ERP Training

July 08, 2022

Benefits of Using Roles

Role Based Access Control - BT Partners

Role based access control is increasingly becoming more critical for businesses because it provides built-in, customizable, security and control within the ERP system. Essentially, it guarantees the right people are working on the functions they have been assigned so information is better protected. It’s important to understand, that it’s not about restricting access or making it difficult for staff to get work done. In fact, with SYSPRO’s tailored role based system access and user interface, it’s quite the opposite, it is about providing the right access.

Increased Confidentiality, Transparency, & Accountability

Just like you hire certain people to fill certain jobs, role based access control does the same thing. It provides a higher mechanism of control with system workflows while also ensuring tighter security and increased confidentiality, transparency, and accountability. You can control SYSPRO’s user interface, which includes screen and list view layouts, for individual operators based on their role within the organization. This helps system administrators pre-configure and control the user interface that is presented to a SYSPRO operator, as well as protects sensitive data from appearing in forms and list views throughout the product.

Role definitions are flexible and can be created using meaningful names that match a job description or job function. They are used to control the content and look of docking panes, display and entry forms, and list views. SYSPRO also has a unique optional setting that requires that all operators must be assigned to a role. Using this feature would ensure that whenever a new operator is added or an existing operator is changed, it must be assigned to at least one role. Up to five roles can be assigned to each operator if needed. Additionally, if more than one role is assigned to an operator, they can switch between these roles at will, depending on the tasks they’re working on that day. Efficiency at its finest!

Simplification & Standardization Is Serious Stuff

Unfortunately, 80% of customers are unhappy with their current ERP, and one of the biggest reasons is because it’s hard to navigate the platforms. That’s why SYSPRO takes simplification and standardization seriously. By leveraging role based access control, staff can use the system without overthinking, getting lost in areas not relevant to them, or confused in the process. You can assign the type of user interface based on the role level, as opposed to the user level, so specific screens or fields are displayed according to their specific role.

For example, the accounting clerk logs in and views the chart of accounts and monthly financial statements screens quicker and easier than the marketing specialist who instead needs to see peak sales periods and key customer insights. SYSPRO is designed to work as expected so users are not wasting valuable time navigating and learning complex technical functionality. The ability to standardize security, tasks, and the user-interface at role level (instead of the user level) provides time savings and significantly less ongoing maintenance for system administrators.

Press the Easy Button

ERP systems can seem complicated at times, but thankfully SYSPRO makes creating new roles simple. A configuration option allows designated operators to use the Design Role Layout mode (SYSPRO Ribbon bar > Administration > Design UI Layouts). When you’re in this mode you can change the settings for the current role, then save them. An Administrator can switch roles to one that they want to change, enter design role layout mode, make the changes, save them and switch back to their role. The next time someone uses this role they will see the docking panes, and list views and forms as they have been saved. As an efficiency bonus, you can copy and edit a role’s settings as needed. This saves time when a role is similar but slightly different because the role doesn’t have to be designed from scratch.

It’s nice having options, and that’s what separates SYSPRO’s role based system access from other ERP systems on the market. Role-based security is another optional feature. An Administrator can easily combine existing security settings within SYSPRO and then customize them to a specific role. This seamless and quick way to apply pre-customize roles and settings provides a much more straightforward way to manage security and the users of your system. This is especially a time saver in a larger organization that has more staff movement.  

With data breaches at an all-time high, ERP publishers are realizing the benefits and value that role based access control and adaptive interfaces bring to a business, and SYSPRO is no exception. They’ve designed their system with your business and users in mind and deliver built-in, optional best practices that ensure data protection and enhanced usability. In a rapidly technology-advancing world, our ERP experts can help you find and leverage an ERP solution you’re sure you can use both today and in the future.

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