Permission Levels

Security is an important aspect of the Portal, and a Portal User only has access to the screens determined by their permission level as set in the Security tab of the Portal User Maintenance screen. In the Company Maintenance screen it is possible to create default permission levels for the Portal with the click of a button. In this topic we will investigate how to customise the security of the Portal in order to give specific permissions to Portal Users.

Permission levels for Portal Users are handled by sections of the Portal. Each section can have four levels of access:

• Read: A Portal User with read access to a section of the Portal can load the screens in the section but cannot affect them in any way. For example, a Portal User with read access to the Inventory section of the Portal can view details of stock items.

• Modify: A Portal User with modify access to a section of the Portal can load the screens in the section and edit and save changes to the screens. For example, a Portal User with modify access to the Inventory section of the Portal can edit the details of stock items.

• Create: A Portal User with create access to a section of the Portal can load the screens in the section and create new items in the screens. Note that modify access is still required to change the details of the created items. For example, a Portal User with create access to the Inventory section of the Portal can create new stock items.

• Delete: A Portal User with delete access to a section of the Portal can load the screens in the section and remove items in the screens. For example, a Portal User with delete access to the Inventory section of the Portal can remove stock items.

Now that we understand how permission levels work, let's move onto how to actually create a permission level to apply to a Portal User. We will start by looking at the Access Level Report, which outlines the current permission levels in the Portal. This can be accessed from the Company section of the Site Menu (select Menus > Sites > Company from the Navigation Menu) and selecting the Permission Levels link.

The Access Level Report lists the permission levels for Portal Users in the Company. The report displays the Description and an identifying Number for each level. The report is displayed below with default settings.

Click on a Description of an access level to edit the permissions for each section of the Portal for the access level. Alternatively, press the Create New Level button to create a new access level in the Portal. Either option will open the Access Level Maintenance screen.

For new levels, enter an identifying number for the level in the Access Number field. It is good practice to associate a higher number to greater access levels and lower numbers to levels with limited access, but this number does not affect the actual access of the level. Edit or enter a name for the access level in the Access Name field to describe the access Portal Users will be granted by the level.

The Access Level Maintenance screen contains six tabs to represent the groups of sections that access can be provided for:

• Configuration: Set permission levels to allow / deny access to configure the Portal for the Company. The sections of access for the Configuration group are:

• Portal User: Grants access to view / edit / create / delete Portal Users' details.

• Configuration: Grants access to view / edit / create / delete Company Details and Company  Options in the Portal.

• Department Maintenance: Grants access to view / edit / create / delete Departments in the Portal.

• Site Maintenance: Grants access to view / edit / create / delete Sites in the Portal.

• Terminal Maintenance: Grants access to view / edit / create / delete Terminals and PDTs in the Portal.

• Tax Rates: Grants access to view / edit / create / delete States and Tax Systems in the Portal.

• Ledger Maintenance: Grants access to view / edit / create / delete Ledgers in the Portal.

• Scheduler: Grants access to view / edit / create / delete items in the Scheduler package.

• Inventory: Set permission levels to allow / deny access to the Inventory and Procurement sections of the Portal. The sections of access for the Inventory group are:

• Inventory: Grants access to view / edit / create / delete Inventory items' details in the Portal.

• Price: Grants access to view / edit / create / delete Prices in the Portal.

• Cost: Grants access to view / edit / create / delete Costs in the Portal.

• Stock Adjustments: Grants access to view / edit / create / delete Stock Adjustments in the Portal.

• Purchase Orders: Grants access to view / edit / create / delete Purchase Orders in the Portal.

• Stock Receipts: Grants access to view / edit / create / delete Stock Receipts in the Portal.

• Stock Returns: Grants access to view / edit / create / delete Stock Returns in the Portal.

• Stock Take: Grants access to view / edit / create / delete Stock Takes in the Portal.

