Introduction
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Permission Level
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Can Create/Edit Shipments?
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Can Create/Edit Products?
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Can View and Utilize Configuration Tab?
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Can edit stock lists?
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Can rollback or delete receipts/shipments?
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Can see location and inventory?
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Superuser
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Yes
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Yes
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Yes
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Yes
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Yes
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Yes
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Admin
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Yes
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Yes
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Yes
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Yes
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No
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Yes
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Manager
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Yes
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No
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No
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No
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No
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Yes
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Browser
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No
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No
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No
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No
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No
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Yes
In order for a member of your team to access OpenBoxes, an administrator must create a user profile for them and assign them user permissions. Before we get to user creation, see below a brief overview of user permissions.
Every user in OpenBoxes has a permission level that controls what they can see and do in the system. These permissions can be set for the whole system, or for a specific location. The main permission levels are:
No access - Can log in but can’t see or do anything. If you have no access to the whole system that is probably an error - email your administrator. But you can also have no access to a specific location, which means you would not see that location in the system but would still have access to other locations
Browser - can view all pages and reports in OpenBoxes, but cannot edit anything. This is good for stakeholders who want to see data, but aren't actually working in the supply chain
Manager - can do everything a browser can do, plus can create shipments, orders, and other transactions
Admin - can do everything a manager can do, plus can rollback shipments, do data imports, and create locations, products, users, stock lists, and people
Superuser - can do everything a manager can do, plus can rollback receipts, impersonate other users, and do mass data changes. Usually only 1-2 superusers per organization.
The table below gives a detailed overview of what each permission level can do in the system:
Browser | Manager | Admin | Superuser | |
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View inventory | Yes | Yes | Yes | Yes |
Run reports | Yes | Yes | Yes | Yes |
Ship and receive shipments | No | Yes | Yes | Yes |
Adjust inventory | No | Yes | Yes | Yes |
Create purchase orders | No | Yes | Yes | Yes |
Roll back shipments | No | No | Yes | Yes |
Create products | No | No | Yes | Yes |
Create users | No | No | Yes | Yes |
Create stock lists | No | No | Yes | Yes |
Create locations | No | No | Yes | Yes |
Create people | No | No | Yes | Yes |
Import data | No | No | Yes | Yes |
Roll back receipts | No | No | No | Yes |
Edit/Delete transactions | No | No | No | Yes |
There are two additional permissions that can can be added to the base permissions above:
Financial user - can see pricing data in the system. If you do not have this permission, all pricing data will be blurred out or show as zero
Approver - can approve and place a PO; can edit or rollback a PO after it is placed
Administrators can also set the type of notification emails the user will get. Users who do not have notifications added will not receive emails.
Create New User
To create a new user, hover over the Configuration tab and click “User.” This will bring you to the user list page.
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Set default permission as superuser, do not set location-specific permissions
Determine if the user is a financial user:
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| Info |
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After choosing your default role, don’t forget to: |
1. Add Additional Permissions:
Financial user - Add this role in the default space for any user that you want to be able to see the unit cost of items in the system.
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Users without this permissions will see all costs blurred out.
Approver - Add this role for any user that will have permission to place or rollback POs
2. Add email alert subscriptions:
Error notification
Expiry notifications
Feedback notifications
Low stock notifications
Order notifications
All stock notifications
Overstock notifications
Product notifications
Reorder notifications
All shipment notifications
Out of stock notifications
User notifications
Choose a Default Location:
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