Roles & Permissions
Go to: Users → Roles
A role groups capabilities, which are permissions to perform particular actions in ERPX. A user can have several roles. Start with roles that fit the person’s job, then use User Capabilities for individual exceptions.
Access also depends on the organization’s active subscription and the user’s seat or portal access. Assigning a role does not unlock modules or features outside the subscription. Admin access remains subject to subscription access.
Built-in Roles
These role names are provided by the current role catalog. Inspect a role’s capabilities for its exact permissions; the department descriptions below are summaries.
| Role | Intended area |
|---|---|
| Admin | Organization administration and subscribed ERP functionality |
| Sales Manager, Sales Officer | Sales work and reports |
| Purchase Manager, Purchase Officer | Purchasing work and reports |
| Finance Manager, Finance Officer | Financial work and reports |
| HR Manager, HR Officer | Human resource work and reports |
| Inventory Manager, Inventory Officer | Inventory work and reports |
| Manufacturing Manager, Manufacturing Officer | Manufacturing work and reports |
| Project Manager, Project Officer | Project work and reports |
| CRM Manager, CRM Officer | Customer relationship management |
| Export Doc Manager, Export Doc Officer | Export documentation |
| Quality Inspection Manager, Quality Inspection Officer | Quality inspections |
| Support Manager, Support Officer | Support work |
| Scan Station Operator | Scan station operations |
| Employee | Employee portal access |
| Customer | Reserved customer portal access |
The Customer role is managed through the customer portal workflow and is not available for ordinary role assignment in the user form.
View a Role
Open a role from the Roles list to review its Role Name, Status, and Capabilities. Use this list to confirm the actions the role includes before assigning it to a team.
Create a Custom Role
- Click Add Role on the Roles list.
- Enter a unique Role Name and choose Status.
- Search and select the required Capabilities.
- Click Add Role to save.
- Assign the role to the appropriate users and review their effective access.
Choose only the capabilities needed for the job. Some actions, such as approvals, require their own capability rather than just permission to view the document.
Duplicate an Existing Role
Open a role, click Duplicate, and confirm Yes, Duplicate. The new role form is prefilled with the original role’s capabilities. Give the copy a new name, adjust the capabilities and status, and click Duplicate Role.
This creates a separate role; it does not change the original role.
Assign Roles to Users
Select one or more roles in the Role field when creating or updating a user. To update several users together, select their rows on the Users list and choose Actions → Assign Roles or Actions → Remove Roles.
The default Admin’s protected access cannot be removed. Role changes can also allocate or release seats; review Seat Allocation when moving people between ERP work and employee portal access.
Individual Permissions and Work Assignment
- Use User Capabilities to grant or restrict individual actions for one user.
- Use User Assignment Rules to choose who receives supported documents. An assignment does not itself grant permission to open or modify a document.