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How to Edit Role Permissions

Overview​

Editing role permissions allows you to configure what users in each department role can view, create, or modify across all Bizconnekt modules. You can edit all three roles (L1, L2, L3) for an entire department in one operation, making permission management efficient.

Prerequisites​

  • User must have Tenant Admin or Admin role
  • Departments must be created with L1, L2, L3 roles
  • Understanding of your organization's access control requirements

Step-by-Step Guide​

Step 1: Navigate to Role Permissions​

Access the Role Permissions page from the left sidebar.

Navigation Path:

BizAdmin → Access Control → Role Permissions

What you'll see:

  • Current permission matrix showing all departments and roles
  • Entity Groups (Item, Purchase, Sales, Finance, Reports)
  • Entity Names (specific modules)
  • Role columns with View and Add/Edit permissions

Step 2: Select Department to Edit​

Choose which department's permissions you want to configure.

Actions:

  1. Locate the Department dropdown at the top
  2. Click to open the dropdown menu
  3. Select the department you want to edit (e.g., Sales, Purchase, Finance)
  4. Click the Edit button next to the dropdown

Key points:

  • You can only edit one department at a time
  • The dropdown shows all departments created in your organization
  • Selecting a department filters the view to show only that department's roles
  • Edit button becomes active after department selection

Step 3: Understand the Permission Grid​

The edit screen displays a matrix of permissions organized by modules and roles.

Grid Structure:

ColumnWhat It Shows
Entity GroupMain category (Item, Purchase, Sales, Supplier, Finance, Reports)
Entity NameSpecific module within the group (e.g., Item, Purchase Order, Invoice)
L1-[Dept] ViewCheckbox for view-only permission for L1 role
L1-[Dept] Add/EditCheckbox for create/edit permission for L1 role
L2-[Dept] ViewCheckbox for view-only permission for L2 role
L2-[Dept] Add/EditCheckbox for create/edit permission for L2 role
L3-[Dept] ViewCheckbox for view-only permission for L3 role
L3-[Dept] Add/EditCheckbox for create/edit permission for L3 role

Important:

  • Orange/filled checkboxes indicate granted permissions
  • Gray/empty checkboxes indicate no permission
  • You must grant View permission before Add/Edit permission works effectively

Step 4: Configure Item Module Permissions​

Set permissions for product and service master data.

Available Modules:

Item

  • Purpose: Access to product/service master database
  • View: Can see item list, details, pricing
  • Add/Edit: Can create new items, modify existing items

Bill of Material (BOM)

  • Purpose: Access to product composition and assembly data
  • View: Can see BOM structure, component lists
  • Add/Edit: Can create/modify BOMs

Typical Configuration:

RoleItem ViewItem Add/EditBOM ViewBOM Add/EditReason
L1-Sales✓✗✗✗Needs item list for orders, no master data control
L2-Sales✓✗✗✗Same as L1, managers don't modify items
L3-Sales✓✓✓✗Department head can add products, view BOMs

Step 5: Configure Purchase Module Permissions​

Set permissions for procurement-related operations.

Available Modules:

Supplier

  • View: Can see supplier list, contact details, payment terms
  • Add/Edit: Can create/modify supplier records

Purchase Request (PR)

  • View: Can see internal purchase requisitions
  • Add/Edit: Can create/modify purchase requests

Purchase Order (PO)

  • View: Can see purchase orders sent to suppliers
  • Add/Edit: Can create/modify purchase orders
  • Dependency: Requires View access to Items and Suppliers

Bill

  • View: Can see supplier invoices
  • Add/Edit: Can record supplier bills
  • Dependency: Requires View access to Purchase Orders

GRN (Goods Receipt Note)

  • View: Can see material receipts
  • Add/Edit: Can record goods received

Payment Made

  • View: Can see payments to suppliers
  • Add/Edit: Can record supplier payments
  • Dependency: Requires View access to Bills

Expense

  • View: Can see expense records
  • Add/Edit: Can create/modify expenses

Typical Configuration:

RoleSupplierPRPOBillPayment
L1-PurchaseViewAdd/EditViewViewView
L2-PurchaseAdd/EditAdd/EditAdd/EditAdd/EditView
L3-PurchaseAdd/EditAdd/EditAdd/EditAdd/EditAdd/Edit

Step 6: Configure Sales Module Permissions​

Set permissions for sales operations.

