Understand roles and access

Understand why Clerked can show different companies, records, and actions to different people.

Access has several layers

Your organization role controls organization-level actions. Each company membership can have its own company role. Those roles control what you can do, while company assignments determine where you can work.

Record visibility is separate. Invoice visibility, email visibility, and Insights scope can each narrow what you see inside an assigned company. A person can therefore have permission to use a workspace without seeing every record in it.

Reference data from connected systems, such as vendors, accounts, purchase orders, and receipts, is not narrowed this way. Every member of a company can read it, while changing it needs a separate edit permission. Approvers see it inside the invoices they review rather than on the ERP Data page.

Imported historical bills and payments contain financial information and have stricter access than ordinary reference records. They are unavailable to people whose invoice visibility is limited to assigned work. Clark follows these same limits.

Taking part in an invoice’s review keeps that invoice readable to you afterwards. If you were listed on one of its review steps, or you decided on it for someone else, you can still open it after the route changed or the coverage period ended. Reading it that way does not let you edit or approve it; while you hold review permission you can return it to AP. Someone who took no part in the invoice and has narrowed visibility still does not see it.

The interface follows access

Clerked omits or disables actions the signed-in person cannot use. Tasks also shows only work that falls within the person’s visibility and assignment. Two coworkers can see different navigation, counts, records, or invoice actions without either view being incorrect.

Chat, Agents, and memory access

Your company can enable Chat and the floating Clark button separately. The Agents workspace has its own access permission. Memory viewing and memory changes use separate permissions, so seeing an agent does not automatically let you edit its memories.

Clark uses your current membership, invoice visibility, and edit access for each request. It cannot bypass invoice permissions or grant access. If you can read an invoice but cannot edit it, Clark can answer questions about it but cannot prepare an edit to it. An action Clark prepares, such as a hold or an approval, runs only if your own access allows it when you approve it.

Insights access and invoice access are checked separately. Being allowed to see a summary does not grant access to the individual invoices behind it. Clark may therefore be able to show an authorized summary while being unable to open its records for you.

Request a change

Tell an administrator the company, kind of record, and business task you need. The administrator should check the action permission, company membership, and relevant visibility separately, then grant the narrowest access that supports the job. Sign out and back in if a newly saved access change does not appear.

Announced in Meet Clark.