Role Based Permissions
Permission to different documents can be controlled using Role Based Permissions.
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Permission to different documents can be controlled using Role Based Permissions.
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ActiveBooks has a role-based permission system.
You can assign roles to users.
Permission can be assigned to roles.
Role Permissions Manager - It allows to set which roles can access which documents with what permissions.
1. How to use the Role Permissions Manager? You can access Role Permissions Manager via: Users > Permissions > Role Permissions Manager or Type 'Open Role Permissions Manager' in search bar
Permissions are applied on a combination of:
Roles: As we saw earlier, Users are assigned Roles and it is on these Roles that permission rules are applied. For example, a sales user may be given the roles of an Employee and a Sales User.
Examples of Roles include Accounts Manager, Employee, HR User, etc.
Document Types: Each type of document, master or transaction, has a separate list of role-based permissions as seen in the preceding screenshot.
Examples of Document Types are Sales Invoice, Leave Application, Stock Entry, etc.
Permission Levels: In each document, you can group fields by "levels". Each group of fields is denoted by a unique number (0 to 9). A separate set of permission rules can be applied to each field group. By default, all fields are of level 0.
Permission "Level" connects fields with level X to a permission rule with level X.
Document Stages: Permissions are applied on each stage of the document like Creation, Saving, Submission, Cancellation, and Amendment. A role can be permitted to Print, Email, Import or Export data, access Reports, or define User Permissions.
User Permissions: Using User Permissions in ActiveBooks a user can be restricted to access only specific Documents for that Document Type. Eg: Only one Territory from all Territories. User Permissions defined for other Document Types also get applied if they are related to the current Document Type through Link Fields.
For example, a Customer is a link field in a Sales Order or Quotation. In the Role Permissions Manager, User Permissions can be set using the 'Set User Permissions' button.
Add A New Rule: In the Role Permissions Manager, to add a new rule, click on the Add a New Rule button. A pop up box will appear and ask you to Select 'Role', 'Document Type' and 'Permission Level'.
-We will look at leave application as an example as it encompasses all areas of a permission system. - Employee should create the leave application. - For this, Employee Role should be given Read, Write, Create permissions.
- An Employee should only be able to access his/her Leave Application. Hence, User Permissions record should be created for each User-Employee combination.
-If you want an Employee to only select a document in another document and not have read access to that document as a whole, then grant only Select permission to the role, Employee.
- HR Manager should be able to see all Leave Applications. Create a Permission Rule for HR Manager at Level 0, with Read permissions. Apply User Permissions should be disabled.
- Leave Approver should be able to see and update Leave Applications of employees under him/her. Leave Approver is given Read and Write access at Level 0. Relevant Employee Documents should be enlisted in the User Permissions of Leave Approvers.
-It should be Approved/Rejected only by HR User or Leave Approver. The Status field of a Leave Application is set at Level 1. HR User and Leave Approver are given Read and Write permissions for Level 0, while everyone else (All) are given Read permission for Level 1.
- HR User should be able to delegate Leave Applications to his/her subordinates. HR User is given the right to Set User Permissions. A User with HR User role would be able to define User Permissions on Leave Application for other users.
