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Permission groups allow you to control what users can see and do in AroFlo. You can create permission groups based on staff roles or responsibilities and assign users via their user profile.

Permissions may be applied to a particular segment of AroFlo such as invoices, types of segments such as sales or part invoices, or individual fields and functions that appear within a segment such as invoice notes or print/email functions.

Each segment provides the following access options:

  • List - controls the ability to view lists of items e.g: current task list, purchase order and invoice lists.
  • View - controls the ability to view/access individual items e.g: open a task, access print/email functions.
  • Create - controls the ability to create new items e.g: create a task, purchase order, invoice, etc.
  • Edit - controls the ability to edit individual items  e.g: edit a task, invoice, notes, etc.
  • Delete - controls the ability to delete/archive/remove individual items e.g: delete a task, archive a client, or remove an asset.


Pre-built permission groups

AroFlo features three pre-built permission groups that are suitable for office and field staff. You can also use these as templates to quickly create new permission groups.

Create a custom permission group

To create a custom permission group:

  1. Go to Site Admin > Settings > General > Permission Groups.

    Alternatively, you can create a new permission group directly from a user's profile, under Settings.

  2. To create from an existing group: select a pre-built permission group (left panel) and click Save as New (bottom right).
  3. To create from scratch: click + New Group.
  4. Enter a name for the permission group.
  5. Click + Add Group.
  6. Click (cog icon) to configure permissions for the group.

  7. Enable/disable access options, types, fields, and/or filters as required for each segment (see information below).

  8. When complete, click Save Group.


    Access Permission Groups

    Icon/Checkbox

    Description

    Edit the permission group name.

    Apply Template

    Apply an existing template to a new permission group.
    1. Create a new permission group.
    2. Click Apply Template.
    3. Select a template from the list.
    4. Click Use Template.
    5. Click Confirm to continue.

    Archive a permission group.

    Add a new permission group.

    Remove all currently applied permissions.

    AroFlo Segment



    Lists the key segments or areas of the AroFlo system.

    All access options are enabled.

    All access options are disabled.

    Some access options are enabled.

    Actions:




     


    Disable all access options for a segment.

    In order to disable an entire segment of AroFlo, you will first need to disable all related fields within other segments. For example, if you wish to disable Assets, you will need to disable all Asset fields that appear in other segments such as Quotes and Tasks.

    Displays the access options for the selected AroFlo segment on right hand side of screen.

    Access options, types, fields and filters

    Access Options 

    Used to set permissions for the selected segment.
    ListControls access to the segment's list view. For example, you may want to disable access to a current task list or invoice list.
    ViewControls the ability to view each item within the segment. For example, allows users to open and view the task or invoice details.
    CreateControls the ability to create new items within the segment. For example, you may want to prevent users from creating new clients or tasks.
    EditControls the ability to edit individual items within the segment. For example, you may want to prevent users from modifying task or invoice details.
    DeleteControls the ability to delete or archive individual items from the segment.
    Types                        Used to set permissions for specific types or areas of the selected segment.
    ListControls access to specific types or areas of the segment's list view. For example, you may want to allow access to task invoices or sales invoices only.
    ViewControls the ability to view individual items within a specific type or area of the segment. For example, you may want to allow users to open and view task invoices or sales invoices only.
    CreateControls the ability to create new items within a specific type or area of the segment. For example, you may want to allow users to create task invoices, but not sales invoices.
    EditControls the ability to edit individual items within a specific type or area of the segment. For example, you may want to prevent users from modifying schedules on a task.
    DeleteControls the ability to delete individual items within a specific type or area of the segment.
    Fields                          Used to set permissions to individual fields and functions available within a segment.
    ViewControls the ability to view fields or access functions within a segment. For example, you can reduce the number of fields on a task, or disable certain functions such as print or email.
    AddControls the ability to add items to a field. For example, you may want to allow users to add notes, but not documents and photos.
    EditControls the ability to edit items within a field. For example, you may want to restrict users from editing descriptions and notes.
    RemoveControls the ability to delete/archive/remove items within a field. For example, you may want to restrict users from deleting a task, archiving a client or removing an asset.
    Filters                               Used to set filters for specific segment list views.

    Quotes:

    Created by User

    Estimated by User


    Only show quotes created by the current user.

    Only show quotes that have the user set as the 'Estimator'.

    When both quote filters are ticked, a user (in this permission group) will only see quotes that have them listed as the creator OR the estimator.

    Tasks:

    Labour Created By or Assigned to User

    Assigned or Scheduled to User

    Material Take Stock from User


    Only allow editing of labour entries created by or assigned to the current user on a task.


    Only show tasks assigned or scheduled to the current user.


    If selected, will only show the current user, stock and custom holders in the "Take Stock From:" drop-down list in Task Materials.

    Purchase Orders:

    Purchased by User


    Only show purchase orders with materials assigned to the current user.

    Compliance Forms:

    Created By or Assigned to User


    Only show compliance forms created or assigned to the current user.


    Users:

    Current User


    Only show the current user in the Users list.

    Documents & Photos:

    Manager Only

    Admin Only


    Only show documents and photos with Manager Only filter setting.

    Only show documents and photos with Admin Only filter setting.

    Notes:

    Manager Only

    Admin Only


    Only show notes with Manager Only filter setting.

    Only show notes with Admin Only filter setting.

    Projects:

    Tasks Assigned to User


    Only show project tasks assigned to current user.

    Compliance Forms:

    Created By or Assigned to User


    Only show compliance forms created by or assigned to current user.

    Reports:

    Custom

    Standard


    Only show custom reports in the Reports Menu.

    Only show standard reports in the Reports Menu.

    Scheduling: Task Schedule Visiblity Restriction
    Visible Schedules


    Only show schedules for a set number of days, as set in the 'Task Schedule Visibility' setting. Otherwise let this user see all schedules into the future.

    Only show visible schedules (and do not show those ticked with Hidden). Otherwise let this user see all schedules, including those which are hidden.

    Event Messages: Manager / Base / Admin Performer


    Set this user to represent a performer. This is a temporary setting as AroFlo transitions to Permission Groups.

Disable a field

Certain actions such as view, add, edit and remove (delete or archive) can be disabled on fields and elements that appear within a segment.

  1. Go to Site Admin > Settings > General > Permission Groups .
  2. Under Actions, click (cog icon).
  3. In the panel on the right, click Fields.
  4. Find the required Field and select the action checkbox that you wish to disable.
  5. Click Save Group.

    Click to enlarge

Disable a segment

In order to disable an entire segment of AroFlo, you first need to disable all related fields within other segments before disabling the primary segment.

For example, if assets are not applicable to your business and you wish to disable this segment, you will first need to disable all asset related fields that appear in other segments such as Quotes and Tasks before you can disable the entire assets segment.

  1. Go to Site Admin > Settings > General > Permission Groups.
  2. Follow the steps above for disabling related fields within other segments.
  3. Under Actions, click (eye icon).
  4. Click Save Group.

Disable a type of segment

Certain actions such as list, view, create, edit and delete can be disabled for different types of segments. For example, you can allow users to access a list and/or individual project invoices but restrict creation and editing.

  1. Go to Site Admin > Settings > General > Permission Groups.
  2. Under Actions, click (cog icon).
  3. In the panel on the right, click Types.
  4. Find the required Type and select the action checkbox that you wish to disable.
  5. Click Save Group.


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