Custom roles (user privileges) in InvoiceOcean

Created: 2020-08-26
Last updated: 2020-08-26

Post view count: 78

Depending on the subscription plan held in InvoiceOcean, the account owner has the option of granting access to the account to his employees and the employee of the accounting office. Invited people have their own login and password and may be assigned to different system roles, which is associated with different levels of access to the functions offered by the system. 

InvoiceOcean users who used the system before 2019 could only use four system roles:

Account owner – a person who created an account in InvoiceOcean or received these rights from the person setting up the account, having access to the full configuration of the account in the system; 

Administrator – a role assigned by the account owner, enabling access to account settings, including adding new users; 

User – a role awarded most often to employees of companies who have the task of issuing, printing or sending documents. The user has no access to the account settings in the system. The account owner and the administrator can, by setting privileges, grant or revoke access to selected parts of the system to the user, therefore the user can be assigned, for example, to only one department of the company; 

Accountant – a role assigned to an employee of an accounting office, enabling him/her to have current access to the documents issued by the entrepreneur. On each account in InvoiceOcean, regardless of the subscription plan, one accountant can be added, which is not included in the limit of users provided in the active subscription plan.

Default system roles and custom roles


At the turn of 2018 and 2019, an option appeared in the system to create your own roles and assign them to people invited to an account in InvoiceOcean. Custom system roles are additional roles to those mentioned above and are defined entirely by the account owner or authorized person. That means that when assigning privileges to the invited person you can use ready-made system roles or create your own role as needed. 

Note: Custom roles can be defined in any way. The system roles available so far are unchanged and are subject to the same management as before: the scope of access for persons with the user and administrator roles can be specified after going to Settings > Account settings > Configuration > Users and privileges.


 

How to create cutom roles in nvoiceOcean


For each person (or group of people) invited to the system, a precisely matched role can be created. In order to create a new role, go to Settings > Users > Roles > Add a new role

At first you can name your role:



Note: the names of roles in the system cannot be repeated.
 

Creating your own role consists in selecting the appropriate checkboxes that indicate particular privileges in the system. The checkboxes that can be selected have been divided into 2 types of privileges: common privileges and administrator privileges. 
First, let's take a look at the list of common privileges and see what each checkbox means:
 


Invoices – this checkbox should be selected before granting access to one of the following privileges: 

Expenses – a person who has access to expenses will be able to go to the list of expense documents, view particular documents and add, edit, delete them and do other activities related to expenses. 

List – a person who has access to the list of documents will be able to view the list of income documents, however, if the permission to view, add, edit and/or delete documents is not granted when creating the role, it will not be possible to perform the above-mentioned activities on the listed documents. 
Access to the list of documents allows you to search and filter documents, as well as change the status of the invoice and export documents. 

Preview – a person with access to document preview will be able to preview income documents. Without the additional privileges to add, edit and delete documents, it will not be possible to create, change or delete documents. If such a person does not receive permission to preview the document list, it will only be possible to see the document via the direct URL link. 
The document preview privilege also allows you to print the document.

Creation – a person who has access to addition of documents will be able to create a new income document. If this person is not granted the preview privilege, when saving the document, this person will be redirected to the dashboard. Without the permission to edit and/or delete the document, it will not be possible to make changes to or delete the created document. 

Edition – a person who has access to edition of documents will be able to make changes to the content of the income documents. Note: this privilege can be assigned without granting access to the list and preview of documents! Such privilege can be used when editing documents via API; however, we recommend selecting the access to the list and preview of documents for people who are to edit documents manually in the system. 

Deletion – a person who has access to the removal of 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! Such privilege can be used when removing documents via API; however, we recommend selecting the access to the list and preview of documents for people who are to delete documents manually in the system. 
We also remind you that deleting documents in the system is an irreversible operation.

Clients – a person who has access to the Clients tab will be able to view the list of clients, manually create, edit and delete them, and to export their data. 
Note: A user who does not receive the “Customers” privilege will be able to call up (on the invoice) the client saved in the client database. Data of a non-existent client entered on the invoice by such a user will be saved on the account. 

