Roles: who can do what

Roles control what a user can see and do in OLY ERP. For example, a user with the Stock User role can make Stock Entries, and a user with the Accounts User role can make Payment Entries. Good roles protect your data and stop mistakes.

Before you start

• You have the System Manager role.
• You know each person's job and what they need to do in the system.

How roles work

• A role gives permission to read, create, change, submit or cancel certain document types. A user can have many roles.
• The sidebar shows only the workspaces and documents a user's roles allow.
• Common roles include Sales User, Sales Manager, Purchase User, Purchase Manager, Stock User, Stock Manager, Accounts User, Accounts Manager, Manufacturing User, HR User and System Manager.
• A Role Profile is a named group of roles for one job. When you give a user a role profile, they get all its roles. If you change the profile, every user with that profile gets the change.

Example at Example Foods PLC:

Steps

Create a role profile

1. Press Ctrl+G, type Role Profile and open the list.
2. Click + Add Role Profile.
3. Type a name in Role Name, for example Store Keeper.
4. Tick the roles for that job, for example Stock User.
5. Click Save.

Give a role profile to a user

1. Open the User List and click the user.
2. Choose the profile in Role Profile.
3. Click Save.

Check what a user can do

1. Open the user and look at the Roles section. Ticked roles are active.
2. If a user says a button or workspace is missing, compare their roles with a colleague who can see it.

Good to know

• Give the minimum. Start with the smallest set of roles for the job. Add more only when there is a real need.
• Only one person (or two at most) should be System Manager. System Manager can change users, roles and settings. Do not give it to everyone, and never give it "to make an error go away".
• Separate duties where you can: the person who creates a Purchase Invoice should not also be the only one who approves payments.
• If you set roles on a user that has a role profile, the profile can replace them when it is saved. Change the profile instead.
• Approval steps and special permissions for your company are set up by your OLY ERP consultant during onboarding. Ask your consultant before changing permission rules for a document type.

Related

• Add, change and remove users
• Draft, submit, cancel and amend documents
• Your data: backups and exports