How to View Role Permissions
Overview
Viewing role permissions allows you to review the current access control configuration for all department roles across the platform. This helps you understand what each role can access and identify any gaps or over-permissioning before making changes.
Prerequisites
- User must be logged into Bizconnekt
- User should have Admin or Manager level access to view Access Control section
- Basic understanding of departments and roles in your organization
Step-by-Step Guide
Step 1: Navigate to Role Permissions
Access the Role Permissions page from the Bizconnekt Admin section.
Navigation Path:
BizAdmin → Access Control → Role Permissions
Key points:
- Access Control is in the left sidebar under BizAdmin section
- Role Permissions is the first option under Access Control
- Page loads in view-only mode by default
Step 2: Understanding the View Layout
The Role Permissions View displays all current permissions in a matrix format.
Main Components:
| Component | Description | Purpose |
|---|---|---|
| Department Dropdown | Filter selector at the top | Choose which department's permissions to view |
| Entity Group Column | Left column with categories | Shows main module groups (Item, Purchase, Sales, Finance) |
| Entity Name Column | Second column with module names | Lists specific modules within each group |
| Role Columns | Multiple columns for L1, L2, L3 roles | Shows View and Add/Edit permissions for each role |
| Checkmarks | Green checkmarks or dashes | Indicates granted or denied permissions |
Step 3: Select Department to View
Filter the permission view by specific department.
Actions:
- Locate the Department dropdown at the top of the page
- Click to open the department list
- Select a department (e.g., Sales, Purchase, Finance, Admin)
- Permission matrix updates to show only that department's three roles
What you'll see after selection:
- Three role columns: L1-[Department], L2-[Department], L3-[Department]
- Each role has two sub-columns: View and Add/Edit
- All modules listed with their current permission status
Key points:
- Selecting a department filters to show only those roles
- You can switch between departments without refreshing
- Default view may show all departments or the first department
Step 4: Reading the Permission Matrix
Understand what the checkmarks and symbols mean.
Permission Indicators:
✓ Green Checkmark
Permission is granted. User with this role can perform the action (View or Add/Edit).
- Dash or Empty
Permission is not granted. Module is hidden or read-only for this role.
Reading a Row:
| Module | L1-Sales View | L1-Sales Add/Edit | L2-Sales View | L2-Sales Add/Edit | Interpretation |
|---|---|---|---|---|---|
| Item | ✓ | - | ✓ | - | Both L1 and L2 can view items but cannot add/edit |
| Quotation | ✓ | ✓ | ✓ | ✓ | Both roles can view and create/edit quotations |
| Invoice | ✓ | - | ✓ | ✓ | L1 can only view, L2 can create/edit invoices |
Step 5: Review Entity Groups
Understand how modules are organized in the view.
Entity Groups Displayed:
Item Group
- Item (product/service master)
- Bill of Material
Purchase Group
- Supplier
- Purchase Request
- Purchase Order
- Bill
- GRN (Goods Receipt Note)
- Payment Made
- Expense
Sales Group
- Customer
- Quotation
- Sales Order
- Invoice
- Delivery Challan
- Payment Received
Supplier Group (if shown separately)
- Supplier master data
Finance Group
- Credit Note
- Debit Note
- Journal
- Audit
Reports Group
- Business Report
- Inventory Report
- Sales Report
- Purchase Report
- Tax Report
Key points:
- Entity groups help organize permissions logically
- Scroll down to see all groups
- Some modules may appear in multiple views depending on configuration
Step 6: Compare Roles Within Department
Analyze permission differences across L1, L2, and L3 roles.
Typical Permission Progression:
L1 Roles (Executives)
- View access to master data
- Add/Edit on operational documents (quotations, orders)
- No access to financial modules
- Limited or no report access
L2 Roles (Managers)
- Add/Edit on master data
- Add/Edit on most operational documents
- View access to financial modules
- Access to department-specific reports
L3 Roles (Heads)
- Full Add/Edit across department functions
- Access to financial operations
- Full report access including business reports
- May have cross-department view access
How to Compare:
- Look at a specific module row (e.g., Purchase Order)
- Read across L1, L2, L3 columns
- Notice how permissions expand with seniority
- Identify any inconsistencies or gaps
Step 7: Identify Permission Patterns
Look for common access patterns to understand your configuration.
Pattern 1: Master Data Restriction
| Module | Pattern | Purpose |
|---|---|---|
| Items, Customers, Suppliers | L1: View only L2: View only L3: Add/Edit | Prevents junior staff from modifying master data |
Pattern 2: Transaction Progression
| Module | Pattern | Purpose |
|---|---|---|
| Quotation → Order → Invoice | L1: All Add/Edit → View only L2: All Add/Edit L3: All Add/Edit | L1 can start process but cannot finalize with invoice |
Pattern 3: Financial Separation
| Module | Pattern | Purpose |
|---|---|---|
| Payment Made/Received | Non-Finance: View only or No access Finance: Add/Edit | Payment recording restricted to Finance department only |
Step 8: Check Cross-Department Access
Switch between departments to see how permissions differ.
Actions:
- Select Sales department from dropdown
- Note which modules have permissions
- Select Purchase department
- Compare which modules are accessible
- Select Finance department
- Review financial module access
Common Observations:
Sales Department typically has:
- Full access to Sales modules
- View-only on Items
- No access to Purchase modules
- No access to financial operations
Purchase Department typically has:
- Full access to Purchase modules
- View-only on Items
- No access to Sales modules
- No access to payments
Finance Department typically has:
- View-only on Sales and Purchase
- Full access to financial modules
- Full access to all reports
- Access to audit logs
Step 9: Spot Permission Issues
Identify common configuration problems while reviewing.
