Managing User Roles and Permissions

Managing User Roles and Permissions

Overview

Roles and permissions in iVendNext control what users can view, edit, and manage, ensuring secure access. This article explains how to:


✔ Create and assign roles
✔ Configure granular permissions
✔ Restrict document access (e.g., "Only If Creator")
✔ Troubleshoot permission conflicts


By the end, you’ll be able to structure roles efficiently while maintaining security.



Step 1: Understanding Roles vs. Permissions

Roles

Permissions

Groups of users with similar responsibilities (e.g., "Sales Manager," "Inventory Clerk")

Specific actions allowed for a role (e.g., "Create Invoices," "View Reports")

Assigned to users in bulk

Fine-tuned per module or document type


Example: A "Sales User" role may have permissions to create orders but not delete them.



Step 2: Accessing Role Permissions Manager

  1. Go to Home → Users and Permissions → Permissions → Role Permissions Manager.

  2. Select a Document Type (e.g., "Sales Order," "Purchase Invoice").

  3. The system loads permissions for all roles.



Step 3: Assigning Permissions to Roles

Basic Permissions

For each role, configure:


  • Create (Can add new records?)

  • Read (Can view records?)

  • Write (Can edit records?)

  • Delete (Can remove records?)

  • Submit (Can finalize documents?)


Advanced Restrictions

  • Only If Creator (Restrict access to self-created documents)

  • Restrict by Department (Limit visibility by organizational unit)




Step 4: Creating Custom Roles

  1. Navigate to Home → Users and Permissions → Role.

  2. Click Add New Role.

  3. Define:

    • Role Name (e.g., "Junior Accountant")

    • Desk Access (Enable for System Users only)

    • Module-wise Permissions (Assign access to specific apps)


Note: Uncheck "Desk Access" for Website Users (e.g., customers).




Step 5: Applying Role Restrictions

User-Level Restrictions

  • IP Restrictions (Limit logins to office networks)

  • Login Hours (e.g., 9 AM–6 PM only)


Document-Level Restrictions

Use User Permissions Manager to override role settings for specific users.


  1. Open User → Permissions → Set User Permissions.

  2. Select "Restrict by Document Type" for granular control.



Common Permission Scenarios

Scenario

Solution

Sales reps should only see their own orders

Enable "Only If Creator" in Role Permissions.

HR should view but not edit payroll

Grant Read but deny Write/Delete.

Vendors must not see internal notes

Use Field-Level Permissions to hide sensitive fields.



Troubleshooting Access Issues

❌ Problem: User can’t see a module.
✅ Fix: Check Module Profile in their role.


❌ Problem: User can’t edit their own documents.
✅ Fix: Verify "Write" permissions in Role Permissions Manager.


❌ Problem: Website User sees backend menus.
✅ Fix: Ensure "Desk Access" is disabled in their role.



Best Practices

Here’s a quick look at some of the best practices for User Role Management.


✔ Principle of Least Privilege (Grant minimal necessary access).
✔ Audit roles quarterly to remove unused permissions.
✔ Use role hierarchies (e.g., "Manager" inherits "Employee" permissions).
✔ Document role definitions for consistency.



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