Roles & Permissions
JobNext restricts access to specific processes and functionality using Security Roles. A user is assigned one or more roles, and depending on those roles, the user gains access to the menu items, screens, and actions permitted by each role.
What Are Roles?
Roles are predefined sets of permissions that determine what a user can see and do within JobNext. Rather than assigning individual permissions to each user, administrators assign roles that bundle related permissions together.
- Roles define which menu items appear in the navigation for a user
- Roles control which screens a user can access
- Roles determine which actions (create, edit, delete, approve) a user can perform
- A user can have multiple roles simultaneously — their effective permissions are the union of all assigned roles
Viewing Roles
- Navigate to Setup > Roles.
- The screen displays all available roles in the system.
- Click on any role to see the pages and functions assigned to that role.
- Review the permission list to understand what access the role provides.
Roles are typically configured during initial system setup and are managed by the system administrator or the JobNext implementation team. The available roles may vary depending on your organization's configuration.
Common Roles
| Role | Description | Typical Permissions |
|---|---|---|
| Portal Admin | Full system administrator with access to all configuration and operational functions. | All screens, all actions, system settings, user management |
| Project Manager | Manages project setup, BOQs, estimates, and monitors project performance. | Job setup, BOQ management, estimates, project reports, dashboards |
| Site Engineer | Records field-level data including measurements, material issues, and daily progress. | Measurements, material issues, DPR entry, timesheets |
| Procurement Manager | Manages the procurement pipeline from requisitions through purchase orders. | MR, RFQ, PO creation and management, vendor management, SCM reports |
| Store Keeper | Manages inventory operations including receipts, issues, and stock tracking. | MRN, material issues, stock management, inventory reports |
| Finance Manager | Manages financial operations including vouchers, payables, receivables, and reporting. | Vouchers, payables, receivables, tax, financial reports, Tally integration |
| HR Manager | Manages staff records, attendance, leave, payroll, and HR compliance. | Staff directory, attendance, leave, payroll, HR reports |
| Billing Manager | Creates and manages customer invoices and billing cycles. | RA bills, invoices, billing contracts, receivables |
| Plant Manager | Manages equipment, fleet allocation, utilization, and maintenance. | Machine master, allocation, utilization, fuel tracking, plant reports |
| CRM / Sales | Manages prospects, enquiries, quotations, and trading operations. | Prospects, enquiries, quotes, sales orders, catalogs |
Assigning Roles to Users
Roles are assigned through the User Management interface:
- Navigate to Setup > Users.
- Find and edit the target user (click the green pencil icon).
- Click the Roles button on the Edit User page.
- In the popup, select roles to assign by checking the corresponding checkboxes.
- Click Save to apply the role assignments.
Multiple Roles
Users frequently need multiple roles to cover their job responsibilities. For example:
- A Project Manager who also handles procurement might need both the Project Manager and Procurement Manager roles.
- A small-office administrator handling multiple functions might need Project Manager, Finance Manager, and HR Manager roles.
- A senior executive needing view-only access across all areas might be assigned multiple manager roles for visibility.
When a user has multiple roles, their permissions are additive. If Role A allows access to screen X and Role B allows access to screen Y, the user can access both X and Y. Permissions are never subtracted by adding additional roles.
Roles vs. Approval Roles
It is important to distinguish between Security Roles and Approval Roles:
| Aspect | Security Roles | Approval Roles |
|---|---|---|
| Purpose | Control access to screens and functions | Control who can approve specific documents |
| Scope | System-wide | Scoped to Job, BU, or Accounting Centre |
| Assigned via | User Management > Roles button | User Management > Job Approval / BU Approval / AC Approval buttons |
| Example | "Finance Manager" role gives access to voucher screens | "PO Approver Level 1" approval role lets user approve POs for specific jobs |
Periodically review role assignments to ensure they reflect current job responsibilities. When employees change roles or departments, update their security roles promptly to maintain proper access control.