User rights are an important tool to control access to specific functions and confidential data. Depending on the department your employees are assigned to, their requirements may be quite different. For example, a person responsible for accounting needs access to other functions and data than a typical warehouse employee. The User template module allows you to create template so that you can quickly assign permissions to a specific group of users. This enables you to represent the needs of individual departments and roles within your company in Xentral.
You can easily access the User template module by opening it via the Smart Search. Then, you can find user templates that are predefined by Xentral in the Overview tab. Later, you can use the overview to view the user templates that you have created and edit them, if needed.
Tip
You can also adjust the predefined templates to your needs by clicking on the pencil icon to the right of the respective template. Then, open the Rights tab to make any desired changes to the user rights of the role.
The default templates in the Overview tab of the User template module already represent a variety of practical use cases. However, you can also create your own templates. To do so, proceed as follows.
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Use the Smart Search to open the User template module.
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Click on + NEW in the upper right corner.
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Enter a Designation, e.g. the department or employee group that the template should be assigned to.
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Optional: Enter an Internal description to save additional information on the user template. This information is only visible to you and your employees in Xentral when editing the template. It is not visible to your end customers.
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Click on Save.
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Next, open the Rights tab to select the desired user rights for the template.
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You can either assign individual rights or groups of rights to the template. By clicking on Set all, you can assign a whole group of rights. Rights that have been successfully assigned to the template are displayed in blue. Unassigned rights are displayed in grey.
Note
There is no need to click on Save after assigning the rights. The selected rights are applied and saved automatically in real time. Leave the Rights tab once you are done assigning the desired rights.
If you want to use an existing template as the basis for your new template, open the Copy templates tab. Open the user template that you want to copy and then click on Copy and take over to apply the rights of the existing template to a new template. You can then adjust this new template to your liking in the Overview tab of the User template module.
In the Upload template tab, you can upload a template that has been prepared by another person.
Important
Uploading user templates is only possible if a maximum of 648 user rights has been selected for the template.
If you have received a template with more than 648 rights, you can upload it directly in the User module. To do so, open the respective user and select the template file in the Upload rights file section.
Maybe you have manually granted additional rights or removed rights from a user to which a user template is assigned. This may be the case if certain employees are working in the same departments, but their tasks differ slightly from each others and thus they have been assigned slightly different rights manually.
You can reset such differences in user rights by opening the Match rights tab in the Overview tab.
Important
Note that this action does not overwrite any changes that might have been made to another user template. If you wish to edit a user template or completely reassign the rights of a user, you either need to delete all user rights of the respective user template manually or create an entirely new user.
The last step consists of assigning the users of your Xentral system to the suitable user template. To do so, proceed as follows.
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Use the Smart Search to open the User module.
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Open the user that you want to assign to the user template by clicking on the pencil icon.
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Open the User preferences tab.
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Select the desired template from the drop-down menuUser template.
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Click on Save.
The user is now granted all rights that have been defined in the selected user template.