About Users in Service, Rental, and Financials

In This Article

• Introduction
• User Types
• Security Roles
• Permissions and Menu Access
• Division and Location Access
• Driver and Mechanic User Roles
• Managing Users, Security Roles, Permissions, and Menu Access

Introduction

A user is an individual that possesses a Service, Rental, and Financials user profile and login credentials. Users are able to access and use one or more of the Service, Rental, and Financials (Classic), (Next), and Mobile applications.

Each user in Service, Rental, and Financials has their own profile containing their personal information. User profiles are created and managed in Service, Rental, and Financials (Classic) and (Next).

When you create a user, you assign them to a security role. Security roles are customizable sets of permissions that control what users can see and do in the application. Security roles are created and managed in Service, Rental, and Financials (Classic).

Security permissions enable you to create a nearly infinite number of specialized user roles that match the specific workflow of your company. For example, you can create several different types of technician users. One type of technician may have permission to complete a work order, but not create them, since their supervisor must do that. Another type may not have such restrictions.

User Types

Service, Rental, and Financials supports the workflows of a diverse array of users. Use the following table to learn about the different types of typical users you might find.

Security Roles

A user’s security role in Service, Rental, and Financials largely determines what they can see, search, add, edit, and delete, as well as any other actions in the application. Service, Rental, and Financials requires, at a minimum, the following security roles:

• Driver
• Logistics Manager
• Service Manager
• Technician

Security roles serve as containers for groups of related permissions and menu access that directly control what that user role is capable of within the application. For example, you can set whether a Driver user has access to view and manage Work Orders.

User profiles typically correspond to specific security roles in Service, Rental, and Financials. For example, for Drivers, there will typically be a corresponding Driver security role.

Permissions and Menu Access

Permissions control what menu options and functions users can view in Service, Rental, and Financials. Menu access controls what menu options the user can interact with.

When you add a new user, you must assign them to a security role that matches their user role. When you do so, the user is automatically assigned any permissions and menu access that are associated with that security role.

You can add a user to more than one security role. If you do, the permissions and menu access for the roles are cumulative. For example, if you assign a user to a Driver role that has permission to view Tickets, and a Mechanic role that has permission to view Work Orders, the user will have permission to view both Tickets and Work Orders.

Division and Location Access

It is important to be aware of the Divisions and Locations you associate a user with. Each user can be associated with as many or as few Divisions and Locations as you require. Most importantly, you can set up a user with a different security role for each Division you associate them with, providing you with complete flexibility as to what your users are able to see and do in the application. See “About Divisions and Locations” for more information on access to Divisions and Locations.

Use the following diagram to understand the relationship between security roles, permissions and menu access, user roles, and Divisions:

1. Security roles form the foundation for all user roles. Security roles are also a container for permissions and menu access.
   
   Security roles are mandatory, but it is possible (though not recommended) to have no permissions or menu access associated with that security role. Therefore, permissions and menu access can be considered optional.
2. All user profiles must have at least one security role associated with them and can have any number of permissions and menu access.
3. Each user profile must be associated with a Division.
   
   If you need to associate a user profile with multiple Divisions, you must create a new profile for that user for that Division and link it to your first one. You can associate a user with any number of Divisions as required.
4. The combination of security roles, permissions, menu access, user profiles, and divisions results in whether the user has access to Service, Rental, and Financials (Classic), (Next) and/or Mobile, and what they can see and do once they access these applications.

Driver and Mechanic User Roles

Due to the large amount of functionality they make use of, the Driver and Mechanic user roles require additional set up in Service, Rental, and Financials (Classic). This step adds the users to their respective Driver and Mechanic selection dropdowns for Work Orders, Tickets, etc. See “Create a Service, Rental, and Financials (Next) or Mobile User” or "Add a Mechanic in Service, Rental, and Financials (Classic)" for more information.

Managing Users, Security Roles, Permissions, and Menu Access

Use the following chart to understand where users, security roles, permissions, and menu access are created, edited, and deleted: