Users

You can add and manage OpenAir users and set up access control in the Administration > Global Settings > Users section.

Access to data and functionality in the OpenAir UI and add-on services is controlled at 3 levels:

• Filter Sets — A filter set is a defined access configuration that can be assigned to users. It controls what data –what projects or employees, for example– an employee can access. You should set up filter sets at a generic level and use the same filter sets for several employees based on what records these employees need to access to perform their job. Filter sets may overlay with roles to provide a matrix of capabilities for the employee. See Filter Sets Overview.

• Roles — A role is a defined access configuration that can be assigned to users. It controls access to functionality, primarily. You should set up roles at a generic level and use the same filter sets for several employees based on what these employees need to do to perform their job. Roles may overlay with filter sets to provide a matrix of capabilities for the employee. See Roles Overview.

  Note:

  Form permissions can be used to restrict the form data users can view or modify according to their role. Account administrators can define specific field access on most forms in OpenAir to further refine the matrix of capabilities determined by the employee's role and the applied filter set. See Form Permissions.

• User Privileges — Capabilities may also be defined at the user-level on the employee record. See Employees Overview.

  This includes the ability to:

  • Access certain modules within the OpenAir UI or use certain add-on services. Application and exchange access control let you set up generic roles and then control access to specific modules. For example, the employee's role may grant the ability to create invoices, but may not have access to the Invoices module, which effectively cancels out the role permission to create invoices.

  • Perform certain actions or have access to information that should generally be available to designated employees. For example, permission to unapprove or unexport transaction records is controlled at the employee level on the Employee Demographic form rather than being granted by role. These permissions are sensitive and may impact data integrity in OpenAir and third-party software you integrate with OpenAir.

Users can fall into two broad categories:

• Employees — Your company employees, as well as the external consultants and subcontractors who deliver services on behalf of your company.

• Guest Roles and Guests — Guests are customers who are able to log into OpenAir and view the application data that is associated with them. See Guest Roles and Guests.

Employee locations allow you to store location attributes at the employee entity level, for reporting or segmentation purposes. Sample employee locations could be by state, by city, by country, or any customized list of values. See Employee Locations.