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Permissions Glossary

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Overview

Permissions in Flex are organized into different sections which are listed below.

Business Operations Permissions

Find each permission below. The description of each permission describes what happens when that permission is DENIED to a user.

Can Manage Icon Library
If this permission is DENIED, the user will not be able to view the Icon Library (on the System Settings menu).

Can Manage Critical Settings
If this permission is DENIED, the user will not be able to edit Project Settings (on the Projects menu). 

The user will not be able to view the following areas:

  • Automated Functions (on the System Settings menu)
  • Business Locations (on the System Settings menu)
  • Business Rules (on the System Settings menu)
  • Corporate Identities (on the System Settings menu)
  • Currencies (on the System Settings menu)
  • Departments (on the System Settings menu)
  • GL Accounts (on the System Settings menu)
  • Holiday Schemes (on the System Settings menu)
  • Numbering Schemes (on the System Settings menu)
  • Payment Methods (on the System Settings menu)
  • Payment Terms (on the System Settings menu)
  • Pricing Models (on the System Settings menu)
  • Production Tasks (on the System Settings menu)
  • Printers (on the System Settings menu)
  • Printer Templates (on the System Settings menu)
  • Report Groups (on the System Settings menu)
  • Resource Types (on the System Settings menu)
  • Safe Work Methods (on the System Settings menu)
  • Shipping Methods (on the System Settings menu)
  • Skills and Qualifications (on the System Settings menu)
  • Standard Discounts (on the System Settings menu)
  • Status Options (on the System Settings menu)
  • Units of Measure (on the System Settings menu)
  • Suggestion Types (on the Inventory menu)
  • Custom Reports (on the Reports page)
  • Download Source Code (on the Reports page)
  • Report Preferences (on the Reports page)
  • Static Reports (on the Reports page)

Can View Pricing Information
If this permission is DENIED, the user will not be able to view the following areas:

  • Default Terms and Bill Rates of a contact entry
  • The Pricing tab of an inventory model
  • The Pricing tab of a service offering
  • Pricing Models (on the System Settings menu)
  • Standard Discounts (on the System Settings menu)
  • Service Offerings (on the System Settings menu)
  • Payment Terms (on the System Settings menu)

Can Manage Pricing Information
If this permission is DENIED, the user will not be able to manage/edit the following areas:

  • Bill Rates (on a contact entry)
  • The Pricing tab of an inventory model
  • The GL Accounts tab of an inventory model
  • The Pricing tab of a service offering
  • The GL Accounts tab of a service offerings
  • Pricing tiers in a pricing model

Can View Sensitive Search Fields
If this permission is DENIED:

  • The user will not be able to view Sensitive Search Fields (on the System Settings menu)
  • The user will not be able to view any field value whose field type has been marked Sensitive = Yes in the sensitive field type list (on the System Settings menu).
    • This applies to fields in the calendar and project pages (like Projects > Quotes)

Can Manage Sensitive Search Fields
If this permission is DENIED, the user will not be able to adjust Sensitive Search Fields "Sensitive" column values (on the System Settings menu).

Commerce Permissions

Find each permission below. The description of each permission describes what happens when that permission is DENIED to a user.

Can View Commerce Settings

Can Manage Commerce Settings

Contact Management Module Permissions

Find each permission below. The description of each permission describes what happens when that permission is DENIED to a user.

Can Create and Manage Contacts
If this permission is DENIED :

  • The user will not be able to create a new contact.
  • The user will not be able to edit any contact details.
  • The user will not be able to view New Contact and New Company (both on the Contacts menu).
  • The user will not be able to merge duplicate contacts.

Can Delete Contacts
If this permission is DENIED, the user will not be able to delete or merge contacts.

Can View and Search Contacts
If this permission is DENIED :

  • The user will not be able to open a contact entry and view contact details.
  • The user will not be able to enter a contact on any element (quote, invoice, PO, pull sheet, etc).
  • The user will not be able to view the Contact Manager (on the Contacts menu).
  • The user will not be able to view Staff Availability Search (on the Contacts menu).

Can View Contact Financial Information
If this permission is DENIED:

  • The user will not be able to access the Insurance for a contact.
  • The user will not be able to access the Default Terms for a contact.

