Managing Permissions and Web Views for DocTypes

Managing Permissions and Web Views for DocTypes

Overview

Effective permission management and web view configuration are critical for maintaining data security while enabling collaboration in iVendNext. This article provides a comprehensive approach to controlling access to your DocTypes and making them available on web portals when needed.



Part 1: Permission Management Fundamentals

1. Understanding Permission Hierarchy

iVendNext uses a layered permission system:


  • Role-Based Access: Permissions assigned to roles (Admin, Accountant, etc.)

  • Document-Level Controls: Restrictions on specific DocTypes

  • Field-Level Security: Hide/show individual fields


2. Configuring Role Permissions

Step-by-Step Setup

  1. Navigate to:


Setup > Users > Role Permissions Manager  


  1. Select a role (e.g., "Sales Manager")


  1. Set permissions for relevant DocTypes:


  • Create: Add new records

  • Read: View documents

  • Write: Modify existing records

  • Delete: Remove documents

  • Submit: Complete workflows


  1. Save changes



Pro Tip: Use Role Profiles to standardize permissions across similar roles.



Part 2: Advanced Permission Scenarios

1. Conditional Field Access

Use client scripts to dynamically control field visibility:


// Hide cost fields for non-finance users  

if (!ivendnext.has_role("Accountant")) {  

  cur_frm.set_df_property("unit_cost", "hidden", 1);  

  cur_frm.set_df_property("total_cost", "hidden", 1);  

}  


2. Record-Level Restrictions

Implement Document Sharing Rules for sensitive documents:


  1. Go to:


Setup > Users > Document Share Settings  


  1. Configure rules based on:

    • Departments

    • Territories

    • Custom criteria



Part 3: Web View Configuration

1. Enabling Web Access

To make a DocType available on customer/vendor portals:


  1. Edit the DocType:


Setup > Customize > DocType > [Your DocType]  


  1. Under Web View section:

    • Check "Allow in Website"

    • Set "Show in Menu" (optional)

    • Configure portal display settings


2. Web View Best Practices

  • Field Filtering: Hide internal fields from web users

  • Custom Templates: Modify how documents render on the portal

  • Access Logs: Monitor portal activity via:


Setup > Logs > Web Access Log  



Part 4: Troubleshooting Common Issues

Here’s a quick look at some common issues you might run into.


Problem

Solution

Users can't see documents

Check role permissions and sharing rules

Web view not appearing

Verify "Allow in Website" is enabled

Permission changes not applying

Clear user permissions cache

Fields missing on portal

Ensure fields aren't hidden for web users



Security Best Practices

Some of the best practices are:


  1. Principle of Least Privilege: Grant minimum required access

  2. Regular Audits: Review permissions quarterly

  3. Testing: Verify permissions with test users before rollout

  4. Documentation: Maintain permission matrices



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