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Roles and what they allow

⏱ 3 min readUpdated on

Everyone sees the firm's files; not everyone can change them, or delete them. The roles share out these rights, and the database enforces them.

What it is for

What the member can doOwnerAdministratorCollaboratorRead only
View clients, files, reports; export a reportyesyesyesyes
Create and edit clients and files, enter data, comment, set the tax settings, duplicateyesyesyesno
Monitoring: put into monitoring, import, follow a trial balance, withdraw it, accept a period-end entry, publishyesyesyesno
Valuation and distribution: enter the assumptions, set up a test, draw up a distribution reportyesyesyesno
Client exchanges: write, send a reminder, close, move an exchange to the bin and restore ityesyesyesno
Invite a person from the client to their client space, revoke their accessyesyesnono
Move a file to the bin, restore it, delete it permanentlyyesyesnono
Invite, change a role, remove a memberyesyes, except the ownernono
Firm settingsediteditviewview
Time spentthe whole firmthe whole firmtheir owntheir own
Export the firm's datayesnonono

Steps

  1. Open Firm settings, Team and roles tab.
  2. In the list of members, change a member's role or remove the member.
The list of members in the Team and roles tab, with their roles.
The list of members in the Team and roles tab, with their roles.

Worked example · Boulangerie Dupont SRL

With a multi-user subscription plan, the bakery's financial plan can be entered by a collaborator and reviewed by another member with read-only access; the collaborator can also monitor its trial balances and draw up its distribution report. Only the owner or the administrator invites a person from the bakery to its client space and moves the file to the bin; only the owner exports the firm's data. During the trial, the firm has only 1 user: the owner.

Pitfalls

“Their own” time spent is a screen filter. A collaborator only sees their own time; this filter is the screen's.
A read-only firm. When the trial has ended, all roles become read-only: the buttons that write are greyed out.
An exchange's bin is not a file's bin. A collaborator moves an exchange to the bin and restores it; for a file, only the owner and the administrator can. A message sent can be withdrawn as long as it has not been read, by its author only.

What it changes

① Income statementNo effect€0.00A role decides who writes, not what is written.
② CashNo effect€0.00The files stay identical.
③ Balance sheetNo effect€0.00No figure changes.

Source

Fiplan convention (migration ui4fin_roles, the database's access policies, the functions of monitoring, the client space, exchanges and distribution; matrix proved role by role by audit-roles.mjs): the rights per role, applied by the database and not only by the screen.