The User Management and Workflow system ensures:
Controlled access to system data
Defined responsibilities
Approval-based governance
Data security
Audit compliance
This module helps organizations:
Prevent unauthorized access
Implement maker-checker controls
Track user activity
Enforce approval hierarchy
User Creation
Role Management
Role Permissions
User Permissions (Data Restrictions)
Approval Workflows
Audit Trail
Navigate to:
Settings → Users → New
Enter:
User Email (Login ID)
Full Name
Role(s)
Default Company
Default Role Profile
Save and enable the user.
Roles determine what a user can do.
Examples:
Sales User
Purchase User
Accounts User
Production User
System Manager
A user may have multiple roles depending on responsibilities.
Users can be:
Enabled (Active)
Disabled (Inactive)
Disable users when employees leave the organization.
System supports:
Strong password policy
Two-factor authentication (if enabled)
Session timeout
A Role defines:
Access to modules
Access to documents
Level of permission (Read / Write / Submit / Cancel)
Navigate to:
Settings → Role → New
Enter:
Role Name
Module access
Save.
Navigate to:
Settings → Role Permission Manager
Select:
Document Type
Role
Define permission levels:
Permission -> Meaning
Read -> View document
Write -> Edit document
Create -> Create new record
Submit -> Confirm transaction
Cancel -> Reverse transaction
Delete -> Remove record
Permissions can be set at different levels:
Basic access
Owner-only access
Company-level access
This ensures sensitive data is protected.
User Permissions restrict access to specific data.
Example:
Sales user can only see assigned customers
Store user can access only one warehouse
Accounts user limited to specific company
Navigate to:
Settings → User Permission → New
Define:
User
Document Type (Customer / Warehouse / Company etc.)
Allowed Value
Save.
Role -> Restriction
Sales Executive -> Only assigned Territory
Store Manager -> Specific Warehouse
Branch Manager -> Specific Company
Purchase Officer -> Specific Supplier Group
Always combine:
Role Permissions
User Permissions
For stronger control.
Workflow enables approval hierarchy.
It ensures:
Maker-Checker process
Multi-level approvals
Controlled submission
Purchase Order approval
Sales Order approval
Expense approval
Payment approval
Leave approval
Navigate to:
Settings → Workflow → New
Define:
Document Type (e.g., Purchase Order)
Workflow States
Transitions
Allowed Roles
States:
Draft → Pending Approval → Approved → Rejected
Transitions:
Purchase User submits → Pending Approval
Manager approves → Approved
Manager rejects → Rejected
Define:
Who can approve
Who can reject
Who can edit in each state
This prevents unauthorized modifications.
System can:
Send email alerts
Display dashboard notifications
Highlight pending approvals
Example:
PO up to INR 50,000 → Manager approval
PO above INR 50,000 → Director approval
This can be configured using:
Multiple workflow levels
Role hierarchy
Role Profiles allow grouping of roles.
Example:
“Sales Executive Profile” may include:
Sales User
CRM User
Simplifies user creation.
Every document tracks:
Created By
Modified By
Submitted By
Time & Date
If a document is amended:
System stores previous version
Tracks changes
Administrator can monitor:
User login time
IP address
Session activity
Tracks:
Role changes
Permission changes
Workflow changes
Critical for compliance.
Use least privilege principle
Avoid giving “System Manager” role to many users
Separate duties (Maker and Approver)
Disable inactive users immediately
Regularly review permissions
Enforce password change policy
For a medium organization:
Sales Team:
Sales User role
Territory-based restriction
Purchase Team:
Purchase User role
Workflow approval enabled
Accounts Team:
Accounts User role
No delete permission
Production Team:
Manufacturing User role
Restricted to plant warehouse
Admin:
System Manager role
Full access
Check:
Role permission
User permission
Company restriction
Check:
Submit permission
Workflow state
Check:
Workflow configuration
Role assignment