Permissions

Admin menu

Admin menu

The purpose of this document is to describe the available individual permissions that can be enabled for each role and how can you manage these roles in Admin.

Permissions are based on roles. There is fully control about the actions available for an specific role and also, the possibility to define the stores available for an specific role. Additionally, you can change the Time Zone for an specific user.

Managing Permissions

An administrator should be granted a role with level 1 and he will be able to create additional roles as needed from System > Roles. He will be able to define the name of the role and check what type of permissions will be granted to the users with the specified role (checkboxes under resources).

Once the new role is defined then he can create a new user and assign to the user the newly created role. While creating the user it will be important to specify which “sources” the user can access to (i.e.: if the new role is a store associate for source 1 most likely he will be interested in seeing only orders that have been sourced to his source therefore he will be granted access only to this defined source).

IMPORTANT: if a user needs to have visibility into orders that have not been sourced yet (i.e.: orders pending sourcing, backorders, pre-orders etc.) then, the user will need to have the option “Allow access to all Sales Channels/Sources” enabled. This option will provide visibility into all orders without applying any filter.

Check below how to configure Roles and Users in Admin.

Roles

A role define which actions a user is able to execute within the system.

Steps

1.Click the “Add Role” button:

Add Role:

Add Role

2.Give a name to this role and select the hierarchy, store and resources for this role.

Create role:

Create role part 1 Create role part 2

Once you have selected all the information, click the “Create” button

3.When you come back to the “Roles” view, a list of all the Roles that have been created will be displayed:

Roles:

Roles

These roles can be deleted. Select the Role you want to delete by clicking the “delete” button next to the Role:

Delete Button:

Delete Button

Or you can modify the permissions by clicking the Role you want to modify. Save these changes by clicking the “Update” Button:

Update Button:

Update button

It is not possible to filter information by source and store so you have to define one of them. In case a user has one or more sources selected within the user setup page, all pages that will be active based on its role will show details just for those selected sources. Typically, omnichannel users are interested in source filters and single channels in store level filters.

Users

A user is an individual that has a particular role within an specific environment.

  • A user can perform specific actions based on the role that belongs to.
  • A user can see relevant information based on the permissions assigned to him.

Steps

There are 2 ways of adding Users:

  • a) Add one by one through the Admin Panel
  • b) Upload a template

a) Add users through the Admin Panel

  1. Click the “Add User” button:

Add User:

Add User

  1. You need to complete the following information:
  • There is an option that allows you to copy the information from other user
  • User name
  • E-mail
  • Password / Password confirmation
  • Timezone
  • Role (i.e. super admin, store assistant, customer service agent, etc.)
  • Select Sources

Add Users

Add Users

  1. When you come back to the “Users” view, a list of all the Users that have been created will be displayed. This list shows the Name, Email, User Role and Active (Y/N) of each user.

Users View

Users View

b) Upload users template

  1. Click the “Upload Users” button on the top right of the page:

Upload Users:

Upload Users

  1. Download the template provided by clicking the “Download template” link, fill in the required information and upload the file

Upload Users View

Upload Users View

  1. Fill in the csv file
Columns Description Sample Important
Username The name the user will use to access the UI storeAssistant21 Do not use spaces
Email Email that will be use to manage the users account, reset password and send any email storeAssistant21@site.com -
Password Must include at least 6 characters Ki98789.test Passwords should be strong including uppercase, lowercase, numbers and symbols
Enable Will define if the user is active, use in case you need to deactivate multiple users at the same time 1/0 Available values are 0 (not active) or 1 (active)
Access all sources Define if the user can access all sources for this client or not to avoid having to select from tons of sources 1/0 Available values are 0 (source restriction) or 1
Timezone Timezone the user is located UTC -
Role Role the user will have to access the UI, the role defines the actions the user can perform on the UI Corporate Super Admin roles are just meant to be use by internal Magento users
Sources List of sources the user will have access to (external ID) WAREHOUSE, test-store This column must list external id of the sources
Action Defines if you are updating or creating a new user create/update -
  1. Upload the new updated file

  2. Click “Upload” button

Additionally, you can always edit users by clicking the “download csv” button and then upload the information as explained before. Finally, you can quickly search a user by name, email, role and indicating if this user is active or not.

Available individual permissions:

We have 6 different areas of permission: Sales Management, Customer Service, Stock Management, Omnichannel Management, Reports and Configuration. See below all the permissions per area and their description.

Sales Management

Manage orders Access to the Sales > Orders page
Manage pre-orders Access to see the pre-order dashboard
Export order data Capability to export information XML/CSV on the Sales section (/admin/sales/orders/)
Manage payment authorizations  
Manage backorder Access to see the backorder dashboard

Customer Service

Manage Orders Access to the Customer service > Orders pages
Export order data Capability to export information XML/CSV on the Customer service section (/admin/customer-service/orders/)
Cancel line Display cancel button and allow to cancel order lines
Request returns Access and permission to manually initiate a return from OMS Admin
Approve returns Access and permission to manually initiate approve a return if the flow is configured to require an approval
Request appeasement Access and permission to manually request an appeasement of a specified amount
Request reshipment Access and permission to request an order re-shipment
Request exchange Access and permission to request an order exchange
Release refunds Permission to request a release of a refund
Exchanges  
Resend emails Access and permission to resend any selected email

Stock Management

Source Engine Provides visibility into:
- the queue of orders pending sourcing
- display exception of the orders pending sourcing as overdue
Manage inventory Display the stock information for each SKU and source. The user can see also historical information for any stock change (i.e.: past updates to the stock quantities)
Manage stock aggregates Allows the user to display, create and update the configured sales channels and stock aggregates.
From the stock aggregates page the user can update which sources are associated to the aggregate (meaning will provide the stock to be aggregated for the final available to sell stock for the frontend provider).
Here the safeties stock at aggregate level can be configured for each item status (default, outlet, end of life).
Manage sources Access to create new source, update existing source information, upload from a csv a list of sources, define the allocation waves per each source
Manual stock update Allows a user to manually change the stock of any given SKU for a specific source from Admin. This feature should be used for very specific updates, given the stock snapshot processes will override the manual changes

Omnichannel Management

Manage ship from store orders Access to:
Home page > Ship From Store Dashboard
Dashboard > Ship From Store Dashboard
Sales > Ship From Store
Manage ISPU orders Access to:
Home page > In-store Pickup Dashboard
Sales > In Store Pick Up
Sales > Orders: from this page on the pick list “view” page users will be redirected to the ISPU pick list
Sales > Orders > Order overview: access to the pick list(s) from several links
Pending arrival Access to:
Sales > Pending arrival page that is required for Ship to Store (STS)
ISPU dashboard Access to:
Dashboard > In-Store Pickup (ISPU) Dashboard
ISPU Configuration Access to:
System > I configurations to define pick and customer decline reasons

Reports

Reports Access to download csv reports within a defined date range. Available reports are:
- master order
- shipments
- returns
- refunds

Configuration

Manage catalogue Provides visibility into all items and options created in the OMS catalog and allows to manually create new items/options.
From the item page the user can see the stock available for the specific SKU for each one of the sources
Manage users Access to:
System > Users page
Manage roles Access to:
System > Roles page, users with permissions to this page will be able to update roles with the limitation of the hierarchy as a user will never be able to make a role with a higher hierarchy as his own.