Can Manage Contact Financial Information
If this permission is DENIED:

  • The user will not be able to add or edit new contact Insurance records.
  • The user will not be able to add or edit the contact's Default Terms.

Can Remove Contact Emails From Email Workflow
If this permission is DENIED, the user will not be able to remove contact emails from email Workflow.

Can Administrate Contact Management Settings

Core System Permissions

Find each permission below. The description of each permission describes what happens when that permission is DENIED to a user.

Authenticated User
If this permission is DENIED, the user will not be able to access any area of Flex.

System Administrator
If this permission is DENIED, the user will not be able to view the following areas:

  • Contact Types (on the Contacts menu)
  • Referral Sources (on the Contacts menu)
  • Automation Profiles (on the Financials menu)
  • E-Mail Templates (on the Projects menu)
  • Project Settings (on the Projects menu)
  • Workflow Jobs (on the Projects menu)
  • Backup History (on the System Settings menu)
  • Barcode Printing (on the System Settings menu)
  • Custom Fields (on the System Settings menu)
  • Password Policies (on the System Settings menu)
  • Sales Tax Rules (on the System Settings menu)
  • Security Policies (on the System Settings menu)
  • Sound Clips (on the System Settings menu)
  • Sound Themes (on the System Settings menu)
  • Terms & Conditions (on the System Settings menu)
  • Manually Mark Line Item(s) as Returned (on the Return scanning screen)

User Administrator
If this permission is DENIED, The user will not be able to view the Users and Security Groups options (on the System Settings menu).

Can Change Password
If this permission is DENIED, the user will not be able to view the Change Password option on the Profile menu.

Financial Permissions

Find each permission below. The description of each permission describes what happens when that permission is DENIED to a user.

Can View Financial Documents
If this permission is DENIED, the user will not be able to view any financial documents (quotes, invoices, POs, received payments, credit memos, etc.) The user will still be able to view other elements, like pull sheets, manifests, crew calls, etc.

Can Edit Financial Documents
If this permission is DENIED, the user will not be able to execute the following actions on any financial document:

  • Add line items (inventory, services, etc...)
  • Delete line items
  • Create custom subtotals
  • Apply trading terms
  • Edit line item details (type, quantity, notes, time, price, etc...)
  • Check or uncheck line item mute boxes (WM, PM, TM, LM, NM)
  • Reset pricing
  • Edit Header Information
  • Add child elements
  • Add notes
  • Execute workflow actions
  • Execute logistic actions
  • Execute financial options

Can View Sensitive Financial Views
If this permission is DENIED, the user will not be able to view any document view marked as sensitive (in the Project Element settings).

Can Execute Pricing Recalculations

Can Manage Financial Document Definitions
If this permission is DENIED, the user will not be able to view Fee Matrices on the Financials menu.

Can View Aggregation Reports

Inventory Module Permissions

Find each permission below. The description of each permission describes what happens when that permission is DENIED to a user.

Can Add New Inventory
If this permission is DENIED, the user will not be able to add new inventory models or add new serial units to an inventory model.

Can Delete Inventory Items
If this permission is DENIED, the user will not be able to delete inventory models or serial units.

Can View Inventory
If this permission is DENIED, the user will not be able to view inventory items. The user will still be able to see inventory names in the inventory browser, but will not be able to open them and view details.

The user will not be able to view the following areas:

  • Inventory Worksheet (on the Inventory menu)
  • Inventory Manager (on the Inventory menu)
  • ROI Dashboard (on the Inventory menu)
  • Resolve Shortages (on the Inventory menu)

Can Manage Inventory
If this permission is DENIED, the user will not be able to view the Inventory Worksheet, Inventory Settings, and Maintenance Procedures (all on the Inventory menu).

The user will not be able to execute the following actions:

  • Create new inventory items
  • Edit existing inventory items
  • Copy inventory items
  • Mark a serial unit as out of commission (OOC)
  • Add units to or remove units from a container (i.e. serialized package, and serialized storage containers)
  • Create or edit Equipment Lists, including Finalize and Unfinalize

Can View Inventory Financial Information
If this permission is DENIED, the user will not be able to see view the Pricing tab, replacement cost, average cost, purchase cost, and depreciation fields on inventory model pages.

Can Manage Inventory Financial Information
If this permission is DENIED, the user will not be able to adjust the depreciation fields or the pricing of an inventory model.

