What kind of information can be subject to access or rights restrictions? Administrator can set up restrictions on:
- item details as long as they are structured into groups of details (see part 1)
- items as long as they are structured into categories (see part 2)
- datasheets (see part 3)
Who can be concered by the restrictions? Any user. If two or more users should have the same rights in OneSoft (including other than access rights), you should consider creating user roles. You can edit the rights of a role at anytime thereafter.
Roles are defined by their rights / restrictions and assigned to the OneSoft users. A user role can for example copy the user's position within the business (accountant, administrator, sales, HR, etc.).
How to define access rights for a role? Follow the general instructions below.
How to define access rights for an individual user? Follow the instructions from the part 3 below.
First you need to define a new user role or more:
Step 1. Go to the section for administration. This menu is only accessible for users with admin role.
Step 2. Go to Roles
Step 3. Either select an existing role to edit the rights assigned, or create a new one
Step 4. For each datasheet, define the type of right given to the users with this role assigned, by choosing one of the following:
- --- - no access, users cannot see the datasheet at all
- Read - users can see the datasheet and the data within. They cannot edit, create or delete items.
- Modify - users can read and modify existing items within the datasheet. They cannot create or delete items.
- Create - users can read, modify and create new items. They cannot delete items.
- Delete - users can read, modify, create and delete items.
- Grant - users can set rights for other users.
If you tick the checkbox next to this field, the users who have been assigned this role will only be able to see items that have been created by the users with the same role. This way, for example, one sales team will only be able to display the items that themselves and other memebers of the team have founded.
Steps 5 to 7 are not required. However, note that the access to groups of details is by default set to "Deny" whereas the access to categories of items including folders is set by defaut to "Allow". To allow/deny access to folders, click "permissions to the categories", then select allow or deny for the category "DIR". If you tick the checkbox "Export", the users who have been assigned this role will be able to export all data from the corresponding datasheet into an Excel spreadsheet.
Step 8. Scroll down and save
Now, you only need to assign the role that you have just defined to the users:
Step 9. In the same section for administration, go to Users
Step 10. Select one user or create a new one
Step 11. Tick a checkbox(es) to assign a role or more. If a user has more than one role, they will be able to switch between them (see the instructions here).
Step 12. Save
To go back from the admin menu, use the hamburger menu in the top left-hand corner of the screen.
Access restrictions for every item detail cannot be set individually for every user, instead, you can set access restrictions to groups of details.
Note: All item details that are not integrated to a group of details, are accessible to all your users and cannot be subject to access restrictions.
Step 1. In order to restrict access to some item details, create groups of details.
Find out more about groups of details.
See how to create a group of details.
Step 2. Then, follow the general instructions with paying particular attention to the step 5.
Step 1. In order to restrict access to some items of datasheets, create categories of items.
Find out more about categories.
See how to create a category of items.
Step 2. Step 2. Then, follow the general instructions with paying particular attention to the step 6.
Either you can give access rights to some particular datasheets to the roles (administrate > roles), or to the individual users (administrate > users). In the list of datasheets, the user will only be able to display the ones he or she is given the access rights to.
Follow the general instructions above to assign access rights to a role.
Follow the following instructions to assign access rights to an individual user:
Step 1. Go to the section for administrators. This menu is only accessible for users with administrator role.
Step 2. Go to Users
Step 3. Select a user or add a new one (click on the button "+ new user")
Step 4. Tick the checkboxes to mark all the datasheets you would like the user to have access to
Step 5. Scroll down and save.