Director of Department B
- User 3 – Accounting Technician
- User 4 – Administrative Assistant
I’d like the permissions to be as follows:
- User 1: can submit/view their own expenses plus those under "Payables – Department A"
- User 2: can submit/view their own expenses plus those under "Payables – Department B"
- User 3: can submit/view all expenses from all users
- User 4: can submit/view the expenses of Users 1 and 2 in order to compile their expense reports
The issue with the current "all or nothing" setup is that I want to hold accountable employees who receive supplier invoices or make purchases using corporate credit cards, but I don’t necessarily want them to see all of the company’s expenses. In this context, I’m therefore forced to give them a “Standard” access level, which only allows them to submit for themselves via the mobile app and website. I understand that email submission isn’t restricted by access level (they can send to any Dext email address), but for those with a company credit card, being able to use the mobile app is really convenient.
Having more granular control over who can see which documents would help address this issue.
Caroline Ricard
shared this idea
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Sarah Griffiths
commented
Please remove the ability for expense approvers to see all documents within Dext.
We have several approvers of expense claims but have had to remove this function for our company, when we realised that these approvers could see all invoices/ receipts from all users. This means that they can see confidential invoices such as solicitors or accountants invoices, these should be seen on a need to know basis and not by a line manager of a small team. These approvers can also see the archive so even if you process the invoices quickly, they can still go and see them.
My suggestion is to have another level of expense approver that can only see their own items and those of their team or just those expense claims that they have been sent to approve.
We cannot use the expense approval process and have to revert to emailing claims for approval - the function in Dext is good but confidentiality needs to be considered.