User Access
Overview
- BOS Enterprise has no user roles or groups. Each user's access is set on their user record.
- Access has two parts:
- User Settings: Access to the modules and features, for example, Items, Budgets and Reports. User Settings Explained lists every setting.
- Transaction Access: What the user can do with each Transaction Type. Transaction Access Allowed explains the options.
- This page explains how access works and where each kind of access is set.
How Access Works
Info
BOS Enterprise reads most access settings when you open a screen or use an action, so a change applies the next time the user opens the screen. Some settings are read when BOS Enterprise starts. If a change does not apply, ask the user to close BOS Enterprise and log in again.
- A person must be added as staff and then as a user before access can be set. See How to Add a User.
- A new user starts with little access, because most access settings default to None or Unchecked. The exceptions are Customer Summary, Supplier Summary and Stock Check (Full Access), the Service Manager Components and Projects tabs (View Only) and Export Grids and Email Excel (checked).
- A user has no access to a Transaction Type until it is added to their Transaction Access list. Removing a Transaction Type from the list removes the user's access to it.
- Buttons stay visible. Users without New or Delete rights still see the New and Delete buttons, but get an "Access denied" message when they click them.
- Some settings limit what a list shows instead of whether a screen opens, for example, Mine (Rep) on Customers and Own (Rep) on Transaction Types.
- When a Transaction Type is copied, its user access is copied too.
- The quickest way to give a new user the same access as a colleague is to copy the colleague's access. See How to Copy a User's Access.
Where Access Is Set
| Where | What It Sets |
|---|---|
| Settings > Users (tab) > User Settings | Each user's access to modules and features, with their other user settings (defaults, email and templates). See User Settings Explained. |
| Settings > Users (tab) > Transaction Access | One user's access to every Transaction Type on their list. See Transaction Access Allowed. |
| Transaction Types (tab) > Menu > View/Edit User Access | Every user's access to one Transaction Type, with Add/Remove Users, Copy Users from another Module and Batch Update. See User Access Window. |
| Copy Rules (tab) | Which transactions can be copied to which. See Copying Transactions. |
| Output Templates > View/Edit User Access | The users who can use an Output Template. See Output. |
| Actions > View/Edit User Access | The users who can run a custom action. See Custom Actions Reference. |
| Workflow Setup > Menu > Set User Access / Set Supervisor Access | The users and supervisors of a workflow. See Workflow Setup. |
Access Options
Info
Most access settings use one of these sets of options. User Settings Explained describes each setting.
| Options | Description |
|---|---|
| Checkbox | Checked grants access; unchecked refuses it. |
| None, User or Administrator |
|
| None, View Only or Full Access |
|
| None, View Only, Full Access (Pending only) or Full Access |
|
| None, Limited or Full Access |
|
| None, All or Mine (Rep) |
|
| None, Full Access or Enter Count Only |
|
| Edit... (select from a list) | Click Edit... and move the items you allow to the Selected section. Used for Reports, Actions and the Workflow modules. |
Transaction Access
Transaction Access is set for each Transaction Type on the user's list:
- View: None, All, Own (Rep) or Admin. A user needs View access before any of the other rights apply. Admin can also change the status of read-only transactions.
- New, Edit and Delete: Create, edit or delete transactions of that type.
- Est (Form only): On estimates, shows only the basic form, not the calculations or the profit.
- Status (Up only): The status can only be moved forward, for example, from Pending to Active.
- Own (Rep) only works for staff who are sales reps (Sales Rep is checked on their staff record). Other users get the message: "Access denied. 'View - Own (Rep)' access allowed, User is not a Sales Rep".
- With Own (Rep), the rep filter on the transaction list is set to the user and cannot be changed.
- To copy a transaction to another Transaction Type, the user needs View and Edit rights to the target Transaction Type. New rights are not needed.
- Users without View access to a Transaction Type do not see its transactions in the Ledger.
Setting Up Access
The User Settings Setup Tutorials explain how to: