ERP 2.50:Configuration Manual/Roles and users

ERP 2.50:Configuration Manual

ERP 2.50:Configuration Manual/Introduction ERP 2.50:Configuration Manual/Getting started ERP 2.50:Configuration Manual/Modeling your enterprise ERP 2.50:Configuration Manual/Setting up accounting ERP 2.50:Configuration Manual/Accounting reports ERP 2.50:Configuration Manual/Setting up taxes ERP 2.50:Configuration Manual/Tax Payment ERP 2.50:Configuration Manual/Tax reporting ERP 2.50:Configuration Manual/Document types ERP 2.50:Configuration Manual/Roles and users ERP 2.50:Configuration Manual/Business partners ERP 2.50:Configuration Manual/Setting up products ERP 2.50:Configuration Manual/Pricing ERP 2.50:Configuration Manual/Importing data ERP 2.50:Configuration Manual/Procurement ERP 2.50:Configuration Manual/Warehouse management ERP 2.50:Configuration Manual/Assets ERP 2.50:Configuration Manual/Production management ERP 2.50:Configuration Manual/Material requirement (MRP) ERP 2.50:Configuration Manual/Project management ERP 2.50:Configuration Manual/Personalizing Openbravo ERP ERP 2.50:Configuration Manual/Modules Management ERP 2.50:Configuration Manual/Configuration changes that affect the Core module ERP 2.50:Configuration Manual/Appendix

Index

Contents 1 Roles and Users 1.1 Understanding Roles 1.2 Changing Roles 1.3 Creating roles 1.4 Assigning permissions to roles 1.4.1 Organization permissions 1.4.2 Assigning users to roles 1.4.3 Granting permission to specific windows 1.4.4 Granting permission to specific processes 1.4.5 Granting permission to specific workflows 1.4.6 Granting permission to specific tasks 1.5 Creating users 1.6 Assigning roles to users

Roles and Users

Understanding Roles

Roles are a way of grouping users together according to what parts of the system they are allowed to work with.

For example you could set up a Role for the sales organization that allowed access only to the Sales Management module and relevant reports. Whenever a new member of the sales team joined the organization you could then allocated that role to him/her without having to configure each new user's permissions individually.

A user can have more than one Role, but each user can only log in under one role at any one time. For example, if a user has a Sales role and a Purchasing role, he could not log in under both roles at the same time.

When you log into Openbravo ERP for the first time, you use the user ID Openbravo. This user has two roles:

• The system administrator role, enabling access to all clients.
• The BigBazaar Admin role, enabling client admin functions for the Big Bazaar sample client.

When you create a client using the Initial Client Setup process, Openbravo ERP automatically creates an admin role for the client.

Changing Roles

Each user can have any number of different roles. To change the role for your user:

1. Click the username or the human icon at the top left of the window. The user options window appears.
2. Select the role you want to work with.
3. Click OK.

Creating roles

You must be logged in with a client admin role to create a new role.

1. Navigate to General Setup > Security > Role.
2. Click the New Record button. A new Role record appears, with the Client field filed automatically.
3. From the Organization menu, select the organization to which the new role will apply. For example, if you selected the MyCompany Paris organization, the role would have access only to records within the MyCompany Paris organization. To give the role access to all organizations, select * as Organization.
4. In the Name field, type the name of the role, for example "Sales".
5. In the Description field, type a brief description of the role.
6. To make the role visible and available for selection, select the Active checkbox.
7. To give permissions to the role manually, select the Manual checkbox. Selecting the checkbox means that the role will have no permissions until you define them manually. To automatically give all permissions to the role, clear the checkbox. Clearing the checkbox means that the role will have full permissions to all parts of Openbravo ERP until you apply restrictions.
8. From the Currency menu, select the working currency of the Role if it is different from the working currency of the organization.
9. Click Save.

Assigning permissions to roles

Organization permissions

1. From the navigation bar, select General Setup > Security > Role.
2. In grid view, select the role you want to work with.
3. Select the Org Access tab.
4. Click New.
5. From the Organization list, select an organization.
6. Click Save.

Repeat this process to add further organizations.

Assigning users to roles

1. From the navigation bar, select General Setup > Security > Role.
2. In grid view, select the role you want to work with.
3. Select the User Assignment tab.
4. From the User / Contact menu, select the user you want to allocate to the role.
5. Click Save.

