Permissions - Allow Invoice Only users access to the File Library
At present the file library can only be accessed by Standard or Advisor user profiles.
When you have purchase ledger roles using the Invoice Only user profile, they should be able to see the file library in order to user Smart Document Capture.
This seems like an oversight and would make life easier for employees in clerk roles.
Ross Pell
shared this idea
Thanks for sharing this suggestion, Ross. Giving Invoice Only users access to the File Library could make it easier for accounts staff to manage and attach documents without needing broader user permissions.
I’ve moved this post to Gaining Support so we can continue gathering feedback. If this were available, what File Library tasks would you want Invoice Only users to be able to perform?
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Tanya Clarke
commented
In many businesses, administrative, warehouse, and purchasing staff are responsible for uploading raw supplier bills, shipping labels, and receipt visuals directly into the system for matching later. However, because they are on the Invoice Only role, they can no longer access this repository. Upgrading these staff members to a "Standard" user role to restore file access is not a viable workaround for two critical privacy reasons: 1. Financial Sensitivity - It exposes core bank account balances and corporate financial reports (however, this can now be partly resolved through toggling off the Bank Accounts access in the Standard User Permissions), and 2. Data Privacy: It exposes the Organization Settings registry and Accounting Settings, allowing staff to see the full names and personal email addresses of other employees invited via Xero Me. Please introduce a standalone permission toggle for "Access Documents / Files" that can be assigned to Invoice Only users. Alternatively, return the global File Inbox/Documents upload capability to the main dashboard or side panel for all users, regardless of whether they have core Accounting menu access. Businesses need a secure, native desktop way for operational staff to upload supporting documentation directly into the file queue without compromising financial transparency or employee data privacy.
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Emma Glynn
commented
This is vital to allow this user to upload, manage, code and approve bills using smart document capture, this is what their role involves! I agree this must be an oversight? This needs to be looked at urgently please.
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Linda De Beer
commented
The new Sales and purchases user role is awesome!!! BUT this role cannot load a supporting document when capturing the payment (which is quite essential for a paperless office) then they can also not capture an overpayment? Is there any chance to change this?