Managing User Roles And Accessing Permissions

The purpose of this article is to help guide you on how to set up and manage new and existing user access and permissions within the DotActiv application.

Applicable Products: DotActiv Pro, DotActiv Enterprise

Creating Users

To access the user creation settings, click on ‘File’ and then select ‘Setup’. Under the ‘Database’ section, select ‘Users’. Doing so brings up the ‘User Creation’ window as seen below.

Here we can add, edit or delete a user. To add a new user, click on the ‘Add’ button which will bring up the ‘User’ window.

Here, you must include the following:

• User Name,
• Password,
• Full Name, and
• Email

Managing Access Permissions

Part of creating a new user is to set up their access permissions.

Before creating a new user, you need to set their access permissions. As seen below, you can tick or untick the boxes to give or restrict access.

Click on ‘OK’ to create this user and save the settings.

Please note the ‘Setup users’ option should not be assigned to all users as this function allows a user to editing their own permissions and that of other users.

Please leave the ‘Setup Users’ box unchecked if you don’t want users editing their own permissions or the permissions of other users.

If a new user is an admin user, you can click on the ‘Select All’ option.

For a basic user, first, select the ‘Deselect All’ button and then tick the individual boxes they will need.

In the case of new features being released, it is the user’s responsibility to update the permissions to enable all the required access relating to the new feature as this will not be done automatically.

Here is a list of the different Access options, as well as a short description of each:

Permission Group	Permission Field	Description
ADMIN	Setup FLP Formats	Allows access to the dialogue used to edit what fields make up the local FLP format.
	Setup Sections & Attributes	Allows access to the dialogue used to add/remove/edit fields in the database.
	Setup Users	Allows access to this dialogue used to edit login user info and their permissions.
DATABASE FUNCTIONS	Data Updates	Allows use of the following functions which update data in the database: Update Database from Market/Product SQL View; Shelf Plan to Database; CSV to Database.
	Settings/Maintenance	Allows access to numerous administrator functions which relate to data or settings stored in the database.
	Product/Market Views	Allows access to the SQL dimensions bars and Views.
	Setup Datacubes	Allows access to the data cube function.
DATA CLASSIFICATIONS	Change Category	Allows access to the change category function.
	Change Category – Add New Levels	Allows users to create new entries in the display structure in the change category function (vs. only be able to make use of existing values).
	Master Display Structure	Allows users to create new entries in the display structure in the change category function (vs. only being able to make use of existing values).
CLUSTERING	Use Feature	Allows access to the Cluster Maintenance and Cluster Optimizer functions.
	Update Database	Within clustering, allows user to push cluster updates to the database.
	Delete Saved Plans	Allows users to delete saved cluster plans.
RANGE MAINTENANCE	Use Feature	Allows access to the Range Maintenance function.
	Update Database	Allows users to update ranges in the database from Range Maintenance.
RANGE OPTIMISER	Use Feature	Allows access to the Range Optimizer function.
	Update Database	Allows user to update ranges in the database from Range Optimizer.
	Edit Caps And Rules	Allows users to update ranges in the database from Range Optimizer.
REPORT APPROVAL	Upload Reports For Approval	Allows users to upload a custom report for approval.
	Allows users to upload a custom report for approval	Allows users to view all custom reports in the approval pipeline.
	Externally Approve Reports	Allows users to update assigned approvers and archive or cancel approvals.
	Manage All Report Approvals	Allows a user to be assigned as the external approver for an uploaded custom report.
	View All Report Approvals	Allows a user to be assigned as the internal approver for an uploaded custom report.
	Report Template Admin	Allows a user to be assigned as the internal approver for an uploaded custom report.
PLANOGRAM AUTOMATION	Automation Setup	Allow users to create/edit automation configurations
	Approve Planograms as Category Planner	Allow user to be the ‘Category Planner Level’ Approver of an automated planogram
	Approve Planograms as Account Manager	Allow user to be the ‘Account Manager Level’ Approver of an automated planogram
	Approve Planograms as Buyer	Allow user to be the ‘Buyer Level’ Approver of an automated planogram
	Manage all Automation Approval	Allow updating of assigned approvers
	View all Automation Approvals	Access to view all planograms in the approval pipeline

Editing User Access Permissions

To edit the permissions of an existing user, click on the user and click on ‘Edit’.

This brings up the ‘User Settings’ window where you can change the settings. To delete a user, click on the user and click ‘Delete’. 

Be sure to give the correct access to the correct users as this will affect their access to both DotActiv software and the database.