• Stock Transfer: Grants access to view / edit / create / delete Stock Transfers (IBT's) in the Portal.

• Creditor: Set permission levels to allow / deny access to the Creditor section of the Portal. The sections of access for the Creditor group are:

• Creditors: Grants access to view / edit / create / delete Creditor details in the Portal.

• Creditor Transactions: Grants access to view / edit / create / delete Creditor Transactions in the Portal.

• Debtor / Customers: Set permission levels to allow / deny access to the Customers package in the Portal, including Debtors and other Customer Services. The sections of access for the Debtor / Customers group are:

• Debtors: Grants access to view / edit / create / delete Debtor details in the Portal.

• Debtor Invoicing: Grants access to view / edit / create / delete Debtor Invoices in the Portal.

• Debtor Statements: Grants access to view / edit / create / delete Debtor Statements in the Portal.

• Debtor Transactions: Grants access to view / edit / create / delete Debtor Transactions in the Portal.

• Loyalty: Grants access to view / edit / create / delete information in the Loyalty package.

• Marketing: Grants access to view / edit / create / delete information in the Marketing package.

• Tipping: Grants access to view / edit / create / delete competition details in the Tipping package.

• Gift Vouchers: Grants access to view / edit / create / delete Gift Vouchers in the Portal.

• Layby: Grants access to view / edit / create / delete details of Laybys in the Portal.

• Rentals: Grants access to view / edit / create / delete customer rentals in the Portal.

• Micro Loan: Grants access to view / edit / create / delete information in the Micro Loan package.

• Customer Orders: Grants access to view / edit / create / delete Customer Orders in the Portal.

• Customer Quotes: Grants access to view / edit / create / delete Customer Quotes in the Portal.

• Home Shopping: Grants access to view / edit / create / delete details in the Home Shopping package.

• Home Delivery: Grants access to view / edit / create / delete Home Deliveries in the Portal.

• Point of Sale: Set permission levels to allow / deny access to the Point of Sale section of the Portal. The sections of access for the Point of Sale group are:

• Point of Sale: Grants view / edit / create / delete privileges to the screens accessed in the Point of Sale Menu.

• Cash Up: Grants access to view / edit / create / delete details of the Cash Up package.

• Bulk Discount: Grants access to view / edit / create / delete details of the Bulk Discount package.

• Specials: Grants access to view / edit / create / delete details of the Sales Specials package.

• Promotions: Grants access to view / edit / create / delete details of the Promotions package.

• Point of Sale User: Grants access to view / edit / create / delete Employee details in the Portal.

• Award Rates: Grants access to view / edit / create / delete Award Rates in the Portal.

• Table Service: Grants access to view / edit / create / delete information in the Table Service package.

• Advertising: Grants access to view / edit / create / delete details of the Vision package.

• Reporting: Set permission levels to allow / deny access to the various Reporting packages in the Portal. The sections of access for the Reporting group are:

• Balance Reports: Grants access to view / edit / create / delete the Balance Reports in the Portal.

• Sales Reports: Grants access to view / edit / create / delete the Sales Reports in the Portal.

• Petty Cash Reports: Grants access to view / edit / create / delete the Control Reports in the Portal.

• Access Reports: Grants access to view / edit / create / delete the User Access Report and Access Level Report in the Portal.

• Clerk Reports: Grants access to view / edit / create / delete the Employee Login Report and other clerk reports in various sections of the Portal.

• Timesheet Reports: Grants access to view / edit / create / delete the Timesheet Reports and Rosters in the Portal.

• Downloads: Grants access to download reports through the use of the Download link (only available in certain reports).

In this topic we have discussed the security levels for the Portal Users in your Company. We outlined how to report on the access levels in the Portal and have detailed the Access Level Maintenance screen which allows you to customise the security of the Portal. The customisation of access levels to the needs of the Company will help to keep sensitive information secure while still granting Portal Users the access they need to perform their daily duties in the Portal.