Group Permissions

Overview

System → Accounts → System Groups

The Group Permissions system in Inventory Pro provides role-based access control through group assignments. Groups define what users can see and do within the system, from viewing data to creating transactions and modifying configurations. This granular permission system ensures users have appropriate access for their roles while maintaining security and data integrity.

Key Features

• Role-Based Access: Assign permissions by user role rather than individual users
• Granular Control: Detailed permissions for every system function
• Multiple Security Levels: Read-only, view, create, modify, and administrative access
• Group Hierarchy: Administrator groups with elevated permissions
• Permission Categories: Organized permission sets by functional area
• Audit Support: Clear permission structure for compliance requirements

Managing Security Groups

Creating Security Groups

System → Accounts → System Groups → “Add New System Group” Button

To create a new security group:

1. Navigate to System → Accounts → System Groups
2. Click “Add New System Group” button
3. Enter “Group Name” for the new security group
4. Configure group settings:
   • Administrator: Check only if group needs administrative privileges
   • Use this Group: Check to enable the group for assignment
5. Click “Save” button
6. Configure permissions for the new group (see Configuring Permissions below)

Common group types:

• Administrators: Full system access and configuration rights
• Managers: Supervisory access with reporting and approval permissions
• Employees: Standard operational access for daily tasks
• Warehouse Staff: Inventory-focused access for warehouse operations
• Suppliers: Limited vendor access to their items and orders
• Customers: Restricted customer access to their orders and information
• Read-Only Users: View-only access for reporting and auditing

Configuring Permissions

Setting Group Permissions

System → Accounts → Group Permissions

To configure permissions for a group:

To configure permissions for a group:

1. Navigate to System → Accounts → Group Permissions
2. Select group from “Current Group” dropdown menu
3. Navigate through permission categories using “Security Type” dropdown
4. Review permissions in current category
5. Check boxes for permissions to grant
6. Uncheck boxes for permissions to deny
7. Repeat for all security type categories
8. Click “Save” button at bottom of screen

Important: Permission categories span multiple pages - review all security types to ensure complete configuration.

Permission Categories

Organize permissions by functional area using Security Type dropdown:

Inventory Management:

• View inventory items and stock levels
• Create and modify inventory items
• Issue stock and negative adjustments
• Receive stock and positive adjustments
• Perform inventory transfers
• Execute cycle counts and adjustments
• Access inventory valuation

Order Processing:

• View purchase orders and sales orders
• Create and modify orders
• Approve purchase orders
• Process order receipts
• Generate shipping documents
• Cancel or close orders
• Access order history

Warehouse Operations:

• Access warehouse locations
• Manage warehouse assignments
• Create and modify locations
• Execute warehouse transfers
• Access warehouse reports
• Purge warehouse data (admin only)

Asset Management:

• View assets and equipment
• Create and modify assets
• Retire and restore assets
• Access asset reports
• Configure asset types
• Manage depreciation schedules

Manufacturing:

• View work orders
• Create and modify work orders
• Manage bill of materials
• Execute assembly operations
• Access production reports

Administration:

• Manage user accounts
• Configure system groups
• Set group permissions
• Access admin options
• Configure system settings
• View audit logs

Reporting:

• Access report system
• Run standard reports
• Create custom reports
• Export report data
• Access financial reports

Permission Levels

Understanding access levels:

View/Access:

• See data and navigate to screens
• Read-only access to information
• Cannot create or modify records
• Foundation for all other permissions

Create:

• Add new records to system
• Requires view permission
• Does not include modify or delete
• Limited to creation functions only

Modify/Edit:

• Change existing records
• Update field values
• Requires view permission
• May require additional approval for certain changes

Delete/Retire:

• Remove or deactivate records
• Highest level permission
• May require administrator rights
• Often restricted to supervisory roles

Approve:

• Authorize transactions or documents
• Workflow approval permissions
• Financial approval limits
• Manager-level access typically

Access Control Features

Read-Only Mode

System → Accounts → System Users → Edit User → Read Only Mode

To enable read-only mode for a user:

1. Navigate to System → Accounts → System Users
2. Click pencil icon next to user account
3. Check “Read Only Mode” checkbox
4. Click “Save” button

Read-only mode effects:

• User can view data according to group permissions
• All edit functions disabled regardless of group permissions
• Forms display in view-only mode
• Cannot create, modify, or delete records
• Reports and queries remain accessible
• Applies to desktop application only
• Mobile application processes remain available

Read-only use cases:

