• 7.1

2013-01-30

Modify a role

To modify a role:

1. Click Settings in the Menu bar.

2. Click Roles in the side menu. An overview of the available roles is shown.
   The users column of each row represents the numbers of users with that particular role.

3. Select a role from the overview. The Properties of that role are displayed.
   In the Role Properties screen you see the collapsible sections for which you can define user rights. In each section you can specify whether a user with the selected role may perform a given function or not. The settings for the following sections can be modified.
   If one or all sections are collapsed it is possible to close all sections at once with the Collapse all button. The role properties screen with the collapsible sections is visible than.

Here are the different properties that may be modified in the Role properties:

General

• Edit My Account: The My Account option is, by default, enabled for each role. This function allows users to change their own user settings. The My Account option appears in the Menu bar.

New document

The New document section controles whether users are allowed to see disabled companies, departments, publication types and documents in the New document section of PrintShop Mail Web.

• View disabled...: These 4 checkboxes allows users to see disabled companies, departments, publication types and documents. These options are useful for testing documents before making them available for ordering.
• View company wide publication types: The View company wide publication types option allows users to view all publication types of a company which contains departments. Normaly both, the user and publication type, need to be assigned to a department. This option is typically used for the administrator, product manager, operator, designer and company manager.

Order Manager

In the Order Manager section each option group is related to a part of the side menu in the Order Manager.

The Access checkbox controls whether the role can act as an Order Manager. When checked, it will give you access to all options for the order manager.

• Access all orders: Allows users to view and edit all orders (within all statuses and companies) in the Order Manager.
• Limited access checkbox limits users access to their own print orders. If this checkbox is not selected, users can see all print jobs from the departments and/or companies that the user belongs to.
• Edit Order Reference: Allows users to edit the reference field in the order information window of the new document section. The customer roles have this checkbox switched on.
• Set Order Status: Defines whether users with this role have access to a folder to adjust a print job to the selected statuses. One checkbox is displayed for each order status. A checkbox in any order status gives any user with this role the right to set an order to this status. The Quote price checkbox controls the right to add a price to an order with a quote request.
• View Status folders: Defines whether users with this role have access to view print jobs with any given status. For each status, a checkmark enables access and self-explanatory options are available to specify rights within that status.
• View Personal Order folders: This section controls whether users have right to see specific order folders and the jobs in these folders.
  • My Orders Folder: This option controls whether users can get an overview of all their orders that have not yet been completed. The My Orders Folder is by default enabled for every user allowing the user to see his own orders. 
  • My Approved Order Folder: This option enables users to view the print jobs they have approved, included the print jobs that they approved of other users. By default this folder is visible for power users, because they can approve orders from other users. All approved orders can be viewed in the Approved folder.
  • My Departments Folder: This option controls whether users can view all print jobs from the departments they have access rights to. In the default setup this folder is visible for the department manager.
  • My Companies Folder: This option enables users to view all print jobs from the company or companies they have access rights to. In the default setup company managers and production managers can see this folder.

Companies

The Access checkbox controls whether the users in the role can see the Companies tab in the Menu bar. When checked, it will give you access to all options for the companies section.

