User Permission Definitions

BizApp User Permissions

From the menu bar, choose:  Window >> Show View >> Other


  


Click Users, click OK


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1. To add a new user click the Add User icon  in the upper right hand corner of the Users window or right click once within the grid and choose Add User

2. Permissions - The permissions key is used to grant view or edit access to a User Permission for each view, editor, tabs within editors, all right mouse click options, and field specific widgets in the system. See Custom Permission Configuration for more details on how Custom Permissions are created and applied. All Custom Permissions appear to be highlighted in Yellow in the User Permissions list below.

3. User List - Double click on the name of the user you wish to modify from the list. Or right click and choose Open User

User Permissions

User Identification:

1. Username - It is most helpful to create a standard naming convention for all your users, for example, first initial & last name, etc. This is the UserID the individual will enter in order to access BizApp and must be unique for each user. Usernames are case sensitive on login and the user will not be able to login if they enter their username incorrectly.

2. Real Name - Record the user's given name here (first & last) so that you can easily identify which user ID belongs to each user

3. Initials - Initials may be used in BizApp screens and reports to identify which user created an item, event or transaction

4. E-mail Address - Include the user's e-mail address here so that correspondence sent directly from BizApp can be routed to or from them (Used for Purchase Orders, Invoices, Bills, Quotes, etc.)

5. Re-route notifications to - A drop down list that allows the Administrator to choose a replacement who may temporarily receive notifications for another user while they are away (Use for vacations, sick leave, etc.) Also used when a user is terminated, their replacement should be selected from this drop down list.

6. User must enter new password on next login - Check this box to force the user to provide a brand new password the next time they attempt to login, this will allow a user to reset a forgotten password. They will only have to enter their Username on the next login (Case Sensitive) and the system will prompt them to create their new password.

Permissions:

Granting permission to a user for an area gives them full access to read, write and edit.

1. Root Administrator - Check this box to indicate the user should have the ability to create new users, control user permissions, system and user preferences. Root Administrator role is also needed to create Custom Permissions and apply them to various Views, Editors, Tabs within Editors, all right mouse options and field specific widgets. See also Custom Permission Configuration. This role should be assigned sparingly as it will grant unrestricted access to everything.

2. Accounting - Check this box to indicate that the user has access to ALL of the Accounting permissions listed below

    2a. Can connect to Quickbooks - Allows the user to connect and share information between BizApp and QuickBooks (this include the BizApp Bridge)

    2b. Manage part account assignments - Allows the user to assign part numbers to the appropriate account in BizApp, those accounts are tied to the General Ledger in your accounting system. (For example marking a purchased part in BizApp as a Cost of Goods Sold - Purchased Material account in the GL)

3. Users - Check this box to indicate that the user has access to ALL of the Users permissions listed below

    3a. Edit Users - Check this box to indicate that the user can make changes to User Permissions (this screen) and grant or deny access to various areas of BizApp to other users. A user can never edit thier own permissions.

    3b. Delete Users - Check this box to indicate that the user can permanently remove another's user profile from the list

4. Shipping - Check this box to indicate that the user has access to ALL of the Shipping permissions listed below

    4a. Finalize Shipments - Grants access to Finalize & UnFinalize a shipment - Check this box to indicate this user should be able to make the necessary changes to shipments (Add, Modify and Delete a Shipment including the Ship Quantities, Part Numbers shipped, etc.)   

    4b. Mark Shipping Paperwork Turned In - Check this box to indicate this user should be able to log that shipping paperwork (Signed copies of Bills of Lading) have been received and filed. This is done from the Open Shipments View: Green Dollar Sign Icon >> Open Shipments >> Select checkbox for appropriate shipment in the Pprwk In column.

5. Edit System Settings - Check this box to indicate that the user is allowed to change System Settings found at Window >> Preferences >> BizApp >> System Settings. Warning! This role should be assigned sparingly as changes to System Settings Affect ALL Users! (System Settings include preferences for: Accounting, Rules for Assemblies & how Bills of Materials are treated, System Admin Password, Purchasing, Sales, Scheduling and more)

6. Parts & Part Groups - Check this box to indicate that the user has access to ALL of the Parts & Part Groups permissions listed below

