Manage user profiles and rights
- Peter Schöll
Read and editing rights are combined into profiles. The rights are grouped by function and can be combined into profiles below this function. Different tasks and roles of employees in the company can be mapped using different profiles.
Edit rights profiles
Go to Organization > Administration > User administration > Manage user profiles and rights.
Double-click on a table entry to open the profile and see which individual rights are summarized in this profile.
In the Display and Edit columns, you can see directly whether the profile grants no rights (1),
read-only rights (2) or editing rights (3).
Add rights profile
Define a new profile including the associated access rights by duplicating an existing one or click on Add to add a new profile.
Enter the name of the new profile in Name (1), e.g. Book.
Use the drop-down menu (2) to specify the higher-level functional area (here: Finance) for the new profile. The new profile always has all the rights of the corresponding functional area.
Click on the icon for Display / Edit to specify line by line which characteristics the users should receive.
Click on the icon in the Display column (3) if read rights are to apply to the form.
Click on the icon in the Edit column (4) if editing rights are to apply to the form. The Edit right includes the Display right.
You can activate or deactivate all rights with one click using the checkbox in the top row of the table (5).
Save your entries and close the form. The profile can now be assigned to users.
Duplicate an existing profile and use it as a template for a new one. This procedure is useful if you only want to make selective changes to an existing profile. In the overview, select the profile that you want to duplicate and click on Duplicate. For example, you can adjust the Finance - all rights profile for various accounting employees.
Remove a profile
Only profiles that are no longer assigned to a user can be deleted.
Under System administration > User administration > Manage user profiles and rights, you can see in the Assignments column whether a profile is still assigned to one or more users. If assignments still exist, click on the corresponding link to display them.
By selecting (multi-select) the lines separated by company and user, you can cancel the assignment using the button.
Change log of authorizations
Changes to user profiles and user assignments are recorded in a separate table. This log includes the creation, modification and deletion of user profiles as well as the assignment of a profile and the removal of such an assignment.
Such a log can be an important basis for procedural documentation in accordance with GoBD.
Select System administration > User administration > Manage user profiles and rights and click on Further actions (three dots at the top right) to access the Show change history function.
Assigning the profile to users
Select System administration > User administration > Manage users.
In the user overview, select the user to whom you would like to assign a new profile. Click on Edit.
In the User profiles group, click on Add (1).
Use the selection help to determine the application to be assigned to the user.
Use the selection help to determine the profile that the user should receive in the company.
Use the selection help to specify the company in which the right should apply.
Once you have saved your entries, the changes take effect immediately.
Copy rights
The Copy rights from user link (2, screenshot above) allows you to assign the same rights to several users in a few simple steps.