Introduction
In any business organization, not everyone requires full access to all systems and documents. Some employees may only need to access specific modules or documents. This is where the ‘Limited Access User’ feature in Empress comes in handy.
Understanding User Types in Empress
In Empress, users are grouped into different ‘User Types’ to manage and control the level of system access.
There are two default User Types in Empress:
- ‘System User’: They have access to both the Empress desk and website portal.
- ‘Website User’: They can only access the website portal.
For employees who only need access to particular documents, Empress includes a third user type, ‘Employee Self Service.’
To view the User Type document:
- Navigate to: Users > User Type
The ‘System User’ and ‘Website User’ are standard user types and cannot be modified or removed. However, you can create, edit, or delete non-standard (Custom) user types. Note that delete permissions are not provided to any user by default.
Configuring Non-Standard User Types
For non-standard user types, you need to specify the ‘Custom Role’, the document for which user permissions apply, and the fieldname of the user.
Follow these steps:
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Choose the ‘Custom Role.’
This specifies that the ‘Employee’ has the ‘User ID’ field linked to the User document. If you set ‘Apply User Permission on’ as ‘Employee’, then the respective employee’s user can only view the documents linked to their employee field. For example, an employee can only view the salary slip created against their employee id.
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Specify Document Types:
Users of non-standard user types can only access the documents mentioned in the user type. The table also serves as the Role Permission Manager for this particular User Type (in this case, ‘Employee Self Service’). The ‘Employee Self Service’ role won’t be accessible in the general Role Permission Manager.
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Document Types (Select Permissions Only):
In this table, list all the doctypes that you want the ‘Employee Self Service User’ to have SELECT access to. This means they can’t create records for the documents.
Adding a Non-Standard User
When adding a new user, select the user type. If it’s a non-standard user type, the respective user should be linked to the document set in the field ‘Apply User Permission On.’
In conclusion, the Empress system provides the flexibility to create custom user types with limited access. This ensures each user has access to only the necessary documents and modules, enhancing data security and efficiency in your business. For additional help or information, please refer to the Empress User Guide or contact our support team.