Pathway: Setup > System > Role; Division; User
This page is intended for System Administrators and anyone who creates/maintains user accounts in their Navusoft application.
This article provides an overview of the four key elements related to user security in Navusoft: Users, Permissions, Roles and Divisions. User security is critical to the operations of any business and should be maintained on a regular basis. When proper user security processes and protocols are in place, errors and costly mistakes are avoided and outside threats minimized.
User security protocols should consider the following:
- Level of access new or untrained staff should have.
- Level of access users should have based on their role and any responsibilities outside of their role.
- Process for inactivating a user account.
- Process for employees changing roles and how that affects their user account permissions.
Permissions
A user must have the following permissions to view and make changes in any of the user security screens:
| Permission ID | Permission Name |
| 95 | Setup Main Menu |
| 120 | Setup \ System and Security |
Users
Setup > System > User
When a person is added to the system, they are added as a user and have a user account. The specific permissions, or user rights, granted to their user account depend on their role within the organization. These permissions allow them to access different areas within the Navusoft application, enabling them to fulfill their job responsibilities.
Each user account is unique and users will not see tools they do not have access to.
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Permissions
Setup > System > Permission
All modules and tools in Navusoft are protected by Permissions. Permissions act as gatekeepers to restrict what tools a user can see and at what level they can interact. In some cases, users may minimally have view-only permissions to a tool. It is up to a system administrator to determine the permissions a user is assigned based on the responsibilities of their role.
Assigning Permissions
Permissions can not be assigned individually to a user account and are instead assigned to a 'Role' that includes a grouping of other permissions.
Permissions for New Tools
Permissions are not automatically granted when new tools are released. A system administrator must review and authorize the permission first and assign it to the role it best applies.
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Roles
Setup > System > Roles
Users may only access the tools in their Navusoft application by Permissions. Assigning permissions on an individual basis can create discrepancies for maintaining user security. Instead, permissions are assigned to a Role. Roles are groupings of many permissions assigned to user accounts that include many of the permissions a user needs to perform the duties of their job. Using Roles to assign permissions allows a system administrator to add or remove a permission in one location vs modifying multiple user accounts.
Users can be assigned one to many roles depending on their job duties.
Pre-Built Roles
Navusoft offers a pre-built list of Roles, which includes the necessary permissions that users working within those roles may require. It is important to review the permissions associated with each role and make any necessary modifications before assigning them to user accounts. If there is a need for new roles that are not already provided, they should be created accordingly.
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Divisions
Setup > System > Division
Divisions refer to various operational locations, regions, or municipalities associated with a company. Normally, an employee is associated with a single division. However, within the Navusoft application, users can be assigned to one or multiple divisions depending on the extent of their job responsibilities.
Recommended Best Practices
All Users
- Consider logging off or locking your workstation whenever you leave it unattended.
- Never provide your password to another user who may not have the same permissions as you.
Administrative Users
- Review and assign only the roles/permissions a user needs to perform the duties of their job.
- Disable user accounts for employees who have left.
- Review permissions for employees who are changing roles in the company.