Users and Roles Module

nnty · December 19, 2023, 4:49am

As the organization admins, you can enjoy Users & Roles module’s offering for control over your staff, ensuring their focus on relevant work sectors:

Manage user privileges to access certain functionalities.
Use roles to consistenly define user privileges of similar staff.
Add and manage multiple user details easily
One-time setup for full-time control

1. Basic terms about the user and privilege concepts

Privilege: The level of permission to access and perform actions in any app or module. There are 3 levels of privileges: full access, read-only, and no access.
License: A license is a set of non-editable and predefined privileges.
Role: A role is a set of editable privileges. You can create new roles and define their privileges.
User: A person is considered user when they have a license, a role, and access to an organization.
Contact: A contact contains a person’s information and is mostly used for creating job forms. A contact is not an account nor a user, but it can become a user account if its status is set to “Active”.
User privileges: The privileges of a specific user, determined by the privileges which live on both the user’s role and license.

For detailed information, refer to Learn more about the new account and user concept.

2. Search and filter the user list

To search for a user or contact, enter the keyword against their name, email, or mobile phone.
To filter for certain users or contact, click on Filters and fill in the criteria.

3. Edit users and contacts in your organization

3.1. Add new users and contacts

Here’s how:

Click on Invite users.
Enter the relevant email addresses; add multiple users by inserting the comma between emails → Click on Add.
Fill in the users’ information.
Set a relevant time range for their access if necessary.
Click on Invite to finish the process.

The new users will receive a notification email about the newly granted access to your organization. On the other hand, the new contacts will not be notified.

3.2. Delete users or contacts

To remove users or contacts from your organization:

Select the user(s) or contact(s).
Click on the Delete button.

3.3. Edit information of contacts or users

For contacts, you can edit all information.
For users, you can only edit non-personal information as listed below. Other fields are personal information and can only be edited by the users themselves via Onix Account:
- Office phone number
- Location, department, and position
- Place (on form)
- Privileges section: Role, license, account status, and valid dates

4. View user privileges

User privileges are determined by the privileges living on both the license and role. To fully view a user’s actual privileges in Onix apps, within the user account, switch to the Privileges tab.

The License column (marked in red) shows the privileges living on the user’s current license.
The Role column (marked in orange) shows the privileges living on the user’s current role.
The User column (marked in green) shows the privileges to which the user has actual access or permission to view or perform actions.

5. Edit access to control categories of users

To decide which control categories a user can work on:

Within the user account, switch to the Control categories tab.
Edit your selection.

To export a list of control categories per user or per contact:

Select the user(s) and contact(s).
Click on Control categories pr contact.

6. Create and edit roles

6.1. Create a new role

Switch to the Roles tab.
Click on Add new role.
Input the new role’s name → Click OK, and your new role is added immediately.

Now you can set privileges for the new role and assign it to new users.

6.2. Edit the role’s privileges

To edit a privilege within a role, simply click on any checkbox and select the relevant level.
3 levels of a privilege are:

Full access: User can see and perform actions on the module or function.
Read only: User can see the module or function only, but cannot perform any action or make any change.
No access: User cannot see the module or function.

When a module’s privilege is Full and its sub privilege is unchecked, the sub privilege becomes Read-only.

In the example below, the user has:

Full access to certain functionalities of the Equipment module
Read only access to equipment placements, contacts and all remaining information.

7. Create a domain access

The email domain is the part after the @ symbol in an email address, such as in abc@example.com. If you trust a specific email domain, you can enable free user creation for email addresses from that domain.