Available Modules:

Customer

  • View: Can see customer list, contact details, credit terms
  • Add/Edit: Can create/modify customer records

Quotation

  • View: Can see sales quotations
  • Add/Edit: Can create/modify quotations

Sales Order

  • View: Can see confirmed customer orders
  • Add/Edit: Can create/modify sales orders
  • Dependency: Requires View access to Items and Customers

Invoice

  • View: Can see customer invoices
  • Add/Edit: Can create/modify invoices
  • Dependency: Requires View access to Sales Orders

Delivery Challan

  • View: Can see delivery notes
  • Add/Edit: Can create/modify delivery challans

Payment Received

  • View: Can see customer payments
  • Add/Edit: Can record customer payments
  • Dependency: Requires View access to Invoices

Typical Configuration:

RoleCustomerQuotationSales OrderInvoicePayment
L1-SalesViewAdd/EditAdd/EditViewView
L2-SalesAdd/EditAdd/EditAdd/EditAdd/EditView
L3-SalesAdd/EditAdd/EditAdd/EditAdd/EditAdd/Edit

Step 7: Configure Finance Module Permissions​

Set permissions for financial operations.

Available Modules:

Credit Note

  • View: Can see sales returns and adjustments
  • Add/Edit: Can create/modify credit notes

Debit Note

  • View: Can see purchase returns and adjustments
  • Add/Edit: Can create/modify debit notes

Journal

  • View: Can see manual journal entries
  • Add/Edit: Can create/modify journal entries

Audit

  • View: Can access audit logs and system history
  • Add/Edit: Not applicable for audit logs

Typical Configuration:

ModuleL1-FinanceL2-FinanceL3-FinanceNon-Finance Roles
Credit NoteViewAdd/EditAdd/EditNo access
Debit NoteViewAdd/EditAdd/EditNo access
JournalViewAdd/EditAdd/EditNo access
AuditNo accessViewViewNo access

Step 8: Configure Reports Permissions​

Set permissions for various analytics and reports.

Available Report Types:

Business Report

  • Balance Sheet, Profit & Loss, Accounts Payable, Accounts Receivable
  • Usually restricted to Finance and senior management

Inventory Report

  • Stock levels, movement, valuation reports
  • Available to Purchase and Operations teams

Sales Report

  • Sales analytics, customer reports, order tracking
  • Available to Sales department and management

Purchase Report

  • Purchase analytics, supplier reports, order tracking
  • Available to Purchase department and management

Tax Report

  • GST reports, tax compliance documents
  • Usually restricted to Finance department

Typical Configuration:

Report TypeL1 RolesL2 RolesL3 Roles
Business ReportNo accessView (dept heads)View
Sales ReportView (Sales only)ViewView
Purchase ReportView (Purchase only)ViewView
Tax ReportNo accessView (Finance only)View

Key Point: Reports typically only have View permission as they are read-only by nature.

Step 9: Review and Validate Dependencies​

Before saving, ensure permission dependencies are met to avoid errors.

Critical Dependency Checks:

If granting Purchase Order Add/Edit:

  • ✓ Must also grant View to Items
  • ✓ Must also grant View to Suppliers

If granting Sales Order Add/Edit:

  • ✓ Must also grant View to Items
  • ✓ Must also grant View to Customers

If granting Invoice Add/Edit:

  • ✓ Must also grant View to Sales Orders
  • ✓ Must also grant View to Customers

If granting Bill Add/Edit:

  • ✓ Must also grant View to Purchase Orders
  • ✓ Must also grant View to Suppliers

If granting Payment Made/Received Add/Edit:

  • ✓ Must grant View to Bills/Invoices respectively

What happens if dependencies are missing:

  • Users will get errors when trying to create transactions
  • Required lookup fields will be empty or non-functional
  • System may prevent saving without required data

Step 10: Save Changes​

After configuring all permissions, save your changes.

