There are several ways to ensure that Phocas users only see the financial information they need. The ability to govern access via underlying permissions and restrictions provides the freedom to share financial dashboards, charts, analysis results and so on, without needing to worry about who can see what.
This page gives an overview of options your administrator can set up for you.
Permission to customize statements
You may want users to be able to view and analyze financial statements in Phocas without permitting them to change the structure of the statement. This is simple, because by default users don't have permission to customize statements and when they go to the Actions menu they won't see the Statements option in the dropdown (as shown in the screenshots below).
Giving someone permission to customize statements is done via a checkbox in the user’s profile setting. Your administrator can do this for you (see Manage permission to customize financial statements ).
Control database access
Your administrator can manage who can access a database and what information they can see within a database. For example, they can set a default restriction on a database so that users could see ‘budget’ but not ‘profit’.
If your financial data is coming from more than one database, restricitions can be set for multiple databases.
Set user restrictions
If, for example, you only want your local branch managers to see the data required to manage their branch’s budgets and track their KPIs your administrator can restrict access so that each manager only sees the information relevant to them. Restrictions can be set for individual users or group.
These restrictions can be customised at a very fine level and can be applied to one database at a time, so that a user could have access to cost of sales in one database and not another.
Both database and user restrictions can be set for individual users or groups.