Users and Roles Module

The new Users & Roles module enables you to administer and control the functions users can access: control where they can perform actions, read information, or see nothing at all. Let's find out!

WHY USERS & ROLES

  • Organization admins can take control of the members inside of their Onix Work system - who we called users
    • Administer and control the functions users can access: control where they can perform actions, read information, or see nothing at all
    • Give your authorized users the RIGHT access to the RIGHT functions
    • Instead of managing the privileges of each individual user, admins can divide them into different groups, more convenient
  • Use roles to administer what users can see and do
  • Add and manage one or many user’s details all at once
  • Easy to be consistent with similar users
  • Keep your staffs focus on their work sectors
  • One-time setup, full-time control

GLOSSARIES

WHAT ARE PRIVILEGES?

  • Privileges give your users permission to perform actions, read information, or see nothing at all on a specific module or function.
    • imageFull access you can see and perform actions on the module or function.
    • imageNo access you cannot see the module or function.
    • imageRead only you can see the module or function only, no action available.

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WHAT IS A LICENSE?

  • Onix Work license and there are many types of them.
  • A license will come with a set of predefined privileges.

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WHAT IS A ROLE?

  • A role is a group of defined privileges. Rather than assigning individual privileges directly to each user, privileges are grouped into roles. Easy to be consistent with similar users
  • You can define one or more roles on your Onix Work system, and then set up privileges for each role.
  • User roles and privileges help you in giving your authorized users the RIGHT access to the RIGHT functions.
  • Keep your staff focused on their work sectors.

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WHAT IS A USER PRIVILEGE?

  • User Privilege is the privileges to which the user has access or has permission to view or perform actions.
  • Users will have permission to access a specific module or function based on the privileges that live on BOTH their Role privileges and License privileges.

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WHAT IS A USER?

  • Organization admin can set up a role (together with its privileges), assign a license, and give your Account access to their organization.
  • Once your account has the access to an organization, your ACCOUNT becomes a USER of that organization.
  • A USER can have the access to different apps and modules following their assigned role and license.

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WHAT IS A CONTACT?

  • Contact is an asset of an organization, which contains a person’s information including email, password, name, phone number, picture, signature, and many more.
  • Contact is not an account, and not a user as well. Only information of a person is stored here.
  • Contact is mostly used for creating forms.
  • A contact can become a user with an account by setting the contact ACTIVE.

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USER PRIVILEGE

User Privilege is the privileges to which the user has access or has permission to view or perform actions

Users will have permission to access a specific module or function based on the privileges that live on BOTH their Role privileges and License privileges

For example:

  • The user has the Administrator role, which means he can use all the modules and functions inside Onix applications
  • But he was assigned the Onix Tag Team Member license - which was predefined to use Onix Tag, Onix Tool Store, and Order module only

The user can only use Onix Tag, Onix Tool Store, and Order module

HOW TO USE USERS & ROLES

ACTIONS YOU CAN PERFORM WITH USERS

Invite users to your organization using the Invite users button image

  • Enter the user email who you want to invite to your organization
  • You can add multiple users by using the comma between emails.
  • Click Add
  • A dialog will open where you can enter the information of your employees, and assign them to your Roles and Licenses
    • First name: First name of the employee
    • Last name: Last name of the employee
    • Type: Define if the employee is a User or a Contact
    • Role: Assign the employee to a specific role
    • License: Assign the employee to a specific license so that they can use Onix applications
    • Valid until: The person user or contact will be valid to the set date

Search for a user or contact by name, email, or mobile phone

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Filter your users and contacts with Filters image

  • Filter by role, type, license, location, or department of the users or contacts, and also filter by the Account status (Active, Disabled, Contact Only)

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Edit your user or contact information by clicking on the user name

  • In this release, administrators have no privilege to edit personal information of a user, but they can do that if it is a contact
  • User has full control over their personal information using Onix Account
  • These are the fields that admins are able to edit for a user:
    • Office phone number
    • Location of the user
    • Department of the user
    • Position of the user in the organization
    • Place (on form)
    • Role
    • License
    • Account status: Active, Disabled, Contact only
    • Valid until date

  • CONTROL CATEGORIES that they can work on

You can let your user work on all control categories or only selected ones.

  • PRIVILEGES is showing the user privileges - which privileges that the user can ACTUALLY perform
    • License column (Red border in the picture):
      • Showing the license privileges: the privileges defined by your license
      • For more information about the license privilege, please refer to this article:
    • Role column (Orange border in the picture):
      • Showing the role privileges: the privileges defined by your role
    • User column (Green border in the picture):
      • Showing the user privileges: the privileges to which the user has ACTUAL access or has ACTUAL permission to view or perform actions
      • Users will have permission to access a specific module or function based on the privileges that live on BOTH their Role privileges and License privileges

Create a domain access using this button (domain access button)

  • When you know that you can trust an email domain (the part comes behind @ in your email. For example: abc@example.com → @example.com is your email domain), you can let them freely create users using emails come with that domain
  • Click Add to create a trusted email domain:
    • Enter @+yourtrustedemaildomain.
    • Assign a Role and a License to your trusted email domain.
      • This will help when your people with the trusted email domain create their users, it can be assigned to those Role and License.

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Delete a user or contact to remove them out of your organization with this button ​​​​​​​ (delete button)

Export a PDF report file of your users control categories here ​​​​​​ (button)

Multiple editing or deleting your users and contacts by selecting and performing actions on them

ACTIONS YOU CAN PERFORM WITH ROLES

Use privilege to set access to a specific module or function

(Icon)Full access you can see and perform actions on the module or function.
(Icon)No access you cannot see the module or function.
(Icon)Read only you can see the module or function only, no action is available.

  • If you set the module to Full (icon) but you uncheck (icon) the privilege of the function, the function will become Read-only (equal (icon))
  • For example:

  • In this situation, you will have the access to the Equipment module but Equipment Placements, Contacts, and all remaining information of equipment will be Read-only because the box is unchecked

You can add a new role by clicking Add new role button image

  • Give it a name, click OK, and your new Role is added then
  • All you have to do is set the privileges for your new Role and assign it to desired users