Roles, users and data limitation

Permissions are granted to roles, and users are assigned roles. Always build the role first — assigning permissions user by user becomes unmaintainable within months.

Creating a user

A user record carries a display name, first and last name, email address and password, plus several controls worth understanding:

• Is login user — whether this person can sign in at all. Records can exist without login rights.
• Is employee — links the user to an employee record, which is what enables the self-service dashboard, leave requests and payslips.
• Branch — which branch the user belongs to.
• Data limitation — when applied, restricts the records the user can see rather than only what they can do. Use this for branch or agent-scoped staff.
• Agent — ties the user to an agent, so agent-scoped data and commission views resolve correctly.
• Dashboard — which dashboard this user lands on.
• Bypass IP — an exception to IP restriction, for a named user who needs access from outside the usual network.

Separation of duties

• The person who raises a document should not be the person who approves it.
• Voids, comps, discounts beyond a threshold and reopening a closed business date should each require an approver. All are recorded with the approving user and a reason.
• Godown access can be restricted to named users — see Godowns and who can use them.

Activity log

Every action is written to the activity log with the user and timestamp. It cannot be switched off, and it is what makes the audit trail worth relying on.