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User Management

User Management allows administrators to create and manage user accounts, assign roles and permissions, and control access to jobs and business units. The user management page is organized into three sections based on user type.

How to Manage Users 0:41
Administration setup page with user management section for adding and configuring users
Administration setup page where user management is accessed

User Types

User Type Description Access Level
Normal Users Standard system users who perform day-to-day ERP operations. Full ERP access based on assigned roles
HR Self Service Users Employees with limited access for HR-related self-service functions. View own HR data, submit leave, access payslips
Vendor Portal Users External vendors with portal access for procurement interactions. Respond to RFQs, view PO status, submit invoices

Adding a New User

  1. From the Home screen, click the Setup icon (three horizontal sliders) in the left navigation menu.
  2. On the Setup screen, click the Users button.
  3. The system displays the user management page with sections for Normal Users, HR Self Service Users, and Vendor Portal Users.
  4. In the appropriate user section, click the blue Add button.
  5. Complete the required fields in the Add User form (see table below).
  6. Click Save to create the user. The system automatically generates an employee number.

Required Fields

Field Description Required
First Name The user's first name as it will appear in the system. Yes
Last Name The user's last name. Yes
Email The user's email address. Used for login credentials and notifications. Yes
Mobile The user's mobile phone number. No
Department The department the user belongs to. No
Designation The user's job title or designation. No
Auto-Generated Employee Number

When you click Save, the system automatically generates a unique employee number for the new user. This number is used as an internal identifier throughout the system and cannot be changed after creation.

Editing User Permissions

After creating a user, you can configure their permissions across eight categories. To edit a user:

  1. Navigate to Setup > Users.
  2. In the Normal Users list, find the target user.
  3. Click the Edit icon (green pencil) on the right side of their row.
  4. The Edit User page provides buttons for each permission category.

Permission Categories

Category Description
Roles Assign functional security roles to the user. Roles determine which screens and actions are accessible. A user can have multiple roles.
Notifications Configure which system notifications the user receives, such as approval requests, document status changes, and alerts.
AC Approval Set approval permissions by Accounting Centre. Determines which accounting-related documents the user can approve.
Job Approval Set approval permissions by Job. Determines which project-related documents the user can approve for specific jobs.
Job Access Control which Jobs the user can view and work on. Users can only see data for jobs they have been granted access to.
Business Units (BU) Grant access to specific Business Units within the organization hierarchy.
BU Approval Set approval permissions by Business Unit. Simplifies approval assignment for users who approve across all jobs within a BU.
Zones Assign geographic or operational zones to the user. Zones can be used to organize users by region or operational area.

Managing Business Unit Access

  1. Click the Business Units button on the Edit User page.
  2. In the popup, select a unit from the dropdown menu.
  3. Click Add Access to grant it.
  4. To remove access, click the Delete icon (red trash can) next to the unit.
  5. Confirm deletion by clicking Yes.

Managing Business Unit Approvals

  1. Click the Business Unit Approval button on the Edit User page.
  2. Select a Business Unit from the dropdown.
  3. Select an Approval Role from the second dropdown.
  4. Click Add to assign the approval permission.
  5. Use Select All to grant approval for all BUs, or Delete All to remove all BU approvals.
  6. Confirm any deletions by clicking Yes.
Save After Changes

After making changes to any permission category, always click Save on the main Edit User page to ensure all changes are persisted. Navigating away without saving will discard your changes.

Best Practice: Principle of Least Privilege

Assign users only the roles and access they need to perform their job functions. Avoid giving everyone the Portal Admin role. Start with minimal permissions and add more as needed. This reduces security risks and ensures clean audit trails.