Role Permissions Overview
What are Role Permissions?
Role Permissions control what users can view, create, edit, or delete across all modules in Bizconnekt. Instead of managing permissions for each user individually, you assign permissions to department roles (L1, L2, L3), and users inherit permissions based on their role assignment.
Who Uses This?
Tenant Administrators
Configure system-wide access control policies
Business Owners
Define what each role can do across the platform
Department Heads
Review permissions for their team's roles
Security Officers
Ensure data access complies with policies
Key Features
Permission Management
Department-level editing allows you to configure all three roles (L1, L2, L3) in one department at once
Module-wise control provides granular access to Items, Purchase, Sales, Finance, and Reports
Two permission types - View (read-only) and Add/Edit (full access) for each module
Automatic enforcement ensures pages appear or disappear based on role permissions instantly
Smart Dependencies
Permission validation prevents creating transactions without required master data access
Dependency rules automatically enforced (e.g., Purchase Orders require Item and Supplier view access)
Visual matrix shows all permissions at a glance with checkmarks for clarity
Role hierarchy supports different permission levels (L1, L2, L3) within same department
How It Works
Permission Flow
- Administrator configures role permissions for department roles (L1, L2, L3)
- Users are assigned to specific department roles through Manage Users
- System checks permissions when user logs in and navigates
- Pages and features appear or disappear based on assigned role permissions
- Real-time enforcement ensures users only access permitted modules
Permission Structure
Entity Groups and Modules
Permissions are organized into logical groups:
Item Management
- Item (product/service master data)
- Bill of Material (product composition)
Purchase Operations
- Supplier (vendor master data)
- Purchase Request (internal purchase requisitions)
- Purchase Order (orders to suppliers)
- Bill (supplier invoices)
- GRN (Goods Receipt Notes)
- Payment Made (supplier payments)
- Expense (expense tracking)
Sales Operations
- Customer (customer master data)
- Quotation (sales quotes)
- Sales Order (customer orders)
- Invoice (customer invoices)
- Delivery Challan (delivery notes)
- Payment Received (customer payments)
Finance Operations
- Credit Note (sales returns/adjustments)
- Debit Note (purchase returns/adjustments)
- Journal (manual journal entries)
- Audit (audit logs access)
Reports
- Business Report (Balance Sheet, P&L, AR, AP)
- Inventory Report (stock reports)
- Sales Report (sales analytics)
- Purchase Report (purchase analytics)
- Tax Report (GST and tax reports)
Permission Types
| Permission | What User Can Do | What User Cannot Do |
|---|---|---|
| View | See records, open details, export data, view reports | Create new records, edit existing records, delete records |
| Add/Edit | Create new records, modify existing records, all View permissions | Delete records (requires separate admin permission) |
| No Access | Nothing - module completely hidden from user | Cannot see or access the module at all |
Permission Dependencies
Critical Dependencies to Remember
Some modules require view access to master data before Add/Edit permission works:
Purchase Orders require:
- View access to Items (to select products)
- View access to Suppliers (to select vendors)
Sales Orders require:
- View access to Items (to select products)
- View access to Customers (to select buyers)
Invoices require:
- View access to Sales Orders (to convert orders)
- View access to Customers (to select buyers)
Bills require:
- View access to Purchase Orders (to convert orders)
- View access to Suppliers (to select vendors)
Payment Made/Received require:
- View access to Bills/Invoices (to link payments)
The system prevents misconfiguration by validating these dependencies.
Role-Based Access Example
Sales Department Permissions
| Module | L1-Sales (Executive) | L2-Sales (Manager) | L3-Sales (Head) |
|---|---|---|---|
| Item | View only | View only | Add/Edit |
| Customer | View only | Add/Edit | Add/Edit |
| Quotation | Add/Edit | Add/Edit | Add/Edit |
| Sales Order | Add/Edit | Add/Edit | Add/Edit |
| Invoice | View only | Add/Edit | Add/Edit |
| Business Report | No access | View only | View only |
| Purchase Order | No access | No access | View only |
What this means:
- L1 users can create quotations and orders but not invoices
- L2 users can manage customers and invoices
- L3 users can add items and see purchase data
- Everyone sees only modules they have access to
Real-World Impact
Before Role Permissions
Problems:
- Users could access all modules regardless of role
- No way to restrict sensitive financial data
- Purchase team could see sales margins
- Junior staff could modify master data
- No control over who creates invoices or payments
After Role Permissions
Benefits:
- Each role sees only relevant modules
- Financial data restricted to Finance department
- Master data control limited to senior roles
- Clear separation between view and edit access
- Pages automatically hidden based on permissions
Getting Started
| Task | Guide | Time Required |
|---|---|---|
| View Current Permissions | How to View Guide | 2 minutes |
| Edit Role Permissions | How to Edit Guide | 10 minutes |
| Understand Dependencies | Dependencies Section | 5 minutes |
Related Sections
- Departments - Create departments and roles
- Manage Users - Assign users to roles
- Approval Workflows - Configure approval rules
Quick Tips
Best Practices
Start with restrictive permissions and gradually expand based on user needs
Always grant View access to master data (Items, Customers, Suppliers) before Add/Edit on transactions
Test permissions by logging in as a test user with that role before rolling out
Document your permission matrix for reference during onboarding
Review permissions quarterly to ensure they match current org structure
Use L1 for executors, L2 for approvers, L3 for administrators within each department
Need help? Contact support at support@bizconnekt.com