Set up a new department's roles
Add the department, then open its permission grid, tick what each of the three roles may do and click Submit.
Quick add
- Pick the business unit in the header. Add the department if you have not. Its three roles are created with starting permissions.
- Open Access Control › Role Permissions, pick the department in the Department list and click Edit.
- For each role, tick View and Add/Edit only on the modules that role needs.
- Click Submit.
Done. A message says Permissions Updated Successfully and you return to the grid for that department.
How roles come to exist
You cannot type a role name. A role exists because its department does: L1, L2 and L3, named after the department, such as L1-Sales. Roles cannot be renamed or deleted. Each business unit starts with an Admin department, so L1-Admin, L2-Admin and L3-Admin are already there.
Starting permissions. All three roles begin with View and Add/Edit on every module in your plan, except modules that can only be viewed (View only) and Business Report (View only). Restricted User starts off. So a new L1 role can already create and delete in most modules until you narrow it.
Full guide
The screen after you click Edit is a grid for the department you picked. To edit another department, go back and pick it. Rows are modules, grouped by Entity Group. Each role has a View and an Add/Edit column.
The grid
Fields in this section
| Field | What it does |
|---|---|
| Entity Group and Entity Name | The group and the module. Only modules in your subscription plan appear. |
| View | Tick to let the role open the module and read its records. A dash means the module has no View box. |
| Add/Edit | Tick to let the role also create, change and delete. A dash means the module has no Add/Edit box. |
| Restricted User | One row at the bottom, for plans that include it. Tick to limit the role to records its people created themselves. |
Boxes that tick and lock for you
Some modules need others to work. When you tick Add/Edit on one, the grid ticks View on the modules it reads and locks them, and a message names them: for example "Invoice also needs Customer, Item and Sales Order - ticked and locked for you." A few ticks need Add/Edit, not just View: Back-date Production needs Add/Edit on Work Order. The message says "Add/Edit on".
- The View box of the module you just ticked Add/Edit on is also locked on. To remove View, untick Add/Edit first.
- A locked box unlocks when no Add/Edit tick on that role needs it any more.
- Unticking Add/Edit does not untick what was ticked for you. Untick those yourself if the role does not need them.
- Ticking View on Dashboard ticks View on Sales Report, Purchase Report, Business Report and Inventory Report, so its tiles are not empty. These are not locked. A message says "ticked for you. Untick it if that is not what you want."
Submit and Cancel
Submit saves all three roles of the department together. You see "Permissions Updated Successfully" and return to the grid. If it fails you see the reason, or "Error updating permissions", and nothing changes.
Cancel goes back without saving. It does not ask first, so anything you ticked is lost.
What to do next
- Check the result in View permissions.
- Put the roles into approval workflows where they approve.
- Give people a role in Manage users.
On mobile
You cannot set permissions on the phone. Use the admin portal in a web browser. The Android app is on Google Play. The iPhone app is coming soon to the App Store. Same on iPhone and Android.
Who can open it
Tenant administrators only.
Problems and fixes
I cannot untick View
The box is locked because Add/Edit is ticked on the same module, or because another module's Add/Edit needs it. Untick that Add/Edit first. The message that appeared when it locked named the reason.
I cannot find a module
Only modules in your subscription plan are listed. See Subscription plans.
A module shows a dash where I want a box
That module has only one box. Reports and other information-only modules have View only. Quality Checklist and Back-date Production have Add/Edit only.