User Permissions
User Permissions restrict a user to access only specific documents of a given Document Type. For example, a salesperson can only see Customers assigned to their territory.
User Permissions defined for one Document Type also apply to related Document Types through Link Fields. For instance, if a user has a User Permission on a specific Customer, it will also restrict which Sales Orders and Quotations they can see (those linked to that Customer).
Setting User Permissions
- Go to Users and Permissions > User Permissions.
- Click New.
- Select the User you want to restrict.
- Check Allow or select Is Default if this should be the default permission.
- Select the Document Type (e.g., Customer, Supplier, Territory).
- For each document type, select the specific record(s) the user can access.
- Click Save.
Common Use Cases
| Scenario | User Permission On |
|---|---|
| Salesperson sees only their territory | Territory |
| Salesperson sees only their customers | Customer |
| Warehouse manager sees only their warehouse | Warehouse |
| Department head sees only their cost center | Cost Center |
| Branch accountant sees only their company | Company |
How It Works
When a user has a User Permission set on a document type:
- They can only see and select those specific records in dropdowns
- Reports are automatically filtered to show only their permitted data
- Linked documents inherit the restriction (e.g., Customer permission limits visible Sales Orders)