Actions:

  1. Review all checkboxes one final time
  2. Ensure no critical dependencies are missing
  3. Click the Submit button at the bottom
  4. System validates permissions
  5. Confirmation message appears
  6. Changes take effect immediately

Alternative:

  • Click Cancel to discard all changes and return to view mode

Key points:

  • Changes apply instantly to all users with those roles
  • Currently logged-in users may need to refresh or re-login
  • No waiting period or approval required
  • All changes are logged in audit trail

Verification​

After saving permissions, verify they work correctly:

  • Log in as a test user with the modified role
  • Check that permitted modules appear in navigation
  • Verify restricted modules are hidden
  • Test creating a transaction to ensure Add/Edit works
  • Confirm View-only modules don't show edit buttons
  • Check that dependencies work (e.g., can select items in PO)

Common Permission Patterns​

Pattern 1: Sales Executive (L1-Sales)​

Responsibility: Create quotations and orders, manage pipeline

Permissions:

  • Items: View only
  • Customers: View only
  • Quotations: Add/Edit
  • Sales Orders: Add/Edit
  • Invoices: View only
  • Payments: View only
  • Reports: Sales reports view only

Rationale: Can execute sales but not modify master data or financials

Pattern 2: Purchase Manager (L2-Purchase)​

Responsibility: Manage procurement, vendor relations, approve purchases

Permissions:

  • Items: View only
  • Suppliers: Add/Edit
  • Purchase Requests: Add/Edit
  • Purchase Orders: Add/Edit
  • Bills: Add/Edit
  • Payments: View only
  • GRN: Add/Edit
  • Reports: Purchase reports view

Rationale: Full purchase cycle control but payments reserved for finance

Pattern 3: Finance Manager (L2-Finance)​

Responsibility: Financial operations, compliance, reporting

Permissions:

  • All Sales/Purchase modules: View only
  • Payment Made: Add/Edit
  • Payment Received: Add/Edit
  • Credit/Debit Notes: Add/Edit
  • Journals: Add/Edit
  • All Reports: View
  • Audit Logs: View

Rationale: Financial control without operational transaction creation

Common Issues & Solutions​

Issue 1: User Cannot Create Purchase Order​

Symptoms:

  • PO creation screen is blank or shows errors
  • Cannot select items or suppliers

Solution:

  1. Go to Role Permissions
  2. Select Purchase department
  3. Ensure the role has:
    • View permission on Items
    • View permission on Suppliers
    • Add/Edit permission on Purchase Orders
  4. Save changes
  5. Ask user to refresh and try again

Issue 2: Module Not Visible After Granting Permission​

Symptoms:

  • Saved permissions but user still cannot see module
  • Navigation menu not updated

Solution:

  1. Verify permissions were saved successfully
  2. Check if user is assigned to correct role in Manage Users
  3. Ask user to log out and log back in
  4. Clear browser cache if issue persists
  5. Verify no browser extensions blocking content

Issue 3: Cannot Save Due to Validation Error​

Symptoms:

  • Submit button does not work
  • Error message about dependencies

Solution:

  1. Review the error message carefully
  2. Check permission dependencies section
  3. Grant required View permissions for master data
  4. Ensure logical permission hierarchy (View before Add/Edit)
  5. Try saving again

Issue 4: Too Permissive - Need to Restrict Access​

Symptoms:

  • Junior staff can access sensitive reports
  • Wrong department seeing irrelevant modules

Solution:

  1. Review current permissions for the role
  2. Identify over-permissioned modules
  3. Remove unnecessary permissions
  4. Consider if user is assigned to wrong role
  5. Save and inform affected users of changes

Best Practices​

Permission Management Tips

Start Restrictive: Begin with minimal permissions and expand based on actual needs

Master Data Control: Limit Add/Edit on Items, Customers, Suppliers to L2/L3 roles only

Financial Separation: Keep payment permissions separate from order creation

Report Access: Grant report access progressively (L3 gets business reports, L2 gets department reports)

Test Before Rollout: Use a test user account to verify permissions work as intended

Document Standards: Maintain a permission matrix document for reference during onboarding

Regular Reviews: Audit permissions quarterly to ensure they match current responsibilities

Dependency Awareness: Always grant View to master data when giving Add/Edit to transactions

Role Consistency: Maintain similar permission levels across L1, L2, L3 roles in different departments

Immediate Updates: Permissions take effect immediately, so make changes during low-activity periods

Need help? Contact support at support@bizconnekt.com