• View All Companies: The View all companies checkbox allows users to view all company and company related items (users and publication types). When deselected you'll need to assign the user to a company first.
• Web Design: The Web Design checkbox give users the right to change the Web design for a company. This option allows a user to change the color settings, upload another custom logo or select another skin for the company the user belongs to.
• Add and Delete: The Add and delete option allows users to add and delete companies. The options Enable/disable and Edit are directly related to the Add and delete option.
• Enable/disable: When the Enable/disable option is selected a user can control whether a company is visible (enabled) for other users or not (disabled). A disabled company is normally not visible for other users (except when the View disabled companies is selected in the New document section above) from this list.
• Edit: The Edit option allows users to modify the properties of a company.
• Users Section: Defines whether users in this role see the Users item in the side menu of the companies section. A user can only control those users who have one of the roles that the user may assign to another user.
  • Access: The Access checkbox controls whether users see the Users item in the side menu of the companies section. When the Access checkbox is unchecked all other options are not available. 
  • Assign: The Assign option allows users to assign users to a company.
  • Add and Delete: The Add and delete option allows users to add and delete users. The options Enable/disable and Edit are directly related to the Add and delete option.
  • Enable/disable: The Enable/disable option allows users to control other users access to the system.
  • Edit: The Edit function controls whether a user can edit the user information of other users.
• Publication Types: Defines whether users in this role see the Publication Types item in the side menu of the companies section.
  • Access: The Access checkbox determines whether users see the Publication Types item in the side menu of the companies section. When the Access checkbox is unchecked the Enable/disable option is not available.
    • Enable/disable: When the Enable/disable option is selected users can enable/disable documents. Disabled documents can only be viewed by users whose role have the View disabled documents option enabled.
• Pricing and Ordering: Defines whether users of this role see the Pricing and Ordering item in the side menu of the companies section.
  • Edit Tax: The Edit Tax checkbox determines whether users see the Pricing and Ordering item in the side menu of the companies section. When the Access checkbox is unchecked the Tax option is not available. By default only the production manager and administrator have access right. 
  • Edit Shipping Rates: The Edit Shipping Rates checkbox determines whether users see the Pricing and Ordering item in the side menu of the companies section. When the Access checkbox is unchecked the Shipping Rates option is not available. By default only production managers and administrators have access right.
  • Edit Payment Modules: The Edit Payment Modules checkbox determines whether users see the Pricing and Ordering item in the side menu of the companies section. When the Access checkbox is unchecked the Payment modules option is not available. By default only production managers and administrators have access right.
• Department section: Defines whether users see the Departments item in the side menu of the companies section.
  • Access: The Access checkbox controls whether users see the Departments item in the side menu of the companies section. Only when the Access checkbox is checked are the other options available.
  • Access all Departments: The Access all departments option gives users the right to view all departments.
  • Add and Delete: The Add and delete option allows users to add and delete a department. The options Enable/disable and Edit are directly related to the Add and delete option. A disabled company is visible in the departments overview, but users have no access to the disabled departments except when their role has the option View disabled departments checked.
  • Users: The Users subsection lets the administrator set privileges regarding user accounts within the Department section of PrintShop Mail Web:
    • Access: The Access checkbox in this user section determines whether users see the Users item in the side menu of the department section. When the Access checkbox is unchecked all other options are not available.
    • Assign: The Assign option allows users to assign users to a department.
    • Add and Delete: The Add and delete option allows users to add and delete users. The options Enable/disable and Edit are direct related to the Add and delete option.
    • Enable/disable: When the Enable/disable option is selected users can control other users access to the system.
    • Edit: The Edit option controls whether the user information of users in the department can be edited.
  • Publication Types: The Publication Types subsection is used to set privileges regarding the publication types of a department:
    • Access: The Access checkbox determines whether users see the Publication Types item in the side menu of the department section. When the Access checkbox is unchecked all other options are not available.
    • Assign: The Assign option allows users to assign publication types to a department.
    • Enable/Disable: When the Enable/disable option is selected users can enable/disable documents. Disabled documents are not visible for users except when the View disabled documents option is selected in their role.
  • Pricing and Ordering: The Pricing and Ordering subsection is used to set privileges regarding the Pricing and Ordering section of a department. By example when the Edit Shipping Rates checkbox in the department section is checked for the company manager, the company manager has access rights on department level to the Pricing and Ordering section and can select the Shipping rate profiles for each of his departments.
    • Edit Tax: The Edit Tax checkbox determines whether users see the Pricing and Ordering item in the side menu of the department section. When the Access checkbox is unchecked the Tax option is not available. By default only the production manager and administrator have access right.
    • Edit Shipping Rates: The Edit Shipping Rates checkbox determines whether users see the Pricing and Ordering item in the side menu of the department section. When the Access checkbox is unchecked the Shipping Rates option is not available. By default only production managers and administrators have access right.
    • Edit Payment Modules: The Edit Payment Modules checkbox determines whether users see the Pricing and Ordering item in the side menu of the department section. When the Access checkbox is unchecked the Payment modules option is not available. By default only production managers and administrators have access right.

