Configuring Role-Based Permissions for Documents

Configuring Role-Based Permissions for Documents

Overview

This article provides a step-by-step guide to setting up granular permissions for documents, including field-level restrictions and stage-based controls.




Step 1: Accessing the Role Permissions Manager

  1. Navigate to: Home > Users and Permissions > Role Permissions Manager.

  2. Select a Document Type (e.g., "Leave Application," "Sales Invoice").


Tip: Use the search bar to quickly find document types.



Step 2: Understanding Permission Components

Permissions are defined by five key elements:


Component

Description

Example

Role

User role (e.g., Employee, HR Manager).

"HR Manager" can approve leave requests.

Document Type

The document being controlled (e.g., Purchase Order).

Restrict access to "Salary Slips."

Permission Level

Groups fields by sensitivity (Level 0–9).

Level 1 = Salary fields (restricted).

Document Stage

Lifecycle stage (Creation, Submission, Cancellation).

Allow "Submit" only for Managers.

User Permissions

Limit access to specific records (e.g., only their leave applications).

The employee sees own records.



Step 3: Adding a New Permission Rule

  1. Click "Add a New Rule."

  2. Select:

    • Role (e.g., "Employee").

    • Permission Level (default: Level 0).

  3. Set permissions for each stage:

    • Read: View the document.

    • Write: Edit fields.

    • Create: Make new records.

    • Submit/Cancel: Change workflow status.



Step 4: Configuring Field-Level Permissions

Use Permission Levels to restrict sensitive fields:


  1. In the document (e.g., "Sales Invoice"), assign fields to levels:

    • Level 0: Basic fields (e.g., Sales Employee).

    • Level 1: Sensitive fields (e.g., Approval Status).

  2. In Role Permissions Manager, grant Level 1 access only to privileged roles (e.g., Sales Manager).


Example:


  • Sales Employee: Read/write Level 0 fields (e.g., Invoice dates).

  • Sales Manager: Read/write Level 1 fields (e.g., approval status).



Step 5: Restricting Document Access (User Permissions)

To limit users to specific records (e.g., only their territory’s sales orders):


  1. Click "Set User Permissions" in the Role Permissions Manager.

  2. Define filters (e.g., "Territory = East Region").



Real-World Use Cases

Let’s explore how sales invoice approval works in real-world scenario


1. Sales Invoice Approval

  • Sales User: Create invoices, but cannot submit.

  • Accounts Manager: Submit/cancel invoices.

  • Field Restriction: Level 1 = Discount % (only Managers can modify).



Troubleshooting

  • Issue: A user can’t see a document.
    Solution: Check their role’s User Permissions and Document Type access.


  • Issue: Fields are missing.
    Solution: Verify the user’s role has the correct Permission Level.



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