Service Order Access Privileges

You use access privileges to control the information roles/users can add, edit, delete or view. You use access privileges in conjunction with access management. Proceed cautiously before making changes to any access privileges as any changes may have an impact on other users in your system.

You can change service order access privileges from either the Access Privileges screen on the Main Menu or from the Event Management Configuration screen on the Access Privileges tab.

Below is a list of available service order access privileges.

Allow Access To Orders By Department

This access privilege controls who can view orders and order items based on the order department or order item department. Roles/users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all departments. To limit access to selected departments, right-click on the assigned role/user and select Assign Details to access the Assign Details screen.

If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to all orders regardless of the order department or order item department. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot view orders or order items. For package, feature and setup items, the security checks the department for the header, not each individual item in the package, feature or setup. For example, if a Banquet Setup is assigned to the Food Service Department, but contains items from the Maintenance and Audio Visual Departments, when users add the setup, the system checks to see if the user has access to the Food Service Department. The system does not check for access to the Maintenance or Audio Visual Departments.

Allow Edit/Add of Service Orders

This access privilege controls who can edit or add service orders. Any roles/users assigned to the privilege can edit and add services orders while any roles/users not assigned to the privilege cannot edit or add service orders. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can edit or add service orders.

Allow Editing of Multiple Service Orders and Items

This access privilege controls who can edit multiple service orders and service order items. Any roles/users assigned to the can access the Edit Multiple Orders and Edit Multiple Order Items screens while any roles/users not assigned to the privilege cannot access the screens. If no roles/users are assigned to the privilege, it is considered inactive, and no roles/users can access the edit multiple orders and order items screens.

Allow Delete of Service Orders

This access privilege controls who can delete service orders. Any roles/users assigned to the privilege can delete service orders while any roles/users not assigned to the privilege cannot delete service orders. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can delete service orders. 

Edit/Delete Service Order by Status

This access privilege controls who can edit and delete service orders by checking the assigned service order status level for each role/user and comparing it to the status of the order. You can assign each role/user a status level and the role/user can edit or delete service orders with status levels at or below the assigned status level. For example, a role/user with a security level of 30 can edit and delete service orders with a status of 30 or lower. A blank value or no value is the same as not assigning the role/user to the privilege. If a role/user is not assigned to the privilege and others are, then the role/user cannot edit or delete any service order regardless of the status level of the order. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can edit or delete any service order.

Regardless of the status level assigned to a role/user, roles/users can edit the user defined fields (UDFs) and products/services for all service orders.

Allow Closing of Orders

This access privilege controls who can close orders. Any roles/users assigned to the privilege can close orders while any roles/users not assigned to the privilege cannot close orders. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can close orders. Roles/users can only close an order if all work orders associated with the order are completed or cancelled. 

Allow Cancelling of Orders

This access privilege controls who can cancel orders and order items. Any roles/users assigned to the privilege can cancel orders and order items while any roles/users not assigned to the privilege cannot cancel orders and order items. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can cancel orders and order items. 

Allow Opening/Reinstating of Orders

This access privilege controls who can open closed orders and reinstate cancelled orders and order items. Any roles/users assigned to the privilege can open closed orders and reinstate cancelled orders and order items while any roles/users not assigned to the privilege cannot open closed orders and reinstate cancelled orders and order items. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can open closed orders and reinstate cancelled orders and order items.

Allow Discounts

This access privilege controls who can apply discounts and how much of a discount a role/user can apply. Any roles/users assigned to the privilege can apply discounts up to their allowed percentage and/or amount while roles/users not assigned to the privilege cannot apply discounts. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can apply discounts. 

To configure the percentage and/or amount a role/user can discount, enter the percent value and/or amount into the Value field separated by a semi-colon. If the Value field is left blank or you enter a zero, then roles/users are not limited to how much they can discount.

For example, to limit a roles/user to a discount of 10% up to 500, enter 10;500 in the Value field. To limit a role/user by the percent of discount only (10%), enter 10 into the Value field. To limit a user by the amount of discount (500), enter 0;500 into the Value field.

Allow Surcharges

This access privilege controls who can apply surcharges. Any roles/users assigned to the privilege can apply surcharges while roles/users not assigned to the privilege cannot apply surcharges. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can apply surcharges. 

Allow Adding of Orders to Cancelled Events

This access privilege controls who can add an order to a cancelled event. Any roles/users assigned to the privilege can add an order to a cancelled event while any role/user not assigned to the privilege cannot add an order to a cancelled event. If no roles/users are assigned to the privilege, it is considered inactive, and no roles/users can add an order to a cancelled event. 

Allow Reset of Order User Fields

This access privilege controls who can reset the user fields on orders when the order UDF on the event is changed. Any roles/users assigned to the privilege can reset the order user fields while roles/users not assigned to the privilege cannot reset the order user fields. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can reset order user fields.

Allow Order Repricing Task Access

This access privilege controls who can reprice orders. Any roles/users assigned to the privilege can reprice orders while roles/users not assigned to the privilege cannot reprice orders. If no roles/users are assigned to the privilege, it is considered inactive, and no users can reprice orders.

