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Granting user rights in a user friendly way

Written by Ilja Udo on . Posted in Exact Online

How can you grant or remove rights from a user in Exact Online? A user in an administration has a specific function.
How can you assure that this specific user can perform only this function and not be able to view other inappropriate information?

Within Exact Online roles determine what a user can do. A role is a collection of several functionalities. A user can also have more than one role.

Say that your user is allowed to perform the following functions:

  • Maintain item groups;
  • Maintain items;
  • Maintain the prizes of items;
  • Import and export items

In Exact Online your user must have the role “Manage items”  – the role that grants the user the rights needed to operate the functionalities mentioned above.

Because the functionality Exact Online offers keeps growing, the list of available roles has grown accordingly. As the process of assigning them has become more complicated, we’ve been investigating a new way to go about managing the process. The pictures below show the results of the process – an improved way of working that will be available soon.

Instead of having to scroll down a long list of roles you now can go immediately to the correct functional area (=tab) where you find all related roles that are available. Where necessary the roles are further grouped per sub group. 

Let’s have a look in more detail at how the various options already available to you for allocating roles will look: 

Add Users to a Role
You can grant rights by adding a user to a role. The role is the starting point for you to then add one or more users.


Openening a certain role gives you the option to add one or more users:


Add Roles to a User
You can also start from a user’s perspective, adding roles to a specific user.

Copy roles
When multiple users are working in your Exact Online license they can often need to have the same rights. With the “Copy: Rights”  function you can copy the rights of one Exact Online user to another.  This function can be found in several places in Exact Online.


Administration access
You can also define to which administration(s) your users have access.

Audit trail
To keep track of all granted/revoked rights an overview is available where the history is kept. It’s possible to filter the overview – e.g. for a specific user. The overview can then be printed and exported to MS Excel.

Do you consider this grouping of roles to be more user friendly? Do you have other suggestions related to granting rights to users? Please let us know.

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Comments (1)

  • Ferry


    You can follow this link to learn more about the roles and their functionality:
    Rollen in Exact Online


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