    6a. Edit Parts & Groups - Check this box to indicate a user should have access to make changes to individual parts (open the part, make changes to the configuration, naming, etc.) and Part Groups (open the group, rename, assign parts to a group, etc.) Parts can be parts and processes. Part Groups are created to organize parts. An entire part group, including all of it's sub parts, can be opened in a Part Collection Worksheet or a Multi Part Configurator Worksheet to make mass changes at once. An entire part group, including all of it's sub parts, can also be selected to generated all at once. Generating a part will push through changes to it's Bill of Materials (BOM)

    6b. Merge Parts - Check this box to indicate a user should have access to combine parts in the Part Master list by multi-selecting >> right click >> Choose Organize >> Merge Parts or Merge Parts with Duplicate Descriptions (best used for eliminating duplicates from a massive list). If you choose to Merge Parts that do not have duplicate descriptions a pop up box will appear asking which part you prefer to keep.

    6c. Drag-N-Drop Part Moving - Allows the user to click on an item from one list and place it in a new list by clicking it once to grab & hold it and moving to the new list and releasing the mouse button to drop it. Can be used to move an individual item or a group by multi-selecting various lines.

    6d. Delete Parts & Groups - Check this box to indicate the user should have access to permanently remove parts and part groups from the system. Warning! Deleting a Part Group WILL also delete ALL of the parts contained in that group!

    6e. Activate Parts - Parts can be created for Quotes and not made active until they are ready to be sold. Parts can also be marked inactive if they are no longer used or sold due to obsolesence. Check this box to indicate this user has the ability to switch the status of a part between being active and inactive. (A System Preference exists to require parts to be marked active for Purchased Parts)

7. Files - Check this box to indicate that the user has access to ALL of the Files permissions listed below

    7a. Delete Repository Files - Check this box to indicate the user is allowed to permanently remove files scanned into the file repository on the company server (Types of files would include Sales Orders, Order Revisions, signed PO Confirmations, etc.) ALL users should be assigned access to this option, in the event that the wrong file is uploaded, the user will not be able to remove it without this permission.

    7b. Publish BIRT reports/labels/forms - Refers to the custom reports created in BizApp using the BIRT (Business Intelligence and Reporting Tools Project, an open source software used in the Eclipse enviroment) Reporting Tools, check this box to indicate that the user is allowed access to publish new reports and/or make changes to existing custom reports, forms, etc. (This setting has no affect on the dynamic reports (Java Reports) that come standard with your BizApp subscription (under the Reports heading in your menu bar). Only those listed under the BIRT section of the Reports Menu item and available at various print sites throughout BizApp)

8. Vendors - Check this box to indicate that the user has access to ALL of the Vendors permissions listed below

    8a. Add Vendors - Check this box to indicate the user is allowed to create new Vendors (Create vendor name, number, address and location information, contacts, link to Quickbooks, default terms, delivery times, etc.) It's often recommended that few people have access to create Vendors and Customers so that they can be appropriately linked to the accounting system without duplication (many companies have various business names, locations & DBA's to consider).

    8b. Edit Vendors - Check this box to indicate the user is allowed to make changes to details in the Vendor profile (Vendor name, number, address, location information, contacts, link to Quickbooks, default terms, delivery times, etc.)

    8c. Delete Vendors - Check this box to indicate the user is allowed to permanently remove a Vendor from BizApp. Warning! Granting this access WILL ALLOW a user to delete a Vendor that has Purchase Orders, Receivers, Quotes and Bills tied to it.

    8d. Vendor Products - Check this box to indicate that the user has access to ALL of the Vendor Products permissions listed below

        8d.1 Edit Vendor Products - Vendor Products are the list of items sold to your company from a supplier. Check this box to indicate that the user should be allowed to make changes to things like the Vendor Part Number, Price Per Unit, Ordering Units, Lead Time, Vendor Part Description, etc.)

        8d.2 Merge Vendor Products - This option has been obsoleted. Vendor Product now checks for and prevents duplicate parts.

        8d.3 Delete Vendor Products - Check this box to indicate that the user should be allowed to permanently remove a vendor product from the system. Granting this access WILL ALLOW a user to delete a Vendor Product that is on existing Purchase Orders without affecting those orders, the product will just not be available in the list to apply to future orders from that Vendor.

    8e. Purchase Orders - Check this box to indicate that the user has access to ALL of the Purchase Orders permissions listed below. Giving a user access to this area will make their name appear in the drop down lists of Purchasing Agents.

