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Permissions and access control for software

How access to the Software module is controlled — what each permission allows, and how record sets limit which applications a user can see. For account owners and admins.

Before You Begin

How Software Permissions Work

The Software module uses the same role system as the rest of Expiration Reminder. Software permissions are granted through a user's role, and they govern what a user can do across the module's features.

What the permissions control

  • View — see the Software List and open an application's detail page.
  • Create — add a new application (controls whether the New Application button appears).
  • Edit — change application fields, manage users, add spend, manage invoice intake, edit versions and security posture, and approve invoices.
  • Delete — delete (archive) applications.
  • Export — export grids to Excel/CSV.

Several features have their own dedicated permissions:

  • Licenses — separate permissions for viewing the Licenses tab, managing licenses, and assigning/reclaiming seats. A user can be allowed to view licenses without being able to change them.
  • Access requests — a separate decide permission controls who can approve, deny, request more info, provision, and revoke. Submitting a request is open to any signed-in requester.

Note: When a user lacks a permission, the related button is hidden or disabled rather than failing — for example, a viewer won't see New Application, Add Spend Entry, or the access-request decision buttons.

Step-by-Step Instructions

Step 1: Review or change a user's role

  1. Open Settings → Users.
  2. Find the user and review their assigned role. See Changing and Assigning User Roles.

Step 2: Adjust software permissions on a custom role

  1. Open the role you want to change (see Managing Permissions).
  2. Set the Software permissions (view, create, edit, delete, export) and the dedicated license and access-request permissions to match what that role should do.
  3. Save.

Step 3: Limit which applications a user sees with record sets

Record sets restrict a user to a subset of records. Applying a record set that scopes software means a user only sees the applications in that set — useful when different teams own different parts of your software inventory.

  1. Configure record sets as described in Custom User Roles & Record Sets.
  2. Assign the record set to the relevant role or user.

Tip: Combine a view-only software role with a record set so a department lead can see only their team's applications and nothing else.

Tips & Best Practices
  • Give software owners edit but reserve delete for admins.
  • Use the dedicated license permissions to let an IT specialist manage seats without granting full edit on every application field.
  • Keep decide on access requests to a small group of approvers.
Troubleshooting
  • Issue: A user can open an application but can't edit anything. Solution: Their role has view but not edit permission.
  • Issue: A user can't see the Licenses tab. Solution: The Licenses tab requires the license view permission specifically.
  • Issue: A user sees fewer applications than expected. Solution: A record set is limiting their view. Review the record set assigned to their role.
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