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Manage profiles

Owned by Denise McGettigan
Last updated: Oct 24, 2023
3 min read

If you have the Administration > Profiles permission, you can manage the shared profiles that can be applied to multiple user accounts. For example, you might want to have variations of the Basic or Advanced default profile or create a new profile for a team that has specific permissions.

In the Phocas menu, click Administration > Profiles. The Profiles page lists the default system profiles and any other profiles that you or other administrators in your organization have created.

These profiles are listed in the user maintenance form > Profile tab (image below left), where you can select one to assign the corresponding permissions to the user’s account. 

Add a profile

  1. On the Profiles page, click New.

  2. Enter a name for the new profile.

  3. Select one of these options:

    • Create a profile from an existing user-specific profile: Click Copy From > User in the top right corner, then select the user whose profile you want to copy and click Copy. Update the permissions as required (select or clear the checkboxes).

    • Set up a new profile from scratch: Select the checkboxes of the relevant permissions.

  4. Click Save > Close.

Edit a profile

You can edit the configuration of a profile to meet your organization’s needs in two ways. The second way is handy when you are editing the profile of a single user who has been assigned a shared or default profile and you want to edit the permissions in that profile, without losing your work on the single user’s profile screen.

  • On the Profiles page, click the profile name, then edit its configuration as required (see steps above) and click Save.

  • On an individual user’s user maintenance form, click the Profile tab, select the profile you want to edit, then click the Edit for everyone link. The profile page opens in a new browser tab, where you can proceed to edit its configuration (see steps above). You can return to the other browser tab to continue editing the single user’s profile settings.

Delete a profile

You can permanently a profile if it is no longer required. This action cannot be undone. You can delete multiple folders at the same time (left-click and drag to select the required rows).

On the Profiles page, select the row of the profile, then click Delete > Yes.