User Roles and Permissions Explained
Learn how our Roles settings work in shopVOX to prevent team members from accidentally messing with settings they shouldn't be.
What are Roles?
User roles are how you set permissions and internal controls inside your shopVOX account.
This gives your account added security, and allows you to tailor each users experience to one that fits their role in your company, and hide those that do not.
We load the following Roles as defaults to give you a good starting point.
- Super User - for non-admin users that you want to have access to settings
- CSR -
- Designer -
- Sales -
What are Permissions?
A Role is defined by set of Permissions and each Permission is explained below in detail.
How to Setup User Roles and Permissions
How to Apply Roles to Users
Permission Setting Types
- Full / View / None - Can users edit, view, see different features.
- Full - Ability to Add/Modify/Delete
- View - Ability to Read Only
- None - No access at all
- Show/Hide - Options are mainly for UI elements if they can be displayed or not.
- Show - Make it visible
- Hide - Hide this info
List of Permission Settings and Descriptions
1. Account Settings
Account Settings are generally given to Store admin, in order to create/edit Users,Settings, Features, ability to create/edit Role, Categories, Notifications etc, as shown in image, red highlighted.
2. Companies/ Customers Tab
This is to show or hide the Customers tab.
3. Contacts Tab
This is to show or hide the Customer contacts & Vendor contacts
4. PCS ( Production Control System ) Settings
PCS settings are used to setup basic Pcs settings, Workflow Stages, Workflow Templates and Machines.
This is to show/hide Jobs
6. Restart Job
This permission is to restart Job
7. Hide Order # on Job/Order Board
This setting is to hide Order #
8. Due date on Job/Sales Order Update.
Access to update Due date on Job or Sales Order.
This setting is to show/hide Reports
10. Hard due date Update.
This permission allows to update Hard due Date on Job.
11. Art due date Update.
This permission allows to update Art due Date on Job.
12. POS ( Point Of Sale ) Settings
POS is a way to record all your monetary transactions with your customers.
These settings give you access to general settings ( to set default sales rep, default sales tax, default term codes, Commissions etc.) Pricing, COA setup, Payment methods, Collections, Shipping Methods etc.
This setting is to show Quotes list.
14. Sales Orders
This setting is to show Sales Orders list.
15. cPortal (Customer Portal) Orders
This setting is to show cPortal orders list.
This setting is to show Invoices list.
17. Purchase Orders
This setting is to show Purchase Orders list.
18. Purchase Orders State Inline Edit
This setting enables Inline edit of State of Purchase Orders, as shown in image.
19. Material Receipt
This setting give us access for Material Receipt
20. Matl. Reqs( Material Requisition)
Material Requisitions (Matl.Req) in a simplistic form you can think of like your shopping list for your shop.
This permission gives us access for Material Requisition(s)
21. Matl. Reqs Inline Edit
This setting gives access to inline edit of Material Requisitions
22. Matl. Reqs Approve
This setting is to Approve Material Requisitions but the setting: inline edit of Material Requisitions must be enabled.
23. Matl. Reqs Reject
This lets the user to Reject Material Requisitions but setting: inline edit of Material Requisitions must be enabled
24. Ability to export to CSV
This gives an ability to get CSV files of Quotes/ Sales Order/ Invoices, Payments, Refunds etc.
25. Display Totals in Index page
This permission is to view Totals of Quotes, Sales Orders, Invoices, Payments on their respective index.
26. Sales Leads
This is to give access to Sales leads
This permission is to view Payments recorded.
This setting is to view list of Refunds issued.
This setting is to view Commissions in full or not
30. BI( Business Intelligence) Dashboard
BI gives you access to Sales Funnel, Product Mix, Conversion ratio etc.
31. Cash Drawer Dashboard
This setting gives user access to see payments by Payment method and by Created date and Paid on.
32. Shop Wide Require Attention Dashboard
This Dashboard is the bird's eye view of your store, where user can view quotes, orders, invoices etc.
33. CRM Dashboard (Customer Relationships)
CRM is used to manage and analyze customer interactions
This dashboard shows Sales leads and Customers by Source, Industry and Sales.
34. Transactions Dashboard
Shows Quotes, Sales Orders and Invoices list together.
35. Emailed Documents
Shows list of Emailed documents (Quote, Work Order, Invoice, Payments, Purchase Orders, Material receipts)
36. Transactions Tab
Transactions tab gives you access to Quotes, Sales Orders, Invoices, Payments etc as shown in image.
37. Transactions Markup and Costs.
This setting is to show/ hide the Markup and cost on estimate screen. The below image is when markup and costs are hidden.
38. Projects Tab
This gives user access to Projects list
39. Inventory Dashboard
Inventory feature in shopVOX is used to trace either "Products" or "Materials" in your company.
This permission is to show or hide the Inventory Dashboard
40. Filter By Sales Rep
Sales rep's are selected on Customers, Sales Leads, Projects and Quotes/Sales orders/Invoices, Jobs.
True : User can only view their customers, contacts and transactions
False: Can view all customers, contacts and transactions
41. Filter By Project Manager
Project Manager can be selected on Job, Quote, Sales Order, Invoice, Project
True: User can only view their Jobs, projects, transactions
False: Can view all jobs, projects, transactions
42. Quote Approve
This setting lets the user to choose the status Approved on Quote(s).
43. Quote Internally Approve
This setting enables user to choose the status Internally Approved on Quote(s)
44. Marking of Post/Un-Post
This permission is to manually mark Invoice, Payment as Posted or Un-posted.
In Default the status is Un-posted and when transaction got posted then the status shows Posted.
If you don't want a transaction to post to your Accounting software, you can mark Posted.
If you have updated transaction and wanting to resend the updated ones then mark Un-post in order to sync updated transaction.
45. Show Transaction Totals Summary
This setting is to view the totals of transactions with summary
46. No Charge Status Update:
User will not have access to pick 'No Charge' and 'No Charge Approved' statuses on Quote, if this setting is enabled.
47. COA ( Chart Of Accounts) Line Item
The User will be restricted based on level of permission to access Income Account, COG Account on Line Item.