Can Change Quantities
If this permission is DENIED, the user will not be able to manually change quantities of a non-serialized model (on the Qty tab of the inventory model page).

Can Manage Maintenance Procedures
If this permission is DENIED, the user will not be able to log maintenance on an inventory item.

Can Browse & Search Hidden Items
If this permission is DENIED, the user will not be able to view any inventory item that is marked as hidden in its settings.

Can Manage Inventory Groups
If this permission is DENIED :

  • The user will not be able to see the Inventory Tree Configuration icon in the Inventory Browser and configure inventory groups.

Can Scan Equipments In & Out
If this permission is DENIED, the user will not be able to scan any item in or out on any warehouse/scanning screen (prep screen, return screen, free scan in screen, free scan out screen, etc).

Can Virtually Scan Serialized Items
If this permission is DENIED, the user will not be able to virtually scan serialized items. (They will still be able to virtually scan non-serialized items).

Can Virtually Scan All Items In/Out
If this permission is DENIED, the user will not be able to use the Scan All Items In/Out option in the Workbench Menu of the prep screen and return screen.

Can Force Shortage During Scan Process
If this permission is DENIED, the user will not be able to scan gear (on the prep screen) to a job if that gear is already booked on another job during the same time period. (A prompt window will appear saying that “Taking this item will create a shortage” and the ACCEPT button will be greyed out and unusable).

Can Perform Mark As Overrides

Can Manage Warehouse Prompts
If this permission is DENIED, the user will not be able to view the Manage Prompt Preference or Enable All Prompt options when on any warehouse/scanning screen.

Can Conduct Inventory Counts
If this permission is DENIED :

  • The user will not be able to access any inventory counts, including Current Counts (on the Warehouse menu) and Scheduled Inventory Counts (on the Inventory Menu).
  • The user will not be able to use the Reset for Physical Inventory Count option in the Workbench Menu of inventory models.

 

Project Management Module Permissions

Find each permission below. The description of each permission describes what happens when that permission is DENIED to a user.

Can View Project Elements
If this permission is DENIED, the user will not be able to open any element (quote, invoice, pull sheet, etc), or view any of the element lists from the Projects menu.

When the user logs in, calendars will not be visible, since calendars contain elements.

Can Delete Project Elements
If this permission is DENIED, the user will not be able to delete any element (quotes, invoices, pull sheets, etc).

Can Manage Project Elements
If this permission is DENIED, the user will not be able to create a new element (quote, invoice, pull sheet, etc).

The user will not be able to execute the following actions on any element:

  • Add line items (inventory, services, etc...)
  • Delete line items
  • Paste line items
  • Create custom subtotals
  • Apply trading terms
  • Edit line items details (type, quantity, notes, time, price, etc...)
  • Check or uncheck line item mute boxes (WM, PM, TM, LM, NM)
  • Reset pricing
  • Assign staff to labor roles
  • Clear staff from labor roles
  • Edit header information
  • Add child elements
  • Copy (the entire element)
  • Delete (the entire element)
  • Move (the entire element)
  • Add notes
  • Execute workflow actions
  • Execute any logistic actions
  • Sort line items on equipment lists
  • Create a partial pull sheet
  • Finalize or Unfinalize equipment lists

Can Change Document Numbers
If this permission is DENIED, the user will not be able to change an element’s document number (a lock appears next to the document number when the user enters the Edit Header window).

Can Configure Project Elements
If this permission is DENIED, the user will not be able to view the following areas:

  • Element Definitions (on the Projects menu)
  • Workflow (on the Projects) menu

Can Configure Conflict Resolvers
If this permission is DENIED, the user will not be able to view Conflict Resolvers (on the Projects menu).

Can Manage Calendar Templates
If this permission is DENIED, the user will not be able to edit any calendar settings (e.g. Element Types, Global Status, Location, EDIT button settings), except on their own My Calendar.

The user will not be able to view Calendar Templates (on the Projects menu)

Can Sync With Google Calendars
If this permission is DENIED, the user will not be able to view Google Calendar Settings on the calendar screen.

Can View Tasks for All Users
If this permission is DENIED, the user will not be able to view any other task except their own. When this permission is GRANTED, the user will see a check box along the top of the To Do List tab that says “Show for All Users”.

 

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