Job positions

The Job positions list determines access rights. A position is a group of employees with the same permissions - for example an accountant, a project manager or an assistant. An employee can have several positions and their rights are the sum of the rights of all their positions. An employee with “Full access regardless of the positions / operations” has all rights regardless of positions (you set this for the employee).

You find job positions in the menu Other → Code lists → Job positions. For a position you enter:

• “Name of position”, “Identifier” and “Note”
• “Operations” - what the employees in the position are allowed to do, for example “Add received invoice” or “View contracts”. Operations are grouped by module and only operations of the modules the company has enabled are offered.
• “Employees” in the position - you can also assign positions to an employee when editing the employee

If you have an existing position selected in the list, the “Add position” function opens the “Copy position” form with its operations and employees - this way you quickly create a similar position. In the form, you remove the employees who are not supposed to be in the new position. Label rights are not carried over from the template position; you set them for the new position separately. In the position detail you see its operations, label rights and employees.

With the “Download” function you save one of three reports to XLSX:

• “List of job positions” - with the columns you choose
• “Job positions and their rights” - a table of positions and operations, including the employees in each position
• “Labels and job positions” - the rights of individual positions to labels

They are useful, for example, for checking who has which rights.

With the “Delete positions” function you delete the selected positions. Employees lose the rights that the deleted position gave them, and ReFIS also removes it from the “Logged-in user has position” condition in the rules for documents.

For many operations it also matters on which labels the employee may perform them - for example, edit an amount only in their own project. For operations such as “Add VAT rate” this makes no sense, as it is a setting of the whole company. You set label rights at the label with the “Edit label rights” function - this is described in the article Defining access rights to labels.

If you work in several companies, you can keep the positions the same from one main company. You set this up in the main company in the menu Other → Import and export, on the left “Synchronization of job positions with another company”: you choose the companies, all or only selected positions, and whether new positions are automatically transferred between the main and the subordinate companies. If labels are synchronized too, the rights of the positions to labels are transferred as well.

You edit and delete a synchronized position only in the main company. Deleting it also deletes it in the subordinate companies.

• Users
• Defining access rights to labels
• Labels
• Rules for documents