3. Roles: deciding what each person can do

A role is a set of permissions. It decides which screens a person can open and what they can do on them. You can name a role anything you like. What counts is the permissions you tick inside it.

Who can do this: an Admin, a Super Admin or someone whose role allows managing System users.

Open the role list

1. Sign in as the Super Admin.
2. Open System Settings.
3. Open Roles & Access.
4. Click List Roles.

You see all existing roles. Click Add New Role to make one. The list shows:

Column	What it tells you
Role Name	The name of the role
Role Assigned User	The people who hold the role, shown as green badges. A role nobody holds has an empty box
Modified By	Who last changed the role
Modified On	When it last changed. The newest changes are at the top
Options	A menu with Edit and Delete

The title shows the total number of roles. Use Search, records per page (10, 20, 50 or 100) and Prev / Next to find a role.

Create a new role

1. Click Add New Role.
2. Type a name in Enter Role name.
3. Open the sections (modules) you need.
4. Set the permissions for each page and the extra settings (see below).
5. Optional: click Role Preview to look over the role.
6. Click Save.

Create a role by copying another one

This saves time when the new role is similar to an existing one.

1. Click Add New Role.
2. Under Copy from existing role, pick a role (optional).
3. Click Copy.
4. Type the new role name.
5. Check the copied permissions and change any you do not want.
6. Click Save.

Copy replaces whatever is currently ticked on the form. Nothing is saved until you type a name and click Save.

How permissions are organised

Permissions go from big to small: Module, then Page, then Functionality. The modules are System, Sales, Product, Purchase, Logistic & Warehouse, Dynamics, Reports, Generic Functionality, Finance and Regulatory.

For each page, tick or clear:

Setting	What it lets the person do
IsView	See records
IsCreate	Add new records
IsUpdate	Change records
IsDelete	Remove records

Some pages also have extra Yes/No settings for particular actions. For example, Sales, then Sales Order has settings for changing the order status and changing the person it is assigned to. Choose Yes to allow the action or No to block it.

Edit a role

1. Open System Settings, then Roles & Access, then List Roles.
2. Find the role and open its Options menu.
3. Click Edit.
4. Open the modules and pages you want to change.
5. Tick or clear the page permissions and set the extra settings to Yes or No.
6. Click Save.

Delete a role

1. Open System Settings, then Roles & Access, then List Roles.
2. Find the role and open its Options menu.
3. Click Delete.
4. A confirmation box asks "Are you sure to delete this Role?". Click OK to confirm or Cancel to keep the role.

The role is then deleted. What happens to people who already have that role is not yet described. See "Still to be confirmed" at the end.