User Capabilities
Go to: Users → User Capabilities
Capabilities control individual actions, such as viewing a sales order or approving a payment entry. Use this screen to grant or restrict permissions for a particular user beyond their assigned roles.
Change a User’s Permissions
Select the User
Choose the account from Select User and wait for its current permissions to load.
Choose a Module
Select the relevant module tab, such as Sales or Financials. Each row represents a screen or capability group. The available columns depend on the actions supported by that screen.
| Action | What it controls |
|---|---|
| View | Open or view the screen’s records |
| Modify | Create or change records where that capability applies |
| Delete | Delete records where deletion is supported |
| Approve | Perform the screen’s approval action |
| Assign | Assign supported records to users |
| View_all | Broader record visibility where that screen supports it |
Review the Checkboxes
Check a permission to enable it, or clear it to restrict it for the selected user. Use Select All controls only when the whole group of permissions is intended.
For example, to allow a finance user to approve sales orders, open Sales and review View and Approve on the Sales Order row. This changes that user’s access rather than the shared Finance role.
Save
Click Update. The button becomes available after a user is selected, loading has finished, and permissions have changed. Wait for the success message, then review the affected user’s access.
Subscription and Seat Limits
Individual grants cannot enable modules or features outside the organization’s active subscription. A user also needs the appropriate seat or portal access. Changing a checkbox does not add a subscription entitlement or allocate a seat.
Users with the Admin role receive their effective access through Admin and the subscription; individual restrictions should not be used to reduce that role’s access. The default Admin’s protected access cannot be removed through ordinary overrides. Customer portal grants are limited to customer portal capabilities.
Features and Premium Features
Go to: Users → User Actions. The screen title is Feature & Premium Features.
This screen manages feature permissions for a selected user. It is not an activity log.
- Select the user.
- Review the feature checkboxes.
- Enable or disable the required feature permissions.
- Click Update and review the result.
User Capabilities also includes a premium-feature section for features available in the organization’s active subscription. Enabling a feature for one user does not purchase it or change the organization’s subscription limits.
For recorded changes, open the Audit Trail Report.
Troubleshooting
| Situation | What to check |
|---|---|
| Update is disabled | Select a user, wait for loading, and make a permission change |
| A permission is unavailable | Confirm that the action exists for that screen and is included in the subscription |
| A user has permission but cannot access ERP modules | Check account status and seat allocation |
| A user can view a document but cannot approve it | Review the separate approval capability |
| A change is rejected for an Admin or Customer account | Check the protected Admin rules or customer portal access restrictions |
See Roles & Permissions and Seat Allocation for the other parts of user access.