Understanding User Roles
Overview
User Roles in iVendNext control what each user can access and do. They help ensure employees only see features and documents relevant to their job. This article covers user types, role importance, and how to assign roles.
Types of Users in iVendNext
1. System Users
System Users have access to iVendNext modules and can interact with documents based on their assigned roles. For example:
A Sales User can create quotations and sales orders.
An HR Manager can approve leave applications.
2. Website Users
Website Users can only access the public-facing portal of iVendNext. They typically include customers or suppliers who interact with the system externally.
3. The System Manager Role
The System Manager is the most powerful role in iVendNext. Users with this role can:
Add or remove other users.
Assign or modify roles for all users.
Configure system-wide settings.
Important: Assign the System Manager role only to trusted administrators.
Assigning Roles to Users
Roles can be assigned to users in two ways:
1. Direct Role Assignment
Go to Home > User.
Select a user and assign roles like Sales User, Employee, or HR Manager.
2. Role Profiles (For Bulk Assignments)
Role Profiles allow assigning multiple roles at once, which is useful for teams with similar access needs. For example:
A Sales Supervisor may need roles like Sales User, Sales Manager, and Employee.
Steps to Create a Role Profile:
Navigate to Home > User > Role Profile.
Click Add Role Profile.
Enter a name (e.g., "Sales Supervisor Profile").
Select the relevant roles.
Save the profile.
Key Fields in Role Creation
When creating a new role, the following fields are critical:
Best Practices for Role Management
Here’s a quick look at some of the best practices for User Role Management.
Least Privilege Principle
Assign only the necessary permissions to avoid security risks.
Regular Audits
Review roles periodically to ensure they align with current job functions.
Use Role Profiles for Efficiency
Simplify onboarding by assigning pre-configured role profiles.
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