Buyer Permissions

Using the Buyer Permissions feature of the procurement platform.

Overview​

Buyer Permissions enable you to create granular rules controlling which products buyers can view, purchase, or purchase with approval.

Access: Navigate to Settings → Store → Buyer Permissions

Creating Rules​

To create a new rule:

• Click + New Rule
• Give the rule a name and description for internal reference
• Specify an error message to display to restricted shop users

• Select the restriction type:

  • View - Prevents users from seeing the product
  • Purchase - Prevents users from buying the product
  • Require Approval - Requires users to submit a purchase request for approval
  

• Select which users to apply the rule to by choosing a preset:

  • Search for a preset and click it to select it
  • Click Manage presets to create or edit existing presets
  • Presets can also be managed from the Presets page under Settings
  • For more information on presets, see the presets guide

• If the Require Approval restriction type is selected:

  • Search for and select Procurement users/groups that can act as Approvers
  • Users/groups can be removed with the trash icon
  

• Add conditions determining which products the rule applies to:

  • Click Add Condition
  • Select condition type: Products, Suppliers, Countries, Codes, Keywords, Services
  • Based on type, search for and select or enter items to include or exclude
  • Select All for conditionality to apply the condition to all matching products
  • Use the trash icon to remove any already selected items
  • Click Save Condition after finalizing the items for each condition
  • Add multiple conditions as needed to fine-tune rule scope
  • Click the pen icon to edit a condition, or the trash icon to remove a condition
  
  

• Review and click Save in the top-right to create the rule

Managing Rules​

To manage existing rules on the Buyer Permissions page:

• Click the toggle in a row menu dropdown to disable or enable a rule
• Click Edit in a row menu dropdown or click on the table row itself to modify a rule
• Click Delete in a row menu dropdown to permanently delete a rule
• Click + New Rule to create additional rules

Rule Conditions​

Rule conditions allow restricting products by:

• Products - Search by product name, SKU, or MPN to include or exclude specific products
• Suppliers - Search for and select suppliers to include/exclude their products
• Countries - Select countries to include or exclude products from shipping to
• Codes - Select a code type (CAS, EAN, GTIN, etc) and input codes to match against
• Keywords - Input keywords to match against product data like titles, descriptions, etc.
• Services - Select services to include or exclude
• AI Rules (purchase type only) - Input custom text rules for AI to warn users when adding an item to their basket

Keywords​

When building a Keywords condition, keywords can be manually created by entering the keyword and clicking Add.

When adding keywords, an action type must be selected:

• Contains - If the product name or description contains this keyword, even within a bigger word
• Exact match - If the product name or description contains this keyword by itself (not part of a bigger word)
• Starts with - If a word in the product name or description starts with this keyword
• Ends with - If a word in the product name or description ends with this keyword

Keywords can also be imported in bulk using a CSV file:

• Click Download Template to get the CSV template
• The template has two columns: Keyword and Actions
• Actions should be one of: contains, contains_exact, starts_with, ends_with
• Click Import to upload the file
• View all keywords in the Selected keywords area
• Click Export to download the current keyword list

Remember that the Save Condition button must be clicked before saving the overall rule.

AI Rules​

The AI condition can only be selected when the buyer permission rule type is Purchase.

To add AI rules:

• Enter the rule in the Add AI rule field and click Add
• Add additional rules by repeating the process
• Remove rules by clicking the bin icon
• Click Save Condition to add the condition

When a user triggers an AI condition, they receive a warning message when adding items to their basket but can still proceed with the order.

Multiple Conditions​

Multiple conditions can be added to a single rule to narrowly target specific products.

View restriction type: Uses OR logic - any product meeting one or more conditions will be affected.

Purchase and Require Approval restriction types: Use AND logic - any product meeting all conditions will be affected.

Interactive Tutorial​

A step-by-step tutorial demonstrating how to create and manage buyer permission rules.