Inventory security settings
This article describes the security settings you can configure to grant or restrict access to inventory management in Autotask. It also documents the settings of the system security levels in your Autotask instance.
System security levels are not editable, but you can make copies and edit them to create custom security levels. Refer to:
Overview
The Inventory feature is available to all Autotask customers at no charge. Procurement is included with the Premium and Ultimate editions. For information on Procurement features, refer to Introduction to Inventory.
Inventory permissions provide you with the flexibility to define the user groups who can view and manage inventory, and designate the level of inventory management privileges each group has.
Settings
About this setting
Object permissions fall into four specific categories, each with their own access controls. They are as follows.
Inventory Locations and Items
View
- All: Security levels with access to Inventory can always view inventory locations and items.
- None: Security levels without access to Inventory can never see inventory locations or items.
Add
- Yes: Users with this security level can add inventory locations and items.
- No: Users cannot add inventory locations or items.
Edit
- This value will always be the same as Add. You cannot edit it.
Delete
- All: Users with this security level can delete inventory locations and items.
- None: Users cannot delete inventory locations or items.
The listed settings are enabled by default for the following system security levels:
Security Level | ||||
---|---|---|---|---|
Inventory Locations and Items (includes Inventory Products and Stocked Items, but they share the same settings) |
View | Add | Edit | Delete |
Co-managed Help Desk |
None |
No | None | None |
Minimal Access |
All | No | None | None |
Time & Attendance |
All | No | None | None |
Team Member |
All | No | None | None |
Contractor |
All | No | None | None |
Private CRM |
All | No | None | None |
Sales |
All | No | None | None |
Service Desk User |
All | No | None | None |
Project Manager |
All | No | None | None |
Dashboard User |
All | No | None | None |
Manager |
All | Yes | All | All |
System Administrator, Full Access User |
All | Yes | All | All |
API User |
All | Yes | All | All |
Products
View
- All: Security levels with access to Inventory can always view the Products list.
- None: Security levels without access to Inventory cannot view the Products list from this page.
Add
- Yes: Users can add inventory items to the Products list.
- No: Users cannot add products to the list from this page.
Edit: Will always be the same as Add. Cannot be edited.
Delete:
- All: Users can delete products from the Products list.
- None: Users cannot delete products from the Product list from this page.
The listed settings are enabled by default for the following system security levels:
Security Level | ||||
---|---|---|---|---|
Products |
View | Add | Edit | Delete |
Co-managed Help Desk |
All | No | None | None |
Minimal Access |
All | No | None | None |
Time & Attendance |
All | No | None | None |
Team Member |
All | No | None | None |
Contractor |
All | No | None | None |
Private CRM |
All | No | None | None |
Sales |
All | No | None | None |
Service Desk User |
All | No | None | None |
Project Manager |
All | No | All | All |
Dashboard User |
All | No | None | None |
Manager |
All | Yes | All | All |
System Administrator, Full Access User |
All | Yes | All | All |
API User |
All | Yes | All | All |
Product Notes
View
- All: Security levels with access to Inventory can always view Product Notes.
Add
- Yes: Users can add Product Notes.
- No: Users cannot add Product Notes.
Edit: Users will be able to edit All, Mine, or None Product Notes.
Delete: Users will be able to delete All, Mine, or None Product Notes.
The listed settings are enabled by default for the following system security levels:
Security Level | ||||
---|---|---|---|---|
Product Notes |
View | Add | Edit | Delete |
Co-managed Help Desk |
All | Yes | Mine | None |
Minimal Access |
All | No | None | None |
Time & Attendance |
All | No | None | None |
Team Member |
All | Yes | Mine | None |
Contractor |
All | No | None | None |
Private CRM |
All | Yes | Mine | None |
Sales |
All | Yes | Mine | Mine |
Service Desk User |
All | Yes | Mine | Mine |
Project Manager |
All | Yes | Mine | Mine |
Dashboard User |
All | No | None | None |
Manager |
All | Yes | All | All |
System Administrator, Full Access User |
All | Yes | All | All |
API User |
All | Yes | All | All |
Purchase Orders
View
- All: Security levels above 'Co-managed Help Desk' can view Product Notes.
