Role and Role Profile
What a user is able to do and what documents they can see in ERPNext is controlled by their role. ERPNext's permission system revolves around roles, each one of which has an associated set of permissions that can be controlled using the Role Permission Manager. Accounts User, Sales User, HR Manager and other pre-defined common roles are available by default in ERPNext. You can immediately use these or define new ones depending on the requirements of your organization.
An employee with the Sales User role, for instance, will automatically be granted access to documents such as quotations and sales orders since the Sales User role has pre-mapped rights on these documents.
A role profile, on the other hand, is a compilation of roles combined. It is a template that simplifies adding a user to multiple roles simultaneously. For instance, the roles of Employee, Sales Manager, Sales User, and Sales Master Manager might be required by a sales supervisor. You would be able to create a Role Profile named "Sales Supervisor" and add it to multiple employees rather than adding them individually for each user. It maintains role assignments constant and is time-saving.
1. How to Add a Role
- Go to:
Select "New."
Assign a name to the position, for example, Project User or HR Executive.
Define whether the position includes desk access:
The user can access ERPNext modules and login to the Desk if permitted.
The role can access only websites or portals if it is disabled.
Save the role.
Other Options:
Two-factor authentication for this role is optional.
Also, you can restrict it to one domain, which is useful in multi-domain environments like healthcare, education, etc.
To define document-level permissions (Read, Write, Create, Delete, etc.) for the role, go to the Role Permission Manager once the role is created.
2. How to Add a Role Profile
- Go to:
Click New.
Name the role profile (e.g., Accounts Team, Sales Supervisor).
Click each role that should be included on this profile.
Save.
You can now directly choose the Role Profile instead of adding multiple roles to a new user individually.