No other security is checked when repricing orders. A role/user with access to reprice orders is assumed to have access to change the order.

Allow Order Tax Recalculation Task Access

This access privilege controls who can use the order tax recalculation process. Any roles/users assigned to the privilege can use the order tax recalculation process while roles/users not assigned to the privilege cannot use the order tax recalculation process. If no roles/users are assigned to the privilege, it is considered inactive, and no users can use the order tax recalculation process.

No other security is checked when using the order tax recalculation process. A role/user with access to recalculate taxes is assumed to have access to change the order.

Allow Access to Edit Item by Item Status

This access privilege controls who can edit existing order items by checking the item status assigned to each role/user and comparing it to the status of the order item. You can assign each role/user a status level and the role/user can edit items with status levels equal to or below the assigned status level. For example, a role/user with a security level of 30 can edit order items with a status of 30 or less. A blank value or no value is the same as not assigning the role/user to the privilege. If a role/user is not assigned to the privilege, then the role/user cannot edit any order item regardless of the status level of the order item. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can edit any order item.

Allow Access to Delete Item by Item Status

This access privilege controls who can delete order items by checking the item status assigned to each role/user and comparing it to the status of the order item. You can assign each role/user a status level and the role/user can delete items with status levels equal to or below the assigned status level. For example, a role/user with a security level of 30 can delete order items with a status of 30 or less. A blank value or no value is the same as not assigning the role/user to the privilege. If a role/user is not assigned to the privilege, then the role/user cannot delete any order item regardless of the status level of the order item. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can delete any order item.

Allow Access to Edit/Add/Delete Items by Department

This access privilege controls who can edit, add and delete order items based on the department of the order item. Roles/users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all departments. To limit access to selected departments, right-click on the assigned role/user and select Assign Details to access the Assign Details screen.

If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can edit, add and delete an order item and its information, except for its price and cost. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot add, edit and delete order items. However, the roles/users can still view an item's information. For package, feature and setup items, the security checks the department for the header, not each individual item in the package, feature or setup. For example, if a Banquet Setup is assigned to the Food Service Department, but contains items from the Maintenance and Audio Visual Departments, when users attempts to add, edit or delete delete the setup or items within the setup, the system checks to see if the user has access to the Food Service Department. the system does not check for access to the Maintenance or Audio Visual Departments.

Allow Modification of Secure Package Components in Orders

This access privilege controls who can edit or delete items in secure packages, setups, or menus on an order. Any roles/users assigned to the privilege can edit or delete items from a secure package, setup, or menu while roles/users not assigned to the privilege cannot edit or delete items from a secure package, setup or menu. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can edit or delete items from a secure package, setup, or menu on an order.

You can set packages, setups, and menus as secure by checking the Secure check box on the appropriate edit screen (Edit Package, Edit Setup or Edit Menu).

Override Standard Item/Service Cost

This access privilege controls who can override item/service costs. Any roles/users assigned to the privilege can change the item/service costs while roles/users not assigned to the privilege cannot change the item/service costs. If no roles/users are assigned to this access privilege, it is considered inactive, and no roles/users can change the item/service costs.

Override Item/Service Charge by Department

This access privilege controls who can override the item/service charge based on the department assigned to an item. Roles/users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all departments. To limit access to selected departments, right-click on the assigned role/user and select Assign Details to access the Assign Details screen.

If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can override item/service charges for all items. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot override the item/service charge. 

To use the Min/Max Charge columns on the Edit Item screen, enter MM into the Value field.

Allow Override of Minimum and Maximum Charge

This access privilege controls who can override the maximum charge or minimum charge when the extended charge of the order item is changed. Any roles/users assigned to the privilege can override the minimum or maximum charge for an order item while roles/users not assigned to the privilege cannot override the maximum or minimum charge for an order item. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can override the maximum or minimum charge for an order item. 

Allow Event Modification By Coordinator

This access privilege controls who can access service orders based on the coordinator assigned to the event for the service order. Roles/Users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all coordinators. To limit access to selected coordinators, right-click on the assigned role/user and select Assign Details to access the Assign Details screen. 

If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to all coordinators' event information. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot change or view any coordinators' event information, even events where the user is the primary coordinator. Roles/users with view only access can view coordinators' event information but cannot change it. 

This access privilege checks the Primary Coordinator and Coordinator 2-4 fields for access.

Allow Event Modification by Event Account Rep/Salesperson

This access privilege controls who can access service orders based on the salesperson assigned to the event for the service order. Roles/users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all salespeople. To limit access to selected salespeople, right-click on the assigned role/user and select Assign Details to access the Assign Details screen.

If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to all salespeople's event information. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot change or view any salespeople's event information, even events where the user is the salesperson. Roles/users with view only access can view the salesperson's event information but cannot change it. 

Allow Edit/Delete of Items with Item Sequencing

This access privilege controls who