Payments – a person who has access to the Payments tab will be able to preview payments, manually create, edit and delete them. This person can also link the payment to the invoice, even if they do not have access regarding invoices. In order to allow the user to import payments from the bank, it is necessary to grant him access to imports. 

Products – a person who has access to the Products tab will be able to preview the product list, manually create, edit and delete them, as well as to export the product list. Note: A user who will not be granted the “Products” privilege will be able to call up on the invoice products saved in the product database. Data of a non-existent product entered on an invoice by this person will be saved on the account if the setting of creating products on an invoice is selected in the account settings.

Warehouses – a person who has access to the Warehouses tab will be able to create, edit and delete warehouses in the system. This person will also be able to preview products, as long as they have also been granted access to products. 

Warehouse actions – a person who has access to warehouse actions will be able to track warehouse actions for particular products. With this privilege, we also recommend that the user receives access to warehouse documents, warehouses and products. 

Warehouse documents – a person who has access to warehouse documents will be able to preview the list of documents, create and edit them. Note: if the person creating the income or expense documents does not have access to the Warehouse documents tab, but the option of automatic generation of warehouse documents is active on the account, these documents will be issued.

Deletion – a person who has access to the removal of warehouse documents will be able to delete them permanently from the system.

Promocodes – a person who has access to the Promocodes tab will be able to preview the existing promocodes, as well as create new ones, edit and delete them. 

Reports – a person who has access to the Reports tab will be able to generate reports available on the account, as well as export them after they are generated.

Dashboard stats – a person who has access to dashboard stats will be able to see the financial summary of the company (or departments) for the current day, week, month and year.

Recurring invoices – a person who has access to the Recurring invoices tab will be able to preview the existing invoice cycles and create new cycles, as well as edit and delete them. Access to the above functions does not mean that any activity can be carried out in relation to the issued recurring invoices, unless additional privileges regarding invoices is granted.

Categories – a person who has access to the Categories tab will be able to preview existing categories, as well as create new ones, edit and delete them.

Imports – a person who has access to the Imports tab will be able to import to the account in InvoiceOcean data of clients, products, invoices, bank transactions and other data accepted by the system.

Points of sale – a person who has access to the Points of Sale tab will be able to preview, edit and delete previously configured POS. This person will also be able to configure new points of sale.


Another category of privileges are Administrator privileges:

 

Account settings – a person who has access to the account settings has the option of going to Settings > Account settings and managing the account configuration, as well as other settings, available in the menu on the left, under the Your Account tab.

Users – a person who has access to the Users tab has the option to go to Settings > Users, which means that it will be possible to invite new users to the account, as well as grant and change their privileges.

Roles – a person who has access to roles will be able to manage the privileges in particular roles.

Activities – a person who has access to account activities will be able to go to Settings > Activity. Please note that access to activities will be possible if this function is enabled on your account.

Departments – a person who has access to departments will be able to go to Settings > Company / department and preview the data contained therein. This person will be able to add new departments and companies as well as edit and delete them.

Invoice templates – a person who has access to invoice templates will be able to create, edit and delete their own templates in the account.


NOTE: Please note that some privileges apply to functions available in selected subscription plans, for example your own templates, recurring invoices, user privileges and others. In order for a person using the system to be assigned access to the selected function, an active subscription offering the given function is required and it must be activated in the account settings.
 

Assigning an employee to the account department and system access


The access to the system for an invited co-worker is also affected by the fact of assigning him to the account department/departments. A user assigned to a department (see how to do it ) will only have access to information available to his department in the account. Such a person will see/create/edit/delete documents only for available company departments.
Moreover, the system allows, for example, to assign a customer to a department,  or to assign a warehouse to a department.

Assigning a role to a person invited to the system

Assigning a role to a user can be done in two ways:
  1.  Giving a role to a newly invited employee; 
  2. Changing the role of a person who already uses an account in InvoiceOcean. 
 
  1.  To assign a role to a newly invited user, go to Settings > Users and use the Add/invite user option. After entering the e-mail address, password and repeating the password, you can select 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 an account in InvoiceOcean, go to Settings > Users and by the e-mail address of the selected user, on the right side, by clicking the settings gear wheel, select the edit option:
         

After opening the edit option, you can change the user’s role in the system:


 


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