• Auditors requiring view-only access
• Temporary access restrictions
• Training users with live data access
• External consultants needing system visibility
• Compliance and oversight roles

Administrator Privileges

Administrator group features:

To designate administrator group:

1. Navigate to System → Accounts → System Groups
2. Edit target group
3. Check “Administrator” checkbox
4. Click “Save” button

Administrator capabilities:

• Full system configuration access
• User and group management
• Security permission configuration
• Admin options and system settings
• Advanced reporting capabilities
• Database maintenance functions
• System audit and logging access
• Critical operation permissions

Administrator responsibilities:

• Maintain system security
• Configure user access appropriately
• Monitor system activity
• Perform regular maintenance
• Handle sensitive operations
• Support user access issues

Permission Planning

Designing Group Structure

To plan effective group structure:

1. Identify Roles: List distinct job functions in organization
2. Map Functions: Determine system functions each role needs
3. Create Groups: Establish groups matching organizational roles
4. Assign Permissions: Configure permissions for each group’s needs
5. Test Access: Verify users can perform required tasks
6. Refine: Adjust permissions based on operational feedback

Group structure examples:

Manufacturing Organization:

• Production Supervisors
• Warehouse Staff
• Quality Control
• Purchasing Agents
• Shipping Clerks
• Finance Team
• System Administrators

Distribution Organization:

• Warehouse Managers
• Picking Staff
• Receiving Staff
• Customer Service
• Sales Team
• Inventory Control
• System Administrators

Permission Best Practices

1. Least Privilege: Grant minimum permissions required for job function
2. Role-Based: Assign permissions to groups, not individual users
3. Regular Review: Audit group permissions quarterly
4. Documentation: Document purpose and access levels for each group
5. Testing: Test group permissions before assigning users
6. Separation of Duties: Different groups for different operational stages
7. Administrator Limits: Restrict administrator access to essential personnel

Managing User Group Assignments

Assigning Users to Groups

System → Accounts → System Users → Edit User

To assign user to group:

1. Navigate to System → Accounts → System Users
2. Click pencil icon next to user
3. Select appropriate group from “Group” dropdown
4. Click “Save” button
5. User immediately inherits all group permissions

Group assignment considerations:

• Users belong to one group at a time
• Changing groups immediately changes permissions
• Plan group assignments during user creation
• Document group assignment decisions
• Review assignments during organizational changes

Bulk Permission Updates

To update multiple users’ permissions:

1. Modify group permissions rather than individual users
2. All users in group immediately inherit changes
3. Use this approach for department-wide changes
4. Test permission changes with single user first
5. Communicate changes to affected users

Best Practices

Security Management

1. Regular Audits: Review group permissions quarterly
2. Principle of Least Privilege: Grant minimum necessary access
3. Role Documentation: Document purpose and scope of each group
4. Change Management: Document and communicate permission changes
5. Testing: Test permission changes before broad deployment

Group Administration

1. Naming Conventions: Use clear, descriptive group names
2. Group Purpose: Document intended use for each group
3. Permission Review: Verify all security type categories configured
4. User Communication: Inform users of their permission levels
5. Administrator Oversight: Limit administrator group membership

Customer Links (Customer Visibility Restrictions)

Access: System → Accounts → System Groups → [Select Group] → Customers column

Security: Security ID 45 (Group Customer Assignment)

Customer Links restrict which customers a user group can see in dropdowns, lookups, and mobile customer lists. This is useful for organizations where different teams should only access specific customer accounts.

How Customer Links Work

When a group has customer links configured, users in that group will only see those specific customers in:

• Customer dropdown menus
• Customer lookup searches
• Mobile app customer lists
• Order creation screens

Configuring Customer Links

1. Navigate to System → Accounts → System Groups
2. Find the group in the list
3. Click the value in the Customers column (or the assignment button)
4. The Group Customer Assignment popup appears
5. Check the customers this group should access
6. Click Save

To restore full customer access: Uncheck all customers. Groups with no linked customers can see all customers.

Use Cases

User-Specific Customer Access

In addition to group-level links, individual users may have customer visibility through:

• Assigned Customer: User’s customer assignment in their profile
• Assigned Vendor: User’s vendor assignment (for supplier users)

These user-level assignments are always visible regardless of group customer links.

Customer Links vs. Permissions

Both work together: a user must be able to see a customer (via links) AND have permission to perform actions.

The Group Permissions system provides comprehensive role-based access control, enabling administrators to configure granular permissions across all system functions while maintaining security, compliance, and operational efficiency through organized group structures.