Issue 1: Missing Dependencies
Problem:
- Purchase Order has Add/Edit permission
- But Item has no View permission
- User cannot create PO without seeing items
How to spot:
- Look for Add/Edit on transaction modules
- Check if related master data has View permission
- Red flag: PO without Item view, SO without Customer view
Issue 2: Over-Permissioning
Problem:
- L1 roles have Add/Edit on financial modules
- Junior staff can access sensitive reports
How to spot:
- L1 roles with Add/Edit on payments
- Non-Finance roles with journal access
- L1 roles with business report access
Issue 3: Under-Permissioning
Problem:
- Managers (L2) cannot perform their duties
- Essential modules have no Add/Edit permission
How to spot:
- L2 roles with only View permissions across the board
- Department heads (L3) lacking Add/Edit on key modules
- Operational staff cannot create required documents
Step 10: Document Current Configuration
Take notes on current permissions for reference.
What to Document:
For Each Department:
- Which modules each role (L1, L2, L3) can access
- View vs Add/Edit breakdown
- Any special access patterns
- Identified issues or concerns
Sample Documentation Format:
Sales Department Permissions (as of Oct 2025)
L1-Sales (Sales Executive):
- View: Items, Customers, Sales Orders, Invoices
- Add/Edit: Quotations, Sales Orders
- No Access: Purchase, Finance, Business Reports
L2-Sales (Sales Manager):
- View: Items, Business Reports
- Add/Edit: Customers, Quotations, Sales Orders, Invoices
- No Access: Purchase, Finance operations
L3-Sales (Sales Head):
- View: Purchase Orders, Business Reports
- Add/Edit: All Sales modules, Items, Customers
- No Access: Finance operations
Issues Noted:
- L1 cannot view customer payment status
- Consider adding Business Report view for L2
Common Viewing Scenarios
Scenario 1: New Admin Onboarding
Situation: New administrator needs to understand current access control setup.
Steps:
- Open Role Permissions page
- Select each department one by one
- Review L1, L2, L3 permissions for each
- Document any unusual patterns
- Compare with organizational chart
- Identify permission gaps or excesses
Result: Complete understanding of system-wide access control.
Scenario 2: Quarterly Security Audit
Situation: Regular review to ensure permissions align with roles.
Steps:
- Export or screenshot current permissions
- Review against job descriptions
- Check for over-permissioned junior roles
- Verify financial module restrictions
- Confirm master data access controls
- Identify users with excessive access
Result: Compliance report and action items for corrections.
Scenario 3: Pre-Change Review
Situation: Before modifying permissions, review current state.
Steps:
- Navigate to relevant department
- Note current permission configuration
- Identify what needs to change
- Plan dependency requirements
- Document current state for rollback if needed
Result: Informed decision-making for permission changes.
What You Can See
Available Information:
- All departments and their roles
- Complete permission matrix for each department
- Module groupings and hierarchy
- Current access levels (View, Add/Edit, No Access)
- Role naming conventions (L1, L2, L3)
What You Cannot See:
- User names assigned to each role (see Manage Users)
- Historical permission changes (see Audit Logs)
- Why specific permissions were granted
- Number of users affected by each permission
- Last modification date or modifier
Understanding Limitations
View Mode Restrictions:
Cannot Modify:
- Permissions are read-only in view mode
- Must click Edit button to make changes
- No inline editing available
Cannot Filter:
- No search within permissions
- Cannot filter by permission type
- Cannot sort by any column
Cannot Export:
- No direct export to Excel/PDF
- Must take screenshots for documentation
- No print-friendly view currently
Limited Details:
- Does not show field-level permissions
- Does not show conditional access rules
- Does not display approval workflow integration
Navigation Tips
Quick Access:
- Bookmark the Role Permissions page for frequent access
- Use browser back button to return from other sections
- Page state (selected department) is maintained during session
Switching Views:
- Department dropdown changes instantly without refresh
- Use Edit button to switch to edit mode
- Cancel returns to view mode without changes
Related Sections:
- User assignments: Subscription → Manage Users
- Approval rules: Access Control → Approval Workflows
- Department setup: Organization → Departments
Related Actions
- Edit Role Permissions - Modify access control configuration
- Manage Users - Assign users to roles
- Departments - View department structure
- Approval Workflows - Configure approval rules
Frequently Asked Questions
Q: How often should I review role permissions?
A: Review quarterly or whenever there are organizational changes, new features added, or security concerns raised.
Q: Can regular users view role permissions?
A: Only users with Admin access can view the Role Permissions section. Regular users cannot see the access control configuration.
Q: Why do some modules show checkmarks for View but not Add/Edit?
A: This is intentional configuration - users can see data but cannot modify it. Common for master data access by junior roles.
Q: What does a dash (-) mean in the permission matrix?
A: A dash indicates no permission granted. The module is completely hidden from users with that role.
Q: Can I see who made the last permission change?
A: Not directly in this view. Check the Audit Logs section for detailed change history with timestamps and user information.
Q: Do permissions apply immediately or after user re-login?
A: Permissions apply immediately but users may need to refresh their browser or re-login to see navigation changes.
Best Practices
Permission Review Tips
Regular Reviews: Schedule quarterly permission audits to maintain security
Document Changes: Keep a change log when modifying permissions for future reference
Cross-Reference: Compare permissions with actual job responsibilities regularly
Test After Changes: Use test accounts to verify permission changes work correctly
Principle of Least Privilege: Users should have minimum access needed for their job
Spot Check Users: Randomly verify individual users have correct role assignments
Monitor Access Patterns: Look for unused permissions that can be revoked
Plan Before Editing: Review current state thoroughly before making changes
Need help? Contact support at support@bizconnekt.com