Intro to User Permissions
User Permissions
Every user in OpenBoxes has a permission level that controls what they can see and do in the system. These permissions can be set for the whole system, or for a specific location. The main permission levels are:
- No access - Can log in but can’t see or do anything. If you have no access to the whole system that is probably an error - email your administrator. But you can also have no access by default and be given access only to specific locations
- Browser - can view all pages and reports in OpenBoxes, but cannot edit anything. This is good for stakeholders who want to see data, but aren't actually working in the supply chain
- Requestor - Can log into a dedicated requesting location and submit an e-request. See configuring e-requests from non-depot locations
- Manager - can do everything a browser can do, plus can create shipments, orders, and other transactions
- Admin - can do everything a manager can do, plus can rollback shipments, do data imports, and create locations, products, users, stock lists, and people
- Superuser - can do everything a manager can do, plus can rollback receipts, impersonate other users, and do mass data changes. Usually only 1-2 superusers per organization.
Additional permissions can be added to the base permissions above:
- Financial user - can see pricing data in the system. If you do not have this permission, all pricing data will be blurred out or show as zero
- Purchase approver - can approve and place a PO; can edit or rollback a PO after it is placed. Must also have manager or higher permission as a base.
- Request approver - Can be added to a request as an approver, can log in and approve an e-request. See configuring e-requests from non-depot locations
- Invoice user - Can create and submit invoices. Must also have manager or higher permission as a base.
- Product manager - Can use the product merge function. Must also have admin or higher permissions as a base
Administrators can also set the type of notification emails the user will get. Users who do not have notifications added will not receive emails.
Most help articles assume that the user has manager and financial user permissions.
Browsers will be able to follow the instructions for viewing data and for running reports, but will be prevented from doing the tasks under the create and edit sections.
Non-financial users will see blurred data or zeroes where the example in the manual shows financial data.
Tasks that must be done by an administrator or superuser are separated out into their own sections in the knowledge base. See Administrator Guide.
The table below gives a detailed overview of what each permission level can do in the system:
| Browser | Manager | Admin | Superuser | |
|---|---|---|---|---|
| View inventory | Yes | Yes | Yes | Yes |
| Run reports | Yes | Yes | Yes | Yes |
| Ship and receive shipments | No | Yes | Yes | Yes |
| Adjust inventory | No | Yes | Yes | Yes |
| Create purchase orders | No | Yes | Yes | Yes |
| Roll back shipments | No | No | Yes | Yes |
| Create products | No | No | Yes | Yes |
| Create users | No | No | Yes | Yes |
| Create stock lists | No | No | Yes | Yes |
| Create locations | No | No | Yes | Yes |
| Create people | No | No | Yes | Yes |
| Import data | No | No | Yes | Yes |
| Roll back receipts | No | No | No | Yes |
| Edit/Delete transactions | No | No | No | Yes |
View my User Profile
- In the upper right hand corner, click on the profile icon. You can see your username with your permission level next to it in brackets. If you need to change your user permissions, contact your administrator.
- You can edit your user profile or logout.
To learn more about editing your profile, please see this document - Updating your Profile.