Add
- Yes: Users can add Purchase Orders.
- No: Users cannot add Purchase Orders.
Edit:
- All: Users will be able to edit all Purchase Orders.
- None: Users cannot edit Purchase Orders.
Delete:
- All: Users will be able to delete All Purchase Orders.
- None: Users cannot delete Purchase Orders.
The listed settings are enabled by default for the following system security levels:
Security Level | ||||
---|---|---|---|---|
Purchase Orders |
View | Add | Edit | Delete |
Co-managed Help Desk |
None | No | None | None |
Minimal Access |
All | No | None | None |
Time & Attendance |
All | No | None | None |
Team Member |
All | No | None | None |
Contractor |
All | No | None | None |
Private CRM |
All | No | None | None |
Sales |
All | No | None | None |
Service Desk User |
All | No | None | None |
Project Manager |
All | No | None | None |
Dashboard User |
All | No | None | None |
Manager |
All | Yes | All | All |
System Administrator, Full Access User |
All | Yes | All | All |
API User |
All | Yes | All | All |
About these settings
Enabling or disabling these permissions will control access to the following features.
- When selected, users with this security level can access the Purchase Approvals page and all features available on the page.
- When cleared, users cannot access the Purchase Approvals page.
Manually Add Items to Purchase Orders (not Dashboard User)
- When selected, users with this security level have permission to add purchase order items to purchase orders directly from the New/Edit Purchase Order page, without creating them from charges.
- When selected, users with this security level can access the Receiving page and all features available on the page. Users can also receive purchase order items from the Purchase Orders page.
- When cleared, users cannot access the Receiving page or receive purchase order items from the Purchase Orders page.
- When selected, users with this security level can access the Delivery & Shipping page and all features available on the page. Users can also access the Deliver/Ship option from the New Charge or Edit Charge page.
- When cleared, users cannot access the Delivery & Shipping page or deliver/ship items from the New Charge or Edit Charge page.
- When selected, users with this security level can transfer stocked items between inventory locations. The right-click menu on the Inventory Items page will include the Transfer Stocked Item option.
- When cleared, users cannot transfer inventory items.
The listed settings are enabled by default for the following system security levels:
Can bypass Procurement (this will set the status of the Charge to Delivered/Shipped Full)
About this setting
When Procurement is enabled, all charges with a status of Need to Order will be displayed on the Purchasing & Fulfillment page. It is likely that customers will want to clear out these items without having to create a dummy PO and pushing them through the purchasing process. Enabling access to this feature will allow the designated user groups to bypass the Procurement process by enabling the Bypass Procurement for Selected Items button.
IMPORTANT If a user bypasses procurement, the status of the Charge will automatically default to Delivered/Shipped Full.
The listed settings are enabled by default for the following system security levels:
About this setting
This setting controls whether users with this security level can edit already-approved purchase order items. Select one of the following options:
- All: Users with this security level setting can edit all approved purchase order items on unsubmitted purchase orders regardless of who approved them.
- Only items I approved: Users with this security level can edit approved items on unsubmitted purchase orders when they were the resources who approved the item.
NOTE If a purchase order item received approval, its charge was edited, and it received approval again, the item's approver will become the most recent approver.
- None: Users with this security level setting will not be able to edit any approved purchase order items on unsubmitted purchase orders.
The listed settings are enabled by default for the following system security levels:
Security Level | Permission |
---|---|
Co-managed Help Desk |
None |
Minimal Access |
None |
Time & Attendance |
None |
Team Member |
None |
Contractor |
None |
Private CRM |
None |
Sales |
None |
Service Desk User |
None |
Project Manager |
None |
Dashboard User |
None |
Manager |
All |
System Administrator, Full Access User |
All |
API User |
All |
Additional Resources
- Contract security settings
- CRM security settings
- Inventory security settings
- Project security settings
- Service Desk security settings
- Knowledge Base and Documents security settings
- Timesheet security settings
- Report security settings
- Admin security settings
- Other security settings
- Web Services API security settings