        8e.1 Edit Purchase Orders - Check this box to indicate that the user should be allowed create and edit a Purchase Order this includes delivery date, items on order, PO Items and quantities. It's often recommended that users who have access to Receive a Purchase Order would NOT have access to Edit a Purchase Order

        8e.2 Receive Purchase Orders - Check this box to indicate that the user should be allowed mark items on a purchase order as received and/or mark the delivery line as complete (Received a quantity of 99 instead of 100, vendor may consider an over or under shipment of a certain percentage to be complete on their end) and how many packages were received. It's often recommended that users who have access to Create/Edit a Purchase Order would NOT have access to Receive a Purchase Order

        8e.3 Delete Purchase Orders - Check this box to indicate that the user should be allowed to permanently remove a Purchase Order from the system.

9. Inventory - Check this box to indicate that the user has acess to ALL Inventory permissions listed below

    9a. Set stock levels for all parts via physical inventory counts - Check this box to indicate that the user should be allowed to edit the amount of stock on hand through the physical inventory & cycle count system. This access should probably be limited to an inventory control group or users with experience entering inventory tickets.

    9b. Set stock levels for all parts - Check this box to indicate that the user should be allowed to edit the amount of stock on hand and desired inventory level settings through the Inventory tab located on the part and the Stocking tab on the schedules. Granting this access will allow changes to settings like desired Min, Max, current stock, etc.

    9c. Delete Inventory Counts - Check this box to indicate that the user should be allowed to permanently remove Physical Inventory and Cycle Count entries from the system. This access should probably be limited to an inventory control group or users ultimately responsible for conducting physical inventory.

    9d. Manage Inventory Items - Check this box to indicate that the user should be allowed to indicate which items should be stocked items, set up inventory locations and create rules for desired inventory Min, Max, Trigger Level, Refill Qty, etc.

10. Bill Management - Check this box to indicate that the user can create, edit and delete bills to customers for sales orders.

11. Sales - Check this box to indicate that the user has access to all Sales permissions listed below

    11a. Customers - Check this box to indicate that the user has access to all Customers permissions listed below

        11a.1 Add Customers - Check this box to indicate that the user has access to create new Customers in the system. (Create Customer Name, Address, Location Information, Default Sales Person, link to QuickBooks, Shipping & Billing information, etc.) It's often recommended that few people have access to create Vendors and Customers so that they can be appropriately linked to the accounting system without duplication (many companies have various business names, locations & DBA's to consider).

        11a.2 Place credit holds on customers - Check this box to indicate that the user has the ability to place and remove credit holds on customers. Credit holds will suspend the customer's ability to place orders in the system until they have resolved their past due accounting balances and the credit hold is removed from their account. (A setting can be checked in the System Preferences to check the Customer's credit status before finalizing and shipping orders.)

        11a.3 Delete Customers - Check this box to indicate the user is allowed to permanently remove a Customer from BizApp. Warning! Granting this access WILL ALLOW a user to delete a Customer that has Quotes, Sales Orders, Invoices, and Shipments tied to it.

    11b. Edit Product Pricing - Check this box to indicate that the user has access to create and make changes to prices on products sold to Customers. The same product can be sold to many different customers at different prices customized for each.

    11c. Quoting - Check this box to indicate the user has access to all of the Quoting permissions, including those listed below. Quotes are used for proposing pricing to Customers. Customer acceptance of the quoted price usually has to be done within the required time limit and then the price becomes binding for the duration of the quote.

        11c.1 - Retiring Quotes - Check this box to indicate that the user is allowed to make a quote inactive. Quotes usually have a limited time period for the Customer to accept the pricing and a limited amount of time for the agreed upon price to remain effective. Product pricing usually has to be renewed annually.

    11d. Orders - Check this box to indicate the user has access to all of the Orders permissions listed below.

        11d.1 - Create & Edit Orders - Check this box to indicate that the user has access to create new Customer Orders in the system.

        11d.2 - Can release credit holds on orders - Check this box to indicate that the user should be allowed to authorize an order to proceed even if the customer has reached their credit limit.

        11d.3 - Ship Orders - Check this box to indicate that the user should be allowed to create shipments

        11d.4 - Delete Orders - Check this box to indicate that the user should be allowed to permanently remove an order from the system

        11d.5 - Commandeer Orders - Check this box to indicate that the user should be allowed to take control of an order that is currently locked by another user in the system - if an order is commandeered the changes being made by the user who no longer has control of the order will not be saved (their order will show Read Only) until they can take control of the order again.

