Differences

This shows you the differences between two versions of the page.

--- admin:managing_users [2026/05/27 11:30] – [Using groups] Gary Willetts
+++ admin:managing_users [2026/05/27 16:09] (current) – [Using your own permission templates] Gary Willetts
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 If you have many users that need to have the same permissions (because they carry out the same role, for example), User groups are for you; see the [[admin:managing_users#user_groups|User groups]] section below for details on how to use them.
-You can also set user permissions using templates. These quickly enable you to set permissions for usres using a preset selection of permissions. See the  section below for details.
+You can also set user permissions using templates. These quickly enable you to set permissions for usres using a preset selection of permissions. See the [[admin:managing_users#permission_templates|Permission templates]] section below for details.
 ==== Users and sync ====
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 ===== Adding and editing users and groups =====
 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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   * **Group** The name of the group
   * **Active** Checked if the group is active. If the group is active then all users in the group are allowed to login to the system. If the group is inactive (checkbox unchecked), all users in the group are inactive and are not allowed to login to the system.
-To get a list of all current user permissions, click the **Permission Report** button. An Excel spreadsheet will be generated (see {{ :admin:user_permission_report_sample.xlsx |sample}}); it will have one worksheet for each store showing all the users and groups and what permissions they have in that store.
 Double-click a user (or group) to edit their details or delete them. Click the **New User** button to add a new user (or the **New group** button to add a new group). Doing either will open the user details window (described below - for a new user or group all the tabs are empty, for an existing user or group the tabs are filled with their current settings)
+=== Reports ===
+When viewing either groups or users in the list you can different user reports by clicking on the **Reports button**. When you do that a small submenu appears with the following options:
+  * **Permission report:** produces a report which shows all the permissions the selected (highlighted) user or group has in all stores in the datafile. It looks like this:{{ .:pasted:20260527-150348.png?600 }}
+  * **User stores report:** produces a report which shows all the stores all the users in the datafile can login to. It looks like this:{{ .:pasted:20260527-150706.png?800 }}
+As soon as you click on one of the options, the report is generated and opened in your spreadsheet application.
 ===== User details window =====
 <WRAP center round tip 95%>
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 ===== Permission templates =====
+Permission templates are pre-set selections of permissions that you can select for individual users or a group. They give you a quick way of setting all the permissions for a user or group in a particular store. The permissions can be edited after setting, they are not controlled by the template (like they are by a group).
+==== Using permission templates ====
+To use a template you must be creating or editing a user who is **not** part of a group or creating or editing a group.
+Using a new user who is not part of a group as an example (but the same methodology applies for existing users or new and existing groups), go to the //Permissions//, //Permissions (2)//, //Permissions (3)// or //Open mSupply permissions// tabs and you will see a **User permissions template** at the bottom:
+{{ .:pasted:20260527-135617.png?600 }}
+Click on the button and the template selection window will open:
+{{ .:pasted:20260527-135752.png?500 }}
+If the template list is long, type something in the //Type here to search// field and only those templates which contain what you have typed will show in the list.
+Click on the template you want to use for the user's permissions and click on the **OK** button. The user's permissions on the //Permissions//, //Permissions (2)//, //Permissions (3)// and //Open mSupply permissions// tabs, regardless of which tab you clicked the **User permissions template** button on, are set to those contained in the template for the store which is selected in the **Store** drop-down list ONLY:
+{{ .:pasted:20260527-140404.png?600 }}
+You can now repeat this process for assigning permissions in other stores for this user/group by selecting the appropriate store in the **Store** drop-down list before clicking on the **User permissions template** button.
+The permissions can still be manually edited by clicking on them if desired.
+When you have finished setting permissions for the user or group, click on the **OK** button to save the permissions.
+==== Using your own permission templates ====
+The example above showed using system defined permission templates. You can create your own and use those instead.
+Your own templates are created as user group permission reports which you then load into a user's permissions. To do this, follow these steps:
+  - Create a user group which has the permissions you require as a template set on the //Permissions//, //Permissions (2)//, //Permissions (3)// and //Open mSupply permissions// tabs (see the [[admin:managing_users#user_groups|User groups]] section above for instructions on how to do this)
+  - View the list of user groups (see the [[admin:managing_users#adding_and_editing_users_and_groups|Adding and editing users and groups]] section above for instructions on how to do this)
+  - Run a Permission report for that group (see the [[admin:managing_users#reports|Reports]] section above for instructions on how to do this)
+  - Save the report as a ''.csv'' file from your spreadsheet application
+  - Now create or edit the user to which you want to apply these permissions to (double-click it in the list of users)
+  - Click on the //Permissions//, //Permissions (2)//, //Permissions (3)// or //Open mSupply permissions// tab and select the store you want to set tyhte permissions for in the **Store** drop-down list in the top right corner of the window.
+  - Hold down the //Shift// key on the keyboard and click on the **User permissions template** button at the bottom of the screen
+  - A file selection window will appear. Navigate to the csv file you saved in step 4 above, select it and click on the **Open** button
+  - The user template selection window will open with only one entry in the table. The entry has the name of the group you ran the permissions report for in step 3. Select that entry and click on the **OK** button
+  - The user permissions for all the tabs are loaded from the file and you see them set in the user's details window
+  - You can further edit these permissions if you wish or copy them to other stores (using the **Copy** button at the bottom of the window). When you are finished, click on the **OK** button on the user details window to save the permissions
 =====  User license categories =====