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How to assign Roles & Rights to a User?

  How to assign Roles & Rights to a User?(OR) How to allow or restrict a User  to access a specific area of  the ERP? Before we start to do anything with the User , an overview about Roles & Rights is very essential Role: A role is created within an organisation based on the department, functions , responsibilities and o on.  Several such roles can be created within an organisation. Rights:  Every Role is assigned certain specific Rights. Module: Information regarding an organistion is classified and are  available in various Modules . Menus Each Module is further classified into Menus . Most menus are split into Master, Transaction and Reports. These are called the Parent Menus. Some modules have extra menus like Tools and others also. Masters: These are static menus where large amount of information  and data can be stored. Used for importing data, configuration, creating codes etc. Transactions: These are dynamic menus where transactions of any business event are recorded and saved e.g, Sales invoice, Purchase invoice, Payment etc Reports: These menus are solely for information retrieval in various formats ,field-wise ,record-wise and so on.e.g., Item-wise sales for a specific period, Payments made only through cheques, list of sundry debtors as on date etc. They actually integrate the Masters & Transactions and provides the information the way it is required Menus : Under each parent Menu there are several menus  like Ledger, Register, Receivables, Payables etc. Operations  -  are used to Insert - To include data Update-To add data View- To see data Delete-To remove data Print-To print data Export-To present data in different forms In summary, Roles & Rights means two activities
  • Create a Role
  • Assign Rights for each Role
(A) How to Create a Role ?        ADMIN>Masters>Roles & Rights>Role (B)How to assign Rights for each Role?   (i) For each Role You can assign Rights to one or more Modules         ADMIN>Masters>Roles& Rights>Role Module    (ii) For each Role
  • Within each Module you can assign Rights to one or more  Menus
  • Within each Menu you can assign Rights  to one or more Operations
            ADMIN>Masters>Roles& Rights>Role Menu   Now lets see with some examples as to How to create a Role and How to assign Rights for that Role Example1: For the  Role-ACCOUNTS MANAGER   you need to Assign Rights to Modules- ACCOUNTS,PURCHASE & SALES Within ACCOUNTS Module, assign Rights to Menus- Masters, Transactions, Reports Operation-Insert, Update, View, Print ,Export, Delete in each of the menus. Within SALES Module, assign Rights to   Menus-Transactions   Operations-View,Print Within PURCHASE Module, assign Rights     Menus-Reports    Operations-all in Purchase Analysis & Purchase summary   A STEP BY STEP PROCEDURE:  (A)Role:  To Create a Role ADMIN> Roles & Rights>Role R&R3
  • Create Code as g,ACMANAGER
  • Create Name as e.g., ACCOUNTS MANAGER
  • Click save
Several such roles can be created within an organisation. E.g. PURCHASE INCHARGE, PURCHASE ASSISTANT etc  (B)To Assign Rights : (i)To assign Rights to Module         ADMIN>Masters>Roles& Right>Role Module         R&R2
  • Select Role as ACCOUNTS MANAGER
  • Select Module as ACCOUNTSClick Add Row and select Module as SALES
  • Click Add Row and select Module as PURCHASE
  • Click Update
RoleModule>ACCOUNTSMANAGER>ACCOUNTS,SALES,PURCHASE> Click UPDATE        (ii) To assign Rights to Menus & Operations           ADMIN>Masters>Roles& Rights>Role Menu   R&R3 To assign Rights to Menus & operations in (a)ACCOUNTS Module     (i)Masters Menu      Step1.Select Role as ACCOUNTS MANAGER      Step2.Select Module as ACCOUNTS      Step3.Select Masters as Menu      Step4. Select all the operations under Masters Menu (Click the GREEN button on the         left top of      the Menu-Operations table)      Step5.Click Save    (ii)Transactions Menu      Repeat steps 1 to 5   --Select Transactions in step3     (iii)Reports Menu       Repeat steps 1 to 5 ---Select Reports in step3 (b)SALES Module-Transactions Menu- View & Print operations      Step1.Select Role as ACCOUNTS MANAGER     Step2.Select Module as SALES      Step3.Select Transactions as Menu      Step4.Select only View & Print under operations (Fill all the check boxes only under operations –view & Print )      Step5.Click Save  R&R4 (c) PURCHASE Module- Reports Menu- View & Print operations Step1.Select Role as ACCOUNTS MANAGER   Step2.Select Module as PURCHASE Step3.Select Reports as Menu    Step4.Select  Purchase Analysis Click GREEN button on the right end .                  Select  Purchase summary, Click GREEN button on the right end      Step5.Click Save       R&R5   Having created Roles and assigned Rights to each Role, Now  every user can be generated a code and  can be assigned a role and based on the role, the User is allowed /restricted  to access any specific area of the ERP    User: Every user is assigned a Role based on the functions he performs and the responsibilities he holds within the organisation. E.g., ACCOUNTS MANAGER, ACCOUNTS ASSISTANT etc. One or more users can be assigned the same Role Create a code and assign a role for every user can be done in one screen           Click ADMIN> Others >Employee Master        R&R1
  • Select as Codecategory as Employee
  • Create Employee Code as E500
  • Create EmployeeName as Mahalaakshmi
  • Selecct Employee Status as Active
  • Select the Applicable Tab
  • Click
 
  • R&R2
  Once the User is assigned a Role, the rights that are aassigned  to that Role are automatically assigned to that User. Summary:
  • Create a Role (Role)
  • Assign Rights to that Role(Role Module & Role Menu)
  • Create a Code  and assign a Role(Employee Master) for the User
                     

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