        11d.6 - Perform mass order update operations - Check this box to indicate that the user should be allowed to perform functions like Set Order Item Accounts or Update Tax Status on Open Orders

        11d.7 - Mass finalize orders - Check this box to indicate that the user should be allowed to select multiple orders from the Open Orders list and set the toggle the finalize field for all of them at once. The user will be asked if they are sure they want to toggle the finalize status on the order and if orders were already finalize, they will be asked if they really want to unlock the order and create a revision.

    11e. Invoicing - Check this box to indicate the user has access to all of the Invoicing permissions listed below

        11e.1 - Void Invoices - Check this box to indicate that the user should be allowed to create new invoices and have the ability to mark invoices as voided in the system. A voided invoice will not show in the list of invoices to be exported to the accounting system found at Reports >> Sales >> Invoices.

        11e.2 - Delete Invoices - Check this box to indicate that the user should be allowed to permanently remove invoices from the system

12. BOM Permissions - Check this box to indicate the user should have access to all of the BOM Permissions listed below

    12a. Regenerate whole BOM hierarchies - Check this box to indicate the user should be allowed to regenerate ALL parts that exist in a Part-BOM, including Parts that were not Auto-Created from Sub-Parts. Normally generating a Part will only Generate the Parent Part and it's Sub-Parts. This option will re-generate Parts that have been selected through Template Inputs as well as manually generated and attached Parts. Regenerating whole BOM hierarchies push through changes which may change the components of a part.

13. Schedules - Check this box to indicate the user should have access to all of the Schedules permissions listed below

    13a. Edit Schedules - Check this box to indicate the user should be allowed create and manage the schedule properties, confirm orders over from the schedule pool, schedule refill orders, initiate PO Batches or Worksheets. Buyers and Planners must have access to Edit schedules in order to create and manage their orders and schedules.

    13b. Delete Schedules - Check this box to indicate the user should be allowed to permanently remove a schedule from the system. WARNING! Granting this access will allow a user to delete a schedule with orders tied to it. (Planned, confirmed, in progress). If necessary, orders can be moved to new schedules individually from the Active Schedule Items portion of the Scheduling tab on the individual parts.

    13c. Delete Schedule Items - Direct deleting of Schedule Items is no longer supported. Unconfirmed items can be removed by 'Mark Complete' or 'Apply Stock' when confirming the item. Confirmed items that no longer have demand must be 'Unconfirmed'.

    13d. Assign schedule to multiple parts - Check this box to indicate the user should be able to multi select parts and assign them at once to a schedule using Part Collection Worksheets or the Multi Part Generator Worksheet.

    13e. Full Schedule Tree Editting - Check this box to indicate the user should be allowed to manage the schedule items and results from within the schedule tree. The schedule tree shows the process flow and progress in a graphical view for an order item. With this capability the User is able to Apply Stock and mark items Complete at each node of the Schedule Tree unless the Schedule Item is currently confirmed.

    13f. Give High Priority Approval - Check this box to indicate the user should be allowed to mark that an order marked "High Priority" has been visually inspected and allowed to proceed past this schedule. When production results are entered for the order a user with High Priority Approval will have to enter their user name and password in order to enter results.

    13g. Commandeer Schedules - Check this box to indicate the user should be allowed to take control of a schedule that is currently locked by another user in the system - if an schedule is commandeered the changes being made by the user who no longer has control of the schedule will not be saved (their schedule will show Read Only) until they can take control of the schedule again.

    13h. Run Results - Check this box to indicate the user should have access to all of the Run Results permissions listed below

        13h.1 - Delete Results and Batches - Check this box to indicate the user should have access to permanently remove Run Results and Batches from the system. When a user enters run results they can create a batch for the day, shift, etc. to add the results to. By granting this access the user would be able to permanently remove individual results or an entire batch if necessary.

        13h.2 - Edit Run Batch Efficiency Times - Check this box to indicate the user should have access to log or change the run time value when the production results are entered.

14. Templates - Check this box to indicate the user should have access to all of the Template permissions listed below

    14a. Generate Part Groups - Check this box to indicate the user should have access to generate all of the parts in a part group at once. Part Groups can be created in the Master Part list in order to organize parts. Generating parts will update their BOM as well as rename the Description.

15. Reset All Customer Product Weekly Usages - Check this box to indicate the user should have access to clear all the calculated values listed on Customer profiles for the average amount of product they consume each week.

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