Mastering Role-Based and User Permissions in Empress

Guides & Tutorials
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Introduction

Welcome to our guide on managing User Permissions in Empress. In this guide, we’ll walk you through the process of creating and managing user permissions to ensure that your system is secure, efficient, and customized to your specific business needs.

Understanding User Permissions

In Empress, User Permissions provide you with the ability to control who has access to what information. This is particularly useful for businesses with different departments or teams that need to access different types of information.

There are two types of permissions in Empress:

  1. Role-Based Permissions: These permissions are related to a user’s role in your organization. For example, if a user is assigned the role of a ‘Sales User’, they can access all Sales Orders and Quotations.
  2. User Permissions: These permissions allow you to restrict access to specific documents based on certain factors, such as company, customer, or territory.

To access User Permissions, follow these steps: Home > User and Permissions > User Permissions.

How to Create User Permissions

Creating User Permissions in Empress is a simple and intuitive process. Here’s how you can do it:

  1. Navigate to the User Permissions list and click on ‘New’.
  2. Select the user you want to apply the rule to.
  3. Choose the type of document that you want to permit—like ‘Company’.
  4. Under ‘For Value’, select the specific item you wish to allow—like the name of the company.
  5. If you want this value to be used by default for any future transactions by this user, check the ‘Is Default’ box.

Note: Only one user permission can be set as default for a specific document type for a user.

Advanced User Permission Controls

Empress also offers advanced controls for fine-tuning user permissions. Here’s a quick overview:

  1. Applicable For: By unchecking the ‘Apply To All Document Types’ checkbox and setting the Document Type, you can make the current user permission applicable only for the selected document type.

  2. Hide Descendants: By enabling this option, you can prevent permissions from being granted to descendants of ‘For Value’.

  3. Ignoring User Permissions on Certain Fields: You can override user permissions on certain fields by ticking the ‘Ignore User Permissions’ box in the ‘Customize Form’.

  4. Strict Permissions: By enabling ‘Apply strict permissions’ on the System Settings page, you can control how user permissions are interpreted when there are no permissions defined for a particular user.

  5. Permitted Documents for User Report: This report shows you which documents a user can access and their access levels.

Note: If you can’t access a certain document type in this list, make sure you’ve set the roles correctly.

Conclusion

User Permissions in Empress are a powerful tool for managing access and control in your system. By strategically setting up these permissions, you can create a more secure, efficient, and customized business operation that meets your unique needs. For further assistance, please refer to our other Empress resources or contact our support team.