Creating and Using Permission Groups

Permission groups give you the ability to restrict the access of Customers/Vendors to the Users. Creating a permission group involves entering the name of the group. Once a permission group has been created, it can be assigned to customers and vendors in the system. You can then go ahead and define permissions for the users based on the permission group.

Creating Permission Groups

To create permission groups, follow the steps below:

• Go to Menu > Admin > Permission Group.

• Enter the group's name and click "Save" to create the permission group.

Assigning Permission Groups to Customers/Vendors

Once a permission group has been created, the next step is to assign it to any customer or vendor. To assign the permission group, follow the steps below:

• Navigate to the Customer or Vendor Centre and open the customer or vendor to whom you want to assign the group.

• In the “Other Info” tab within the customer or vendor, select the permission group to assign to the Customer or Vendor from the “Permission Group” dropdown.

• Hit “Update” to save the changes.

You can assign the same permission group to multiple customers and vendors, making it easier to manage access to similar records.

Configuring Advanced Permissions for Users

The last step of the process is to configure advanced permissions for the user based on the permission group.

1. Go to the User Centre and open the user for whom you wish to configure permissions.

2. Shift to the “Advanced Permission” tab. Under that tab, there is an option “Enable Advanced Permissions”.

3. Enable this option to configure advanced permission for the user.

• Configure Restriction Type:

  • Restriction Type Dropdown: Choose between “Restrict These” or “Allow Only These”.

    • Restrict These: If this option is selected, the user will be restricted from accessing the customers/vendors associated with the selected Permission Groups.

    • Allow Only These: If this option is selected, the user will only be able to access customers/vendors associated with the selected Permission Groups.

• Select Permission Groups: From the “Permission Group” dropdown, choose which groups apply to this user’s access settings.

For example, suppose you have a Permission Group named “VIP Clients”. You assign several high-profile customers to this group. In the user settings for a new sales representative, you select “Restrict These” and choose “VIP Clients” from the Permission Group dropdown. As a result, the sales representative will not see these VIP Clients in the Sales and Purchase modules and their respective Centres. Essentially, the user will not be able to create any transactions for the customers/vendors.