This guide will help new users configure the organizational structure in the ERP system, define access levels, and add employees efficiently.
Step 1: Define Departments #
Why this step is important: Departments categorize employees based on functional areas like HR, IT, Sales, etc. This structure helps in managing workflows and reporting.
Best Practices:
Ensure department names are clear and standardized.
Provide meaningful descriptions for clarity.
Avoid duplication of department names.
How to do it:
Navigate to Departments in the ERP menu.
Click on the New button to add a department.
Enter the Department Name and Description.
Click Save to store the department.
Step 2: Define Position Attributes #
Why this step is important: Position attributes define specific requirements for each position, such as qualifications or citizenship requirements. These help in filtering and organizing employees efficiently.
Best Practices:
Use attributes that are relevant to job positions.
Choose appropriate value types (Text, Checkbox, Number) based on the information needed.
How to do it:
Navigate to Position Attributes in the ERP menu.
Click on New to add a new attribute.
Enter the Name of the attribute (e.g., Citizenship).
Choose the Value Type (Text, Checkbox, Number).
Enter a Default Value if applicable.
Click Save.
Step 3: Define Positions and Access Levels #
Why this step is important: Positions define job roles within each department and determine what users can access in the ERP system.
Best Practices:
Assign positions to the correct department.
Define clear and distinct job roles.
Configure read/write permissions for each position carefully to ensure security and operational efficiency.
How to do it:
Navigate to Positions in the ERP menu.
Click on New to create a position.
Enter the Position Name and Description.
Assign it to the relevant Department.
Configure access levels by selecting available permissions:
Move required permissions to the Full Access section.
Leave unnecessary permissions in No Access.
Click Save.
Step 4: Add Employees and Assign Positions #
Why this step is important: Adding employees and assigning them to the correct positions ensures they have the necessary access based on their job roles.
Best Practices:
Assign employees only to positions that match their responsibilities.
Enable or disable system access based on operational needs.
How to do it:
Navigate to Employees in the ERP menu.
Click on New to add an employee.
Enter the First Name, Last Name, Employee Number, and Email.
Assign the Position from the dropdown list. To manage temporary access requirements or to manage complex access settings, you can select multiple positions to enable variety of access combinations. This enables you too avoid necessity of defining too many complex positions to manage access levels. You can keep position access levels simple and manage complex access requirements by assigning multiple positions to the same employee.
Toggle System Access ON if the employee needs ERP access.
Set up a Password (must meet security requirements).
Set the Positions Attributes if required.
Click Save.
Following these steps will ensure a well-structured organization within the ERP, with proper role-based access control. This setup enhances security, improves efficiency, and streamlines business processes.