Users

The Users section defines whether users see the Users tab in the Menu bar. When the Access checkbox is unchecked the other options are not available.

• Access: The Access checkbox in the Users section controls whether users see the Users tab in the Menu bar and is by default disabled for all user roles.
• Add and Delete: The Add and delete option allows users to add and delete users. The options Enable/disable and Edit are directly related to the Add and delete options.
• Enable/Disable: The Enable/disable option allows users to enable other users access to the system. Disabled users remain visible in the users overview.
• Edit: The Edit option allows users to modify other users’ information.

Assign Roles

Some roles allow the end user to manage user accounts (company and department manager). When creating a new account an username and password for that account needs to be specified as wel as a role. The Assign Roles section lets the administrator define which roles the manager can assign when creating and editing accounts. The manager will be able to manage users that have these roles.

• Roles: To select multiple contiguous items press the Shift key and select the first and last entry for your selection. To select multiple non contiguous items press the Alt key and select the appropriate roles.

Publication Types

In the Publication Types section several blocks can be checked. When the Access checkbox is unchecked all other options are not available.

• Access: The Access checkbox enables users to see the Publication Types tab in the Menu bar and is not by default enabled for all user roles.
• Add and Delete: The Add and Delete checkbox allows users to add and delete publication types.
• Enable/Disable: When the Enable/disable checkbox is selected users can enable publication type folders. Disabled publication type folders are not visible for users (except when the View disabled publication types option is selected in the New document section). It is useful to disable a publication type folder while documents and pricing information are being added. When all information is added you can easily enable the publication type folder allowing users to see the publication type folder.
• Edit: The Edit option allows users to modify the properties of publication type folders. When the Edit checkbox is unchecked the other options are not available.
• Edit Production Code: The Edit Production Code option allows users to change product codes for publication type folders.
• Change Company: The Change company option allows users to change the company to which a publication type is assigned. Publication types can be reassigned from the properties page of that publication type folder.
• Edit Pricing: The Edit Pricing checkbox determines whether users have access to the pricing information in the publication types section. If the checkbox is checked it is possible to add and delete all pricing information.
• Add and Delete: The Add and delete checkbox allows users to add and delete documents to a publication type folder.
• Enable/Disable: The Enable/disable checkbox controls whether users can enable or disable documents in the publication type folders. Disabled documents are not visible for users (except when the View disabled documents option is selected in the New document section). It is useful to disable a document while pricing information is added. Once all information is added you can easily enable the document and the publication type folder so users can see the publication type folder and enclosed documents.
• Edit: The Edit option allows users to modify the properties of documents in publication type folders. When the Edit checkbox is unchecked other options are not available.
• Edit Production Code: The Edit Production Code option allows users to change product codes for documents.
• Edit Operator Instructions: The Edit operator instructions option allows users to modify the operator instructions (which may have been set for a PrintShop Mail document).
• Edit Printer: The Edit printer checkbox enables users to select an other printer than the document printer. Every PrintShop Mail document has a document printer by default.
• Change Publication Type: The Change Publication Type option allows users to change the publication type to which a document is assigned.
• Edit Pricing: The Edit Pricing checkbox controls access to the pricing information in the publication types section on a document level. If the checkbox is checked it is possible to add and delete all pricing information.

Collections

The Collection options lets the administrator grant access to the Collection sections and its underlaying features.

• Access: If checked the user with this role is granted access to the Collection section. A user that has access to the Collection section can create, edit and delete collections.

PrintShop Mail

In the Printshop Mail section the right to publish documents to PrintShop Mail Web can be defined.

• Publish Document: Users with the Publish document checkbox checked have rights to publish PrintShop Mail documents to PrintShop Mail Web.