Repeat this process to assign other users to the role.

Granting permission to specific windows

You can control which windows of Openbravo ERP a particular role is allowed to access.

1. From the Application menu, select General Setup > Security > Role.
2. In grid view, select the role you want to work with.
3. Select the Window Access tab.
4. Click New.
5. From the Window menu, select which window you want to grant access to.
6. Click Save.
7. Repeat this process for each window you want to make available to the role.

Granting permission to specific processes

You can control which processes of Openbravo ERP a particular role is allowed to access.

1. From the Application menu, select General Setup > Security > Role.
2. In grid view, select the role you want to work with.
3. Select the Process Access tab.
4. Select the process you want to make available to the role.
5. Click Save.

Repeat the process to make further processes available to the role.

Granting permission to specific workflows

A workflow is a specific sequence of actions to achieve a particular result, for example setting up a business partner. Workflows are identified on the Application menu by the button. Openbravo ERP includes some default workflows, for example Business Partner Setup, but you can also generate custom ones. You can control each role's access to particular workflows.

1. From the Application menu, select General Setup > Security > Role.
2. In grid view, select the role you want to work with.
3. Select the Workflow Access tab.
4. Select the process you want to make available to the role.
5. Click Save.

Repeat the process to make further workflows available to the role.

Granting permission to specific tasks

OS tasks are tasks performed by the operating system, for example exporting the database. You can control each role's access to particular tasks.

1. From the Application menu, select General Setup > Security > Role.
2. In grid view, select the role you want to work with.
3. Select the Task Access tab.
4. From the OS Task menu select the task you want to make available to the role.
5. Click Save.

Repeat the process to make further tasks available to the role.

Creating users

Each end user must have a user account for Openbravo ERP. To create a user:

1. Log into Openbravo ERP with an Admin account.
2. From the Application menu, select General Setup > Security > User.
3. Click New.
4. In the First Name field, type the user's first name.
5. In the Last Name field, type the user's last name.
6. The user's first and last name appear by default in the Name field. You can edit the name, for example if the user prefers to be called a different name.
7. In the Description box, type a brief description of the user, if required.
8. In the Comments box, type a brief description of the user, if required.
9. To make the user immediately visible and available for selection, click Active. Alternatively, clear the checkbox to deactivate the user.
10. If the user is also a business partner (for example an employee), select the business partner using the selector. If you have not yet set up business partners, you can leave the business partner information blank and return to it later.
11. If you have selected a business partner, select the business partner address from the Address list.
12. In the Email box, type the email address of the user.
13. In the Username box, type the user name for this user. The user will use the user name when they log into Openbravo ERP.
14. In the Password box, click the password icon. In the Encrypted Buttons box, type the password.
15. Click OK to close the Encrypted Buttons box and return to the user record.
16. In the Position box, type the position of the user within your company.
17. In the Phone box, type the telephone number of the user.
18. In the Alternative phone box, type an alternative telephone number for the user if required, for example a cellphone number.
19. In the Fax box, type a fax number for the user if required.
20. In the Birthday field, type the user's date of birth. Alternatively, click the calendar tool to select the date from a calendar.
21. In the Email server username box, click the password icon. In the Encrypted Buttons box, type the user's e-mail account user name.
22. Click OK to close the Encrypted Buttons box and return to the user record.
23. From the Supervisor list, select the user's supervisor. The supervisor is populated by a list of users. If you have not yet set up the required user, leave the field blank and return to it another time.
24. From the Greeting list, select the user's title. See Setting up business partner titles.
25. Specify the defaults for this user. You can choose the following default settings:
    • Role
    • Language
    • Client
    • Organization
    • Warehouse

    When the user logs in, the defaults you specify are automatically selected.

26. Click Save.

Repeat the process for each user you want to add.

Assigning roles to users

Until you assign a role to a user, that user has unlimited access to Openbravo ERP. You should therefore assign each user their role or roles as soon as possible.

1. From the Application menu, select General Setup > Security > User.
2. In grid view, select the user to which you want to assign a role. The user record appears.
3. Select the User Roles tab.
4. Click New.
5. From the Role list, select the role you want to give to the user.
6. Click Save.

To add more roles to the same user, click New again and select another role. Continue until you have given all the roles you require to the user.

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ERP 2.50:Configuration Manual/Document types | ERP 2.50:Configuration Manual/Business partners