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Quantum VS Help: File Maintenance |
Roles and User Records are linked together in Quantum VS. This section covers:
Understanding Roles And Users - see below
User records must be created for each person who may access Quantum VS. Each user is assigned a Role based on their position and responsibilities within the company: this controls which areas and features of Quantum VS the User can access.
When setting up Quantum VS you should create some Roles (see Creating Roles) before creating User records (see Creating Users). Later on you may wish to create additional Roles and perhaps reassign users' Roles on their User records (see Editing User Records).
When Quantum VS is first installed only one Role will be available - Admin. The Admin user is a 'super user' role which exists purely to allow one or more individuals to set up and amend Roles, as follows:
The 'Admin' user creates the initial Roles and Users who will be working with Quantum VS. Some of the Users created may be assigned a Role (e.g. 'System Administrator') which gives them sufficient Quantum VS privileges to create/amend Roles and Users themselves.
These Users with sufficient privileges - such as System Administrators - may now log in and, in addition to the Admin user, create/edit further Users and Roles and configure other areas of Quantum VS.
Role records control the areas and features of Quantum VS a User assigned that Role may access, based on their job within your company. The Admin User or System Administrator may set up as many Roles as required. See Creating Roles.
For example:
Role A - System Administrator: Users assigned the System Administrator role/status would generally be allowed to access all areas and features of Quantum VS. They will typically be responsible for setting up and amending the various control records and files in your business.
Role B - Purchasing Manager: Users assigned this role would be responsible for Purchasing-related tasks, such as raising Purchase Orders and working with Goods Received Notes and Supplier Returns, and running certain Processes and Reports.
Role C - Accounts Clerk: Users assigned this role would be responsible for Accounts-related tasks, such as Purchase Invoice Registration And Matching.
Role D - Sales Manager: Users assigned this role might be responsible for a team of Sales staff. Therefore they might have access to all Sales Desk features, have the ability to run certain Processes and Reports, and have the ability to set up and amend certain control records, files and documents.
Role E - Sales Person: Users assigned this role might be Sales staff based in retail, warehouse or office premises who deal with customers face-to-face or via telephone. They would typically only have access to certain Sales Desk functions, such as the ability to raise Sales Orders, Quotes and perhaps Credit Notes.
Role F - Bar Code Scanner: Users assigned this Role would be those employed in a warehouse handling stock in procedures such as goods receipt, picking and despatch, and bin relocation of stock. They would be classified as a 'scanner user' in their User record and hence would be able to log into the Quantum VS scanner software for scanning purposes, but would not be able to log into Quantum VS itself.
Roles are assigned to a User when the User record is created. Users may be assigned one or more Roles.
Users' Roles may be reassigned within their User records (see Editing User Records).
You may also edit existing roles - see Editing Role Records.
The Admin User or System Administrator will need to create User records for each person who will be using Quantum VS in your business/organisation. See Creating Users.
Remember: Roles must be defined before User records can be created.
Each User record defines a number of attributes for each user, including their User Name and Password, plus their user-related system settings. Each user is also assigned one or more Roles.
It is also possible to locate and open saved User records using the Finder - see Finding Users - and then amend them - see Editing User Records. See Viewing User Records for examples of what a user record may look like and the various tabs and fields they contain.
User Permissions are another name for the areas and features of Quantum VS the User can access.
User Permissions are permanently enabled or disabled for a User via the Role they have been assigned - see Creating Roles.
User Permissions may be switched on or off for the current session only by selecting Tools > User Permissions from the Toolbar - Main Menu to display the Edit User Session Permissions Window (requires supervisor permissions). Check the boxes to allow permissions to the relevant application functions, then click OK. The procedure is similar to that used when Creating Roles.
Note: Newly-created User Permissions are typically not set for a User when upgrading to a new release of Quantum VS.
NEXT: Role Maintenance