What are rights in Scopevisio
An assigned right with the "Display" attribute allows a user to open one or more forms (read right). If the right also has the "Edit" attribute, all data in the form can usually be edited. This means that data can be created, changed and deleted.
Deviating from this, data is sometimes displayed in a non-editable state, e.g. because it does not make sense to change it in the desired context or because it may no longer be changed in procedural progress (especially GoBD conformity).
What are user profiles in Scopevisio?
User profiles are a collection of the rights of an application (a functional area) including the respective characteristics (no right, read right, right to edit). Different tasks and roles of employees in the company can be represented by different profiles. A user profile gives a user all the rights in the respective versions for a company. A right can be available in several applications at the same time. If the user receives a right more than once through different user profiles, he receives the right with the most extensive characteristics.
A user receives the "Finance - all rights" user profile, where the "Document worklist" right is deactivated. He also receives the user profile "Finance - Accounts payable accountant". The "Document worklist" right authorizes editing there. Both profiles are assigned to the user in the context of the A-GmbH, in the B-GmbH he only receives "Finance - all rights". He can now open the document worklist in the A-GmbH. But not in the B-GmbH.
What are roles in Scopevisio?
The assignment is currently possible as a beta feature "User role profiles". Roles are cross-application, which means that a user no longer has to be assigned several user profiles per company.
Rights profiles
Open the overview of rights profiles via Organization > Administration > User administration > Manage user profiles and rights . Use the filter on Applications (1) to limit the quantity.
In the "Number of assignments" column, you can see whether a profile is assigned to a user/company combination. Profiles without a numerical value are unused. Click on the value (drill-down) to see the individual records. If assignments still exist, click on the corresponding link to display them.
The profiles in the respective companies can be withdrawn from the users by selecting them (multi-select is possible).
Edit rights profiles
Double-click on a table entry to open the profile and see which individual rights are summarized in this profile.
In the Display and Edit columns, you can see directly whether the profile grants no rights (1),
read-only rights (2) or editing rights (3).
Add rights profile
Define a new profile including the associated access rights by duplicating an existing one or click on Add.
A rights profile only maps the rights of the respective function; it is not possible to create a comprehensive profile that contains rights from procurement, travel expenses and cash registers, for example.
Enter the name of the new profile in Name (1), e.g. Book.
Use the drop-down menu (2) to specify the higher-level functional area (here: Finance) for the new profile. The new profile always has all the rights of the corresponding functional area.
Click on the icon for Display / Edit to specify line by line which characteristics the users should receive.
Click on the icon in the Display column (3) if read rights are to apply to the form.
Click on the icon in the Edit column (4) if editing rights are to apply to the form. The Edit right includes the Display right.
You can activate or deactivate all rights with one click using the checkbox in the top row of the table (5).
Save your entries and close the form. The profile can now be assigned to users.
Duplicate an existing profile and use it as a template for a new one. This procedure is useful if you only want to make selective changes to an existing profile. In the overview, select the profile that you want to duplicate and click on Duplicate. For example, you can adjust the Finance - all rights profile for various accounting employees.
Remove rights profiles
A rights profile can be deleted by selecting and removing it if it is not used. If necessary, the assignments (see above) must be removed.
Only profiles that are no longer assigned to a user can be deleted.
Change log of authorizations
Changes to user profiles and user assignments are recorded in a separate table. This log includes the creation, modification and deletion of user profiles as well as the assignment of a profile and the removal of such an assignment.
Such a log can be an important basis for procedural documentation in accordance with GoBD.
Select System administration > User administration > Manage user profiles and rights and click on Further actions (three dots at the top right) to access the Show change history function.
Assigning the profile to users
Select System administration > User administration > Manage users.
In the user overview, select the user to whom you would like to assign a new profile. Click on Edit.
In the User profiles group, click on Add (1).
Use the selection help to determine the application to be assigned to the user.
Use the selection help to determine the profile that the user should receive in the company.
Use the selection help to specify the company in which the right should apply.
Once you have saved your entries, the changes take effect immediately.
Copy rights
The Copy rights from user link (2, screenshot above) allows you to assign the same rights to multiple users in just a few steps.
Rights and approvals in Teamwork DMS
Information on user creation and administration can be found under the following link: User administration Teamwork DMS
Further information on sharing documents and folders can be found here:: Approvals in Teamwork