Custom roles (user privileges) in InvoiceOcean

Created: 2020-08-20
Last updated: 2024-02-29

Post view count: 1500

Depending on the subscription plan in InvoiceOcean, the account owner has the ability to grant access to their account to their employees as well as to an accountant. Invited individuals have their own login and password and can be assigned different system roles, which grants different levels of access to the system's functionalities.

InvoiceOcean users who used the system before 2019 had the option to use only four system roles:

  1. Account Owner: This is the person who created the InvoiceOcean account or received these privileges from the person who created the account. The account owner has access to full account configurations in the system.

  2. Administrator: This role is assigned by the account owner and allows access to account settings, including adding additional users.

  3. User: This role is typically assigned to company employees whose task involves issuing, printing, or sending documents. Users do not have access to account settings in the system. The account owner and administrator can assign access to selected parts of the system to the user or revoke such access. For example, a user can be assigned to only one department of the company. By default, the user has access to every department and can edit and delete invoices issued by other users. However, this can be changed by assigning them to a specific department or by blocking their access to edit or delete invoices in Settings > Account Settings > Configuration > Users and Privileges. Another option is to add them to the system as a user with a custom role and without privileges to edit or delete.

  4. Accountant: This role is assigned to an employee of the accounting office, allowing them to have ongoing access to documents issued by the entrepreneur. On each InvoiceOcean account, regardless of the subscription plan, one accountant can be added, and they are not counted towards the limit of users included in the active subscription plan. There is also the possibility of limiting the accountant's role to departments, similar to Users.

Fixed system roles vs. custom roles

A while ago, the system introduced the possibility to create custom roles and assign them to individuals invited to the InvoiceOcean account. Custom system roles are additional roles - alongside those mentioned above - and are entirely defined by the account owner or authorized person. This means that when assigning privileges to an invited person, you can use ready-made system roles or create a custom role as needed.

Note: Custom roles can be defined in any way. The available fixed system roles are immutable and are subject to similar management as before: the scope of the access granted to users and administrators can be specified by going to Settings > Account Settings > Configuration > Users and Privileges.


 

How to create custom roles in InvoiceOcean:

For each invited person (or group of people) in the system, you can create a role that fits their needs precisely. To create a new role, go to Settings > Users > Roles > Add a new role.

When creating a role, you can start by giving it a name:


Note: Role names in the system cannot be repeated.

Creating a custom role involves checking the appropriate checkboxes, which show individual privileges in the system. The checkboxes that can be checked are divided into two types of privileges: regular privileges and administrator privileges. First, let's look at the list of regular privileges and see what each checkbox means:



Invoices - this checkbox should be checked before granting access to one of the following privileges:

Expenses - a person with access to expenses will be able to navigate to the list of cost documents, view individual documents, and perform activities such as adding, editing, deleting, and other related activities regarding expenses.

List - a person with access to the list of documents will be able to see the list of income documents. However, if the privilege for viewing, adding, editing, and/or deleting documents is not also assigned when creating the role, they will not be able to perform those activities on the listed documents. Access to the list of documents allows searching and filtering of documents, changing the status of invoices, and exporting documents.

Preview - a person with access to preview documents will be able to view income documents. Without additional privileges for adding, editing, or deleting, they will not be able to create, make changes, or delete documents. If such a person does not receive privilege in the document list view, they will only be able to see the document through a direct URL link. The document preview privilege also allows for printing the document.

Creation - a person with access to create documents will be able to add a new income document. If this person is not granted privilege for preview, at the time of saving the document, they will be redirected to the dashboard. Without the privilege to edit and/or delete the document, they will not be able to make changes to the created document or delete it.

Edition - a person with access to edit documents will be able to make changes to the content of income documents. Note: this privilege can be assigned without granting access to the list and preview of documents! This privilege can be used when editing documents through the API; however, we recommend also checking access to the list and preview of documents for individuals who will be manually editing documents in the system.

Clearance - a person with access to delete documents will be able to permanently delete income documents. Note: this privilege can be assigned without granting access to the list and preview of documents! This privilege can be used when deleting documents through the API; however, we recommend also checking access to the list and preview of documents for individuals who will be manually deleting documents in the system. Please note that deleting documents in the system is an irreversible operation.

