Introduction
Order creation in Qargo can be limited per role. In the Organisation settings, users can enable direct order creation, order creation from templates, tender quotes, and order templates. Super admin users control which order and quote creation paths are available per role.
🧰 All permissions can be configured in Configuration → Organisation settings → Roles.
Summary
What: Roles submenu in Configuration → Organisation settings introduces four per-role permissions for order and quote creation. The Orders permission group controls which creation paths each role can access across the web app and customer portal.
Why: Some operations require all orders to originate from approved quote templates to enforce pricing approval and maintain a clean audit trail. Previously, any user with order creation access could create orders from scratch, bypassing templates entirely.
How: A super admin user opens the new Roles menu, selects a role, and enables or disables the four Orders permissions. Create buttons and menus across the web app and customer portal adjust automatically.
🧰 A separate toggle in Customer Portal settings restricts portal users to template-based creation only.
Prerequisites
Super Admin access is required to configure role permissions via the Roles menu in Configuration → Organisation settings. No Qargo-side enablement is needed.
Default behaviour: On rollout, every existing role has all four permissions enabled. No change in behaviour until a super admin user explicitly disables a permission for a role.
Use Cases
A logistics operator requires all planners to create orders from approved templates only, ensuring pricing approval is always followed. The super admin user disables Order/spot quote for the Planner role. Planners can no longer use the blank order creation form - only Order creation from template remains available.
A company wants only the commercial team to manage tender quotes and order templates, while planners can only create orders from existing templates. The admin disables Tender quotes and Order templates for the Planner role, and keeps them enabled for the Sales role.
A customer portal is configured so portal users can only create orders from pre-approved templates. The admin enables the Customers must create orders from template toggle in Customer Portal settings.
Terminology
Term | Definition |
Roles | Named sets of permissions assigned to one or more users. All users with the same role share the same permission set. |
Order/spot quote not from template | Permission controlling direct order creation (blank form), "Create similar order", and spot quote creation, editing, and cancellation. |
Order from template | Permission controlling the "Create order from template" flow. |
Tender quotes | Permission controlling the creation, editing, and cancellation of tender quotes. |
Order templates | Permission controlling the creation, editing, and deletion of order templates. |
Configuring role permissions
🎥 Click on this video for a full explanation, or follow the steps below:
Access the Roles menu
NAVIGATE to Configuration → Organisation settings → Roles.
SELECT the role to configure from the list.
Configure the Orders permission group
ENABLE or DISABLE each permission by toggling the relevant checkbox.
2. SAVE the configuration. Changes take effect immediately for all users assigned to that role.
Effect on the web app
When a permission is disabled for a role:
The corresponding Create button or menu entry is hidden for users with that role across the web app and customer portal.
If a user navigates directly to a page they no longer have permission to edit, a read-only banner explains the restriction.
Template-based order creation on the customer portal
The customer portal can also be configured so portal users can only create orders from pre-approved templates. The admin enables this template toggle in Customer Portal settings.
NAVIGATE to Configuration → Organisation settings → Customer Portal → Customer portal configuration.
ENABLE the Customers must create orders from template toggle.
SAVE. The Create order button on the customer portal is disabled. Only Create from template remains visible to portal users.
Troubleshooting
Issue | Likely cause | Resolution |
A user can still create orders from scratch after disabling the permission | User may be assigned to a different role that still has the permission enabled | Check the user's assigned role in Configuration → Users |
The Create button is missing for all order types | All four permissions may be disabled for the user's role | Re-enable the required permissions in Configuration → Organisation settings → Roles |
EDI/imported orders are still created without a linked template | Expected behaviour - order import and EDI are not covered by role permissions in v1 | Template-linking for imports is planned for a future release |
Customer portal users can still create orders without a template | The Customers must create orders from template toggle is not enabled | Enable the toggle in Configuration → Organisation settings → Customer Portal |
Permission changes do not appear to take effect | Browser cache | Refresh the browser - changes take effect immediately after saving |