Creating and Managing Roles
Overview
Roles in iVendNext control user access and editing rights. To keep workflows secure and efficient, it's important to set them up correctly. This article walks you through adding, configuring, and managing roles step by step.
Step 1: Adding a New Role
1. Navigate to the Role List
Go to Home > Users and Permissions > Role List.
Alternatively, use the Awesome Bar (global search) and type "Role List."
2. Create a New Role
Click "Add Role" to open the Role Creation Screen.
3. Enter Role Details
Fill in the following fields:
4. Save the Role
Click "Save" to finalize.
Step 2: Assigning Permissions to the Role
After creating a role, define its permissions using the Role Permissions Manager.
1. Open Role Permissions Manager
From the Role list, select the role and click "Role Permissions Manager."
2. Set Document-Level Permissions
Select a Document Type (e.g., "Sales Invoice").
Assign permissions: Read, Write, Create, Submit, Cancel, etc.
Use Permission Levels (0-9) to restrict specific fields (e.g., hide financial data from non-accounting roles).
3. Apply User Permissions (Optional)
Restrict access to specific records (e.g., only sales from a user’s territory):
Go to Home > Users and Permissions > User Permissions.
Link the role to a Customer, Territory, or Company.
Step 3: Using Role Profiles for Efficiency
Role Profiles allow bulk assignment of multiple roles (e.g., "Sales Supervisor" = Sales User + Employee + Manager).
1. Create a Role Profile
Navigate to Home > Users and Permissions > Role Profile List.
Click "Add Role Profile."
2. Assign Roles
Add relevant roles (e.g., "Sales User," "Employee").
Save the profile.
3. Assign to Users
Go to the User record and select the Role Profile.
Best Practices for Role Management
Here’s a quick look at some of the best practices for Role Management.
Principle of Least Privilege: Grant only necessary permissions.
Audit Roles Quarterly: Remove outdated access.
Use Permission Levels: Hide sensitive fields (e.g., costs, salaries).
Leverage Role Profiles: Simplify onboarding for teams with similar needs.
Troubleshooting Common Issues
Here’s a quick look at some common issues you might run into.
Users can’t access a document? Check Role Permissions Manager and User Permissions.
Permission changes not applying? Ensure the role is assigned correctly under User > Roles.
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