Access Control

Access Control

Access Control in EquiBillBook provides advanced security features to control who can access what data and when. This includes record-level access, branch restrictions, time-based access, and other security measures.

What is Access Control?

Access Control determines:

• Which records users can see
• Which branches/locations users can access
• What actions users can perform
• When users can access the system
• IP-based restrictions
• Data visibility rules

Accessing Access Control Settings

To configure access control:

1. Navigate to Settings → User Settings → Access Control
2. You'll see various access control options
3. Configure settings based on your security requirements

Types of Access Control

1. Record-Level Access

Control which records users can view:

All Records

• User can see all records in the system
• Best for: Managers, Admins
• Use when: User needs full visibility

Own Records Only

• User can only see records they created
• Best for: Staff, Sales Agents
• Use when: Users should only see their work

Branch/Location Specific

• User can only see records for assigned branches
• Best for: Branch managers, Location staff
• Use when: Multi-location business

Department Specific

• User can only see records for their department
• Best for: Department staff
• Use when: Department-based access needed

2. Module Access Control

Control which modules users can access:

• Enable/disable entire modules
• Set module-specific permissions
• Control feature access within modules

3. Branch/Location Access

Restrict access to specific branches:

• Assign users to specific branches
• Users can only access data for assigned branches
• Useful for multi-location businesses

4. Time-Based Access

Control when users can access the system:

• Set access hours (e.g., 9 AM - 6 PM)
• Set access days (e.g., Monday - Friday)
• Configure time zones

5. IP-Based Access

Restrict access from specific IP addresses:

• Allow only office IP addresses
• Block specific IP ranges
• Configure IP whitelist

6. Action-Based Access

Control what actions users can perform:

• View only
• Create new records
• Edit existing records
• Delete records
• Approve transactions

Configuring Access Control

Step 1: Access Settings

1. Go to Settings → User Settings → Access Control
2. Select the user or role to configure

Step 2: Set Record-Level Access

• Select access level (All Records, Own Records, Branch Specific)
• If branch specific, select allowed branches
• Configure department restrictions if applicable

Step 3: Configure Module Access

• Enable/disable modules
• Set permissions for each module
• Configure feature-level access

Step 4: Set Branch Restrictions

• Select allowed branches
• Set default branch
• Configure branch switching rules

Step 5: Configure Time Restrictions (if applicable)

• Set access hours
• Set access days
• Configure time zone

Step 6: Set IP Restrictions (if applicable)

• Add allowed IP addresses
• Configure IP whitelist
• Set up IP blocking rules

Step 7: Save Settings

1. Review all configurations
2. Click "Save" or "Update"
3. Settings will be applied immediately

Access Control Scenarios

Scenario 1: Sales Agent

• Record Access: Own Records Only
• Modules: Sales, Customers
• Actions: View, Add, Edit (no Delete)
• Branches: All branches
• Time: Business hours only

Scenario 2: Branch Manager

• Record Access: Branch Specific
• Modules: All modules
• Actions: Full access for their branch
• Branches: Assigned branch only
• Time: No restrictions

Scenario 3: Accountant

• Record Access: All Records
• Modules: Accounts, Reports, Sales (view), Purchase (view)
• Actions: View, Add, Edit (no Delete)
• Branches: All branches
• Time: Business hours

Scenario 4: Warehouse Staff

• Record Access: Own Records + Branch
• Modules: Inventory, Purchase (view)
• Actions: View, Add, Edit
• Branches: Assigned warehouse
• Time: Warehouse hours

Advanced Access Control Features

Approval Workflows

• Set approval limits for transactions
• Configure who can approve what
• Set up multi-level approvals

Financial Limits

• Maximum transaction amounts
• Discount limits
• Payment approval thresholds

Data Field Restrictions

• Hide sensitive fields
• Restrict editing of specific fields
• Mask sensitive information

Best Practices

• Principle of Least Privilege: Give minimum necessary access
• Regular Audits: Periodically review access controls
• Documentation: Document access control policies
• Testing: Test access controls before full implementation
• Monitoring: Monitor access logs regularly
• Updates: Update access controls when roles change

Access Control and Security

Access control is a critical security feature:

• Prevents unauthorized access to data
• Protects sensitive information
• Ensures compliance with regulations
• Maintains data integrity
• Supports audit requirements

Troubleshooting

User cannot see expected records?

• Check record-level access settings
• Verify branch assignments
• Check if records belong to user/branch
• Review module access permissions

User cannot access a module?

• Check module access settings
• Verify module is enabled
• Check user's role permissions
• Review access control restrictions

Time restrictions not working?

• Verify time zone settings
• Check access hours configuration
• Ensure system time is correct
• Check if user has override permissions

IP restrictions blocking legitimate access?

• Verify IP address is correct
• Check IP whitelist
• Consider dynamic IP addresses
• Review IP blocking rules

Related Articles

• User Management: Managing individual users
• User Roles and Permissions: Understanding roles and permissions
• User Groups: Organizing users into groups
• User Activation/Deactivation: Activating and deactivating users

Proper access control ensures your data is secure while allowing your team to work efficiently within their authorized scope!