Clients - a person with access to the Clients tab will be able to view the list of clients, manually create, edit, and delete them, as well as export their data.
Note: A user who does not receive the "Clients" privilege will be able to select a client saved in the client database on an invoice. Data for a client not existing in the database entered on an invoice by such a user will be saved on the account.

Payments - a person with access to the Payments tab will be able to view payments, manually create, edit, and delete them. This person can also link payments to invoices even if they do not have access to invoice-related privileges. To allow the user to also import payments from the bank, they must be granted access to imports.

Products - a person with access to the Products tab will be able to view the list of products, manually create, edit, and delete them, as well as export the list of products. Note: A user who does not receive the "Products" privilege will be able to select products saved in the product database on an invoice. Data for a product not existing in the database entered on an invoice by such a person will be saved on the account if the account settings are configured to create products on the invoice.

Warehouses - a person with access to the Warehouses tab will be able to create, edit, and delete warehouses in the system. They will also have the ability to view products, provided if they are also granted access to products.

Warehouse actions - a person with access to warehouse actions will be able to track the stock movement for individual products. With this privilege, we also recommend that the user be granted access to warehouse documents, warehouses, and products.

Warehouse documents - a person with access to warehouse documents will be able to view the list of documents and create and edit them. Note: If a person creating sales or cost documents does not have access to warehouse documents, but the automatic issuance of warehouse documents is active on the account, these documents will be issued.

Clearance - a person with access to deleting warehouse documents will be able to permanently delete them from the system.

Promocodes - a person with access to the Promocodes tab will be able to view existing promotional codes, as well as create new ones, edit, and delete them.

Reports - a person with access to the Reports tab will be able to generate available reports on the account and export them after generation.

Dashboard stats - a person with access to dashboard statistics will be able to view the financial summary of the company (or departments) for the current day, week, month, and year.

Recurring Invoices - a person with access to the Recurring Invoices tab will be able to view existing invoice cycles and create new ones, as well as edit and delete them. Access to the above functions does not imply the ability to perform any activities related to issued recurring invoices unless additional invoice-related privileges are granted.

Categories - a person with access to the Categories tab will be able to view existing categories, as well as create new ones, edit, and delete them.

Imports - a person with access to the Imports tab will be able to import client data, product data, invoices, bank transactions, and other data accepted by the system into the BitFactura account.

Points of sale - a person with access to the Points of Sale tab will be able to view and to configure new points of sale.

Another category of privileges is Administrator privileges:


Account Settings - a person with access to account settings can navigate to Settings > Account Settings and manage the account configuration, as well as other settings available in the menu on the left under Your Account tab.

Users - a person with access to users can navigate to Settings > Users, which means they will be able to invite new users to the account and assign or change their privileges.

Roles - a person with access to roles will be able to manage the privileges associated with individual roles.

Activities - a person with access to account activities can navigate to Settings > Activities. It should be noted that access to activities will be available only if this feature is enabled on the account.

Departments - a person with access to departments can navigate to Settings > Company/department and view the data contained there. They will be able to add new departments and companies as well as edit and delete them.

Invoice Templates - a person with access to invoice templates will be able to create, edit, and delete their own templates on the account.

NOTE: It should be remembered that some privileges relate to functions available in selected subscription plans, such as custom templates, recurring invoices, user privileges, and others. To grant access to a selected function, the person using the system must have an active subscription offering that function and activate it in the account settings.
 

Assigning an employee to an account department and system accesses

Assigning an employee to an account department affects the system accesses of the invited coworker. A user assigned to a department (check how to do it) will have access only to information available for their department(s) on the account. Such a person will see/create/edit/delete documents only for the departments available to them in the company. Furthermore, the system allows, for example, assigning a client to one department only or associating a warehouse with a department.
 

Assigning a role to an invited person in the system

Assigning a role to a user can be done in two ways:

  1. Granting a role to a newly invited employee;
  2. Changing the role of a person who already uses the InvoiceOcean account.
1. To assign a role to a newly invited user, go to Settings > Users and use the Add/Invite User option. After entering the email address, password, and repeating the password, you can choose a role in the system for the invited person.
 


2. If you want to change the role of an employee who already has access to the InvoiceOcean account, you should go to Settings > Users. Next to the email address of the selected user, on the right side, click on the gear icon to access settings, then choose the Edit option.
 



After entering the user's editing section, you can change their role in the system:




Also check: 

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