Creating a new role allows you to fine-tune permissions and access rights for a specific type of user within your VMS environment. Instead of assigning broad, generic access, roles help ensure that users only see and interact with the information that is relevant to their responsibilities. This improves security, reduces complexity, and helps users work more efficiently.
For example, a Finance role may only require access to financial documents such as invoices, budgets, or payment reports. This user would not need access to operational features like requests, proposals, or supplier communications. By creating a dedicated role, you prevent unnecessary access to sensitive or irrelevant data while keeping the interface clear and focused for that user.
Roles are especially useful in organizations with multiple departments, external stakeholders, or varying compliance requirements. They allow administrators to standardize access levels while still supporting different workflows and responsibilities.
Note: Creating a role is not limited to assigning permissions alone. To ensure the role functions as expected, you must also configure the appropriate reports and notification settings. Without these settings, users may miss important updates or lack visibility into the data they need. Always review role settings holistically before assigning them to users.
See also: How do I manage the roles of suppliers?
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