admin:managing_users

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admin:managing_users [2025/07/28 08:01] – [Managing and using groups] Mark Gloveradmin:managing_users [2025/07/28 08:29] (current) – [Active] Mark Glover
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 ====== 25.15. Managing users ====== ====== 25.15. Managing users ======
 ===== About users and groups ===== ===== About users and groups =====
 +mSupply has a comprehensive system of controlling user access, allowing you to manage in fine detail what each user can do and see in the system. You can manage users individually, in groups or a mixture of both - whichever is most suitable for your situation. 
 +
 User permissions are per-store, so a user can have different permissions when logged into different stores. User permissions are per-store, so a user can have different permissions when logged into different stores.
  
-If you have many users that need to have the same permissions (because they carry out the same role, for example), you can create a group and assign the users to the group. Once a group is set up and permissions for the group assigned, any users that are assigned to the group will inherit the group's permissions, rather than having to set permissions for each user individually. When you change a group's permissions, you change the permissions for all users who belong to that group.+If you have many users that need to have the same permissions (because they carry out the same role, for example), [[admin:managing_users#user_groups|User groups]] is for you.
  
-<WRAP center round tip 95%> +==== Users and sync ==== 
-If you want to change a user's permissions and find out that all their permissions are greyed out and uneditable then it means they are a member of a group. To edit their permissions separately from the group, they must first be removed from the group: +A few points to remember if you are working with users on a [[synchronisation:introduction|synced system]] and with newer versions of mSupply: 
-  * Edit the user, change the **Is a member of** drop down list to ''None'', click **OK** (see below for details). +  * Users are //normally// created and configured on the Legacy mSupply Central server.  These settings are then copied to remote sites when the store is transferred to the remote site. 
-  * Open the user again and their permissions will be editable. +  * //Normally//, when these configuration settings are altered on the Legacy mSupply Central server after a store has been migrated, the settings do not get synced to the remote site.  It is now possible to sync user permission settings across all stores that they have permission to log in to, regardless of which site the store is on (on the Edit user > Login rights tab).  As mSupply is currently configured, this setting defaults to ‘off’, and needs to be turned on every time a user is edited. 
-Refer to [[admin:managing_users#using_groups|Using groups]] below for more details. If the user is to remain part of the group then you must change the group's permissions (see [[admin:managing_users#editing_a_group|Editing a group]] below) but beware, this will change the permissions for all users who belong to the group, not just the user you're interested in. +  * Users can be created and edited on a Legacy mSupply remote site.  Name details of any newly created user on a remote site will sync back to the Legacy mSupply Central server.  This is primarily for the sake of reporting transactions.  Any permission edits made on the remote site will //not// sync back to the Legacy mSupply Central server. 
-</WRAP>+  * As of 2025-07-28, users can not be created or permissions edited on [[https://docs.msupply.foundation/mobile/introduction/introduction/|mSupply Mobile (Deprecated)]] or [[https://docs.msupply.foundation/docs/introduction/introduction/|Open mSupply]] sites.
  
-<WRAP center round important 95%> 
-If you want to disable a user, perhaps because the staff member has left the organisation, then they must be made 'inactive': 
-  * Edit the user, uncheck the **Active** checkbox, click **OK**. 
- 
-If the **Active** checkbox is greyed out, it is because they are a member of a group. You will need to first remove them from the group before you can make them 'inactive': 
-  * Edit the user, change the **Is a member of** to ''None'' 
-  * Edit the user, uncheck the **Active** checkbox, click **OK**. 
- 
-Of course, if the whole group of users needs to be made inactive then you can just uncheck the **Active** checkbox for the group. 
-</WRAP> 
  
  
 ===== Adding and editing users and groups ===== ===== Adding and editing users and groups =====
-mSupply has a comprehensive system of controlling user access, allowing you to manage in fine detail what each user can do and see in the system. You can manage users individually, in groups or a mixture of both - whichever is most suitable for your situation. 
  
 User access is managed by choosing **File > Edit users** from the menus, or by choosing **Admin > Edit users** in the Navigator. When clicking on this option you are presented with a list of current users: User access is managed by choosing **File > Edit users** from the menus, or by choosing **Admin > Edit users** in the Navigator. When clicking on this option you are presented with a list of current users:
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 ===== User details window ===== ===== User details window =====
 +<WRAP center round tip 95%>
 +If you want to change a user's permissions and find out that all their permissions are greyed out and uneditable then it means they are a member of a group. To edit their permissions separately from the group, they must first be removed from the group:
 +  * Edit the user, change the **Is a member of** drop down list to ''None'', click **OK** (see below for details).
 +  * Open the user again and their permissions will be editable.
 +Refer to [[admin:managing_users#using_groups|User groups]] below for more details. If the user is to remain part of the group then you must change the group's permissions (see [[admin:managing_users#editing_a_group|Editing a group]] below) but beware, this will change the permissions for all users who belong to the group, not just the user you're interested in.
 +</WRAP>
 {{ :admin:edit_user_general.png?600 |}} {{ :admin:edit_user_general.png?600 |}}
  
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 === Active === === Active ===
 If this checkbox is checked, then that user has permission to use the system, and their name will appear in the login window. If this checkbox is unchecked the user will not be allowed to login to the system and their name will not appear in the login window. If this checkbox is checked, then that user has permission to use the system, and their name will appear in the login window. If this checkbox is unchecked the user will not be allowed to login to the system and their name will not appear in the login window.
 +<WRAP center round important 95%>
 +If you want to disable a user, perhaps because the staff member has left the organisation, then they must be made 'inactive':
 +  * Edit the user, uncheck the **Active** checkbox, click **OK**.
 +
 +If the **Active** checkbox is greyed out, it is because they are a member of a group. You will need to first remove them from the group before you can make them 'inactive':
 +  * Edit the user, change the **Is a member of** to ''None''
 +  * Edit the user, uncheck the **Active** checkbox, click **OK**.
 +
 +Of course, if the whole group of users needs to be made inactive then you can just uncheck the **Active** checkbox for the group.
 +</WRAP>
  
 === Can be responsible officer === === Can be responsible officer ===
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 Note that you won't be able to delete a group that has users belonging to it. If you really want to delete the group, remove all users from the group first by editing their //Is a member of// fields. Note that you won't be able to delete a group that has users belonging to it. If you really want to delete the group, remove all users from the group first by editing their //Is a member of// fields.
  
-===== Managing and using groups =====+===== User groups =====
  
 mSupply allows for a high granularity of user permission configuration.  There are literally hundreds of user permissions possible for each store in an mSupply system.  User groups assist with management of these user permissions. mSupply allows for a high granularity of user permission configuration.  There are literally hundreds of user permissions possible for each store in an mSupply system.  User groups assist with management of these user permissions.
  • Last modified: 2025/07/28 08:01
  • by Mark Glover