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Role-Based Permissions in VinAR-ERP

Role-Based Permissions in VinAR-ERP allow you to control which users can access specific documents and what actions they can perform. Instead of giving every user full access, you can assign roles with specific permissions to ensure they only see and do what’s necessary for their job.

This helps maintain security, data privacy, and efficiency in the system.

📌 How Role-Based Permissions Work

VinAR-ERP assigns permissions based on roles rather than individual users. When a user is given a role, they automatically get the permissions assigned to that role.

✔️ Example: A Sales User can access Quotations and Sales Orders, but they won’t have access to HR or Accounting documents.

Roles control:
✅ Which documents a user can access (e.g., Sales Orders, Invoices)
✅ What actions they can perform (Read, Write, Create, Submit, Cancel, etc.)
✅ Which fields in a document they can see or edit

⚙️ Setting Up Role-Based Permissions

Accessing the Role Permissions Manager

To manage permissions, go to:
🔹 Home > Users and Permissions > Role Permissions Manager

Here, you can:
✅ Define what roles can access which documents
✅ Set specific actions (Read, Write, Submit, etc.)
✅ Control access to specific fields in documents

Key Elements of Role-Based Permissions

1️⃣ Roles – These are assigned to users to grant access.
📌 Examples: Sales Manager, HR User, Accounts Manager

2️⃣ Document Types – Each type of document has its own permission settings.
📌 Examples: Sales Invoice, Leave Application, Stock Entry

3️⃣ Permission Levels – Fields in a document can have different access levels (0 to 9).
📌 Example: Some users can edit an order total, while others can only view it.

4️⃣ Document Stages – Permissions apply at different stages:

  • Creation (making a new document)
  • Saving (saving changes)
  • Submission (finalizing the document)
  • Cancellation (undoing an action)
  • Amendment (modifying after submission)

5️⃣ User Permissions – Additional restrictions can limit access to specific records within a document type.
📌 Example: A Sales User might only see orders from their assigned territory.

🔍 Example: Role-Based Permissions for Leave Applications

Let's say we need to manage Leave Applications in a company. Here’s how different roles will get access:

Employee Role

✔️ Can Create a Leave Application
✔️ Can Edit only their own application
✔️ Can View their own application but NOT others'

HR Manager Role

✔️ Can View All Leave Applications
✔️ Can Approve/Reject leave requests
✔️ Can Submit and Cancel applications

Leave Approver Role

✔️ Can View and Edit leave requests from employees under them
✔️ Can Approve/Reject applications
✔️ Cannot see leave requests of employees they don’t manage

HR User Role

✔️ Can Delegate leave approval tasks to others
✔️ Can Set User Permissions to control access for other users

This system ensures that:
🔹 Employees can only see their own leave requests
🔹 HR can see and approve all requests
🔹 Managers can only handle leave requests from their own team

🛠️ How to Add a Role-Based Permission Rule

🔹 Step 1: Go to Role Permissions Manager
🔹 Step 2: Click Add a New Rule
🔹 Step 3: Select a Role and Permission Level
🔹 Step 4: Define what actions (Read, Write, Submit, etc.) this role can perform
🔹 Step 5: Save and apply changes

🚀 Advanced Role-Based Permission Features

1️⃣ Restricting Access to Specific Fields

Sometimes, a user needs access to a document but not all its fields.

✔️ Example:

  • A Sales User can see customer names but not financial details.
  • An HR User can see an employee’s department but not their salary.

This can be managed by assigning different permission levels to fields.

2️⃣ Select-Only Access for Linked Documents

A user may need to select a document in a dropdown but not view its details.

✔️ Example:

  • An employee choosing a Leave Type in a leave request doesn’t need full access to all leave types.
  • A sales agent selecting a customer in a sales order shouldn’t see all customer details.

To allow this, grant Select permission to the role for that document type.

3️⃣ Setting User Permissions for Specific Records

If a user needs access to only some records within a document type, use User Permissions.

✔️ Example:

  • A Sales Manager can see all Sales Orders
  • A Sales Executive can see only their own Sales Orders
  • A Territory Manager can see Sales Orders from their assigned region

🔹 Step 1: Go to User Permissions
🔹 Step 2: Select the User and the Document Type (e.g., Company)
🔹 Step 3: Choose the specific value (e.g., “Unico Plastics Inc.”)
🔹 Step 4: Save

Now, the user will only see records linked to Unico Plastics Inc.

🔑 Key Takeaways

✅ Role-Based Permissions ensure users only access what they need
✅ Different roles get different levels of access to documents and fields
✅ You can restrict access to specific records using User Permissions
✅ Permissions can be customized based on document stage, field level, and linked records

With Role-Based Permissions in VinAR-ERP, you can keep your data secure while ensuring the right people have the right access.

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