User Roles: To Modify Access Rights for a Copied Role

In the following activity, you will learn how to copy an existing role and modify access to system objects for the copied role.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that you are a system administrator, and because of the company’s growth, you now have an assistant. Initially, the assistant will help you with the creation of user accounts for the new employees. Then you will decide what other responsibilities the assistant will have. To accommodate the assistant’s current job responsibilities, you have decided to copy your existing role (Administrator) and modify access rights for the copy.

Process Overview

You will use the Access Rights by Role (SM201025) form to create a copy of a role and then modify access rights for the copied role, which you will name Junior Administrator.

You will revoke the access of the Junior Administrator role to all workspaces in the system. To allow users with this role to create a user, you will give the role full access to the Users (SM201010), Contacts (CR302000), and Employees (EP203000) forms, which are needed for adding employees to the system. (For details on the creation of user accounts, see User Access: To Add a User Account.) These forms are located in the User Security, Marketing, and Configuration workspaces, to which you have revoked access. The system displays the menu items for restricted workspaces on the main menu, but only links to allowed forms are visible when the user opens one of these workspaces.

System Preparation

Launch the MYOB Acumatica website, and sign in to a company with the U100 dataset preloaded. You should sign in as a system administrator, by using the gibbs username and the 123 password.

Step 1: Copying a Role

To copy an existing role, do the following:

  1. Open the Access Rights by Role (SM201025) form.
  2. In the Role Name box, select the Administrator role.
  3. On the form toolbar, click Copy Role.
  4. In the New Role dialog box, which opens, do the following:
    1. In the New Role Name box, type Junior Administrator.
    2. Click Copy to copy the role and close the dialog box.
  5. In the Role Description box, add Junior to the copied description.
  6. On the form toolbar, click Save.

Step 2: Modifying Access Rights for the Selected User Role

To modify access rights for the copied role, do the following:

  1. While remaining on the Access Rights by Role (SM201025) form with the copied role selected in the Role Name box, in the left pane, select the tenant node (the very first one, whose name is in all caps).
  2. In the right pane, for all workspaces in the system, select Revoked in the Access Rights column.
    Tip: You can skip workspaces with the functionality that is not included in your license.
  3. In the left pane, click the Configuration node.
  4. In the right pane, for the row with the Employees (EP203000) form, select Delete in the Access Rights column.
  5. On the form toolbar, click Save.
  6. By performing actions similar to those in the previous instructions, set the Delete access rights to the following forms:
    • The Contacts (CR302000) form in the Marketing node
    • The Users (SM201010) in the User Security node

You have created a new role based on a copy of an existing role and modified the new role's access to suit your needs.