Adaco: Changing Product and Vendor Property Access Rights in User Groups – Fourth & HotSchedules Customer Success Portal

User Group - Property Access Rights

When access rights are associated with a user group, all users assigned to that user group are affected.
To access the Property option access rights, as shown in Fig.1:

Navigate to Property > Setup > User Groups > User Groups
Double click the desired user group
Select Property in the Main Menu drop down
Add or modify access rights
Save.

Fig.1 - Accessing the Property access rights

Group Details

Fields	Description
Allowed segments for groups	If a segment or segments are selected, then users assigned to the user group will only have access to products associated with those segments and subsequent categories and subcategories. Note: a blank field denotes access to all segments.

Submenu

Fields	Description
Products*	Provides access to search and view, though not the content of, all products in the database, located under the Property drop down menu, as seen in Fig.2. Fig.2 - Products option becomes accessible
Vendors*	Provides access to search and view, though not the content of, all vendors in the database, located under the Property drop down menu, as seen in Fig.3. Fig.3 - Vendors option becomes accessible
User Center*	Provides access to view the users in the database, located under the Property drop down menu, as seen in Fig.4. Fig.4 - User Center option becomes accessible
Data Push / Pull*	Provides access to the Data Synchronization option, located under the Property drop down menu, as seen in Fig.5, but additional access is required to pull/push data. Fig.5 - Data Synchronization option becomes accessible Only applicable if the property has access to a Central Purchasing property
Setup*	Provides access to the Setup screen but not to the contents, located under the Property drop down menu, as seen in Fig.6. Fig.6 - Setup option becomes accessible
Administration*	Provides access to the Administration screen but not to the contents, located under the Property drop down menu, as seen in Fig.7. Fig.7 - Administration option becomes accessible
Export Data	Used by the Adaco data team when setting up properties, located under the Property drop down menu, as seen in Fig.7. Fig.7 - Export Data option becomes accessible If there is a Central Purchasing property, then this access right will only be available there
Import Data	Used by the Adaco data team when setting up properties, located under the Property drop down menu, as seen in Fig.8. Fig.8 - Import Data option becomes accessible If there is a Central Purchasing property, then this access right will only be available there

Note: fields with an asterisk indicates a Submenu with additional access rights.

Note: once the appropriate access rights have been associated to the user group:

Click Save

Additional Access Rights

Some of the Submenu access rights have extra access rights associated to them. To access:

Click ". . ." under the Access Rights column, as seen in Fig.9

Fig.9 - Accessing additional access rights

When additional access rights are provided to the user group for the Submenu option, the users assigned to that user group will be able to do more within that area. The additional access rights are shown in Fig.10.

Fig.10 - Access Right - Products

Fields	Description
Edit Pack Quantity	Provides access to change the pack sizes of products, as seen in Fig.11. Fig.11 - Pack size editing for product details becomes accessible Requires only the Edit access right Requires the View access right for Product Access Requires the Edit access right for Product Detail Access If the property does not have Allow Editing Product Units After Transactions, located under Property > Administration > Property Preferences > Customization, then users will only be able to modify Subpack Unit and Micro Pack Unit fields only, as seen in Fig.12 Fig.12 - Allow Editing Product Units After Transactions disabled If this product is from Central Purchasing, and your property has the Allow Editing Product Units After Transactions enabled but still cannot modify the units, this is because all properties which also have the specific product detail do not have this option enabled.
Upgrade Adhoc Products	Provides access to change an ad hoc product into a product, as seen in Fig.13. Fig.13 - Upgrade to Product option becomes accessible Requires only the Edit access right Requires the View access right for Product Access The property would have to have Allow Adhoc Items enabled, located under Property > Administration > Property Preferences > Requisition, in order for adhoc products to exist at the property
Upgrade Products to CP Products	Probably had a function at one time, no longer does.
Product Access	Provides the access to Create, Edit, View, and Delete products. Create - allows users to make new products, as seen in Fig.14. However, if the property has a Central Purchasing, then the product creation may be restricted to only the Central Purchasing property. This is located under Property > Administration > Property Preferences > Property Privileges Fig.14 - New option becomes accessible Edit - allows users to modify the product header, as seen in Fig.15 Requires the View access right If there is a Central Purchasing, then users may not be able to modify certain items depending on the product synchronization setup, located under Property > Administration > Property Preferences > Data Synchronization. Fig.15 - Product header fields become accessible View - allows users to view the details of Products, referred to as a Product Master Delete - allows users to delete products/product details, under Property > Products as long as the product/product detail does not have any transaction history, as seen in Fig.16 Fig.16 - Delete option becomes accessible
Reset Inventory Cost	Provides access to change the Inventory Cost of a product in one or more selected outlets, as seen in Fig.17, but only if there is a current, positive (more than 0) onhand stock in the outlet. Fig.17 - Reset Cost option becomes accessible Requires the Create and Edit access rights Requires the Edit and View access rights for Product Access
Modifying Primary Vendor	Provides access to mark a vendor which is associated with a product as the primary vendor for that specific product detail, as seen in Fig.18. Fig.18 - Mark as Primary Vendor option becomes accessible Requires only the Create access right Requires the Edit and View access right for Product Access Note: this does not provide access to associated vendors to product details.
GL Accounts Setup	Provides access to set a general ledger account to the product for an outlet without having to go to the Outlet Guide, as seen in Fig.19 Fig.19 - GL Account option becomes accessible Requires the Create and Edit access rights Requires the Edit and View access rights for Product Access Note: the property must have Enabled GL Accounts enabled, located under Property > Administration > Property Preferences > Inventory.
Multiple language description editing	Provides access to add a product description to a different language that is associated with the property, as seen in Fig.20. Fig.20 - Multiple language description editing becomes accessible Requires only the Edit access right Requires Edit and View access rights for Product Access Note: the languages associated with your property can be set under Property > Administration > Property Preferences > Languages.
Product Verification	Provides access to marking a product detail as verified, as seen in Fig.21. Fig.21 - Verify option becomes accessible Requires only the Edit access right Requires the View access right for Product Access
Product Detail Access	Provides access to Create, Edit, and Delete product details, depending upon the access given. Create - provides the access to create new and copy existing details to create new ones for products, as seen in Fig.22. If the property has a Central Purchasing, then a Pull option also becomes available to grab other details for the product from Central Purchasing, as seen in Fig.23. Fig. 22 - New and Copy options become accessible Fig.23 - Pull option becomes accessible Edit - provides the access to modify existing product details, as seen in Fig.24 Does not requires the Create access right Fig.24 - Product Detail fields become accessible Delete - provides the access to remove details, as long as the details do not have prior transaction history (purchase requisitions, purchase orders, transfers, outlet requisitions, etc), as seen in Fig.25. The same goes for properties with a Central Purchasing, as seen in Fig.26 Fig.25 - Delete option becomes accessible Fig.26 - Delete option for a property with a Central Purchasing becomes accessible
GL Accounts for Ordering Outlets Editing in Transactions	Provides access to modify products' general ledger account for the requesting outlet on outlet requisitions, as seen in Fig.27. Fig.27 - Ordering Account drop down becomes accessible Requires the Create and Edit access rights Requires access to create outlet requisitions Note: Requires the property to have Enable GL Accounts enabled, located under Property > Administration > Property Preferences > Inventory.
GL Accounts for Supplying Outlets Editing in Transactions	Provides access to modify the products' general ledger account for the outlet providing the products on outlet requisitions, as seen in Fig.28. Fig.28 - Supplying Account drop down becomes accessible Requires the Create and Edit access rights Requires access to create outlet requisitions Note: Requires the property to have Enable GL Accounts enabled, located under Property > Administration > Property Preferences > Inventory.
Merge Products Access	Provides access to combine products, as well as product details, as seen in Fig.29. Fig.29 - Merge Products and Merge for product details options become accessible
Product Recipe Tab Access	Providing a user with Edit for Product Access will provide them with the ability to modify this screen. However, if there is a Central Purchasing, then the user will not be able to modify the Dietary Information as this is maintained at Central Purchasing, as seen in Fig.30. Fig.30 - Dietary Information is not accessible
Sales Items API	Provides access to give an API key to a 3rd party provider.
Product API	Provides the ability to Create, Edit, View, and Delete products using a third party application. Note: the Print option does not have any function.
Deactivate Unused Products	A user who is assigned to a user group which has this access right will see a button in the Products master screen called Deactivate Unused Products. When this new button is used the user will be able to set the criteria for which products should be deactivated.

Note: if there is a Central Purchasing property, some fields may not be available to edit due to synchronization settings, located under Property > Administration > Property Preferences > Data Synchronization > Products.

Note: once the appropriate access rights have been associated to the user group:

Click Save

The Vendors submenu has additional access rights within it, as shown in Fig.31.

Fig.31 - Access Right - Vendors

Fields

Description

Vendor Access

Provides access to Create, Modify, View, and Delete vendors.

Create - provides access to create new vendors, as seen in Fig.32
- Note: if there is a Central Purchasing property, then the ability to add vendors will need to be given, located under Property > Administration > Property Preferences > Property Privileges.

Fig.32 - New option becomes accessible

Edit - provides the ability to modify an existing vendor and add a Vendor Interface, as seen in Fig.33.
- Requires the View access right

Fig.33 - New option becomes accessible

View - provides the ability to see vendor details, as seen in Fig.34, and associate products to the vendor, as seen in Fig.35.
- Note: if there is a Central Purchasing property and the vendor has been marked as CP Quote Controlled, then products may only be associated with the vendor at Central Purchasing

Fig.34 - Details option becomes accessible

Add Product option becomes accessible

Fig.35 - Add Product option becomes accessible

Vendor API Access

Provides access to create and maintain vendors using an external vendor management system.

Note: a Fourth Interface Specialist can provide technical details of this interface to the property or the accounts system

Note: if there is a Central Purchasing property, some fields may not be available to edit due to synchronization settings, located under Property > Administration > Property Preferences > Data Synchronization > Vendors.

Note: once the appropriate access rights have been associated to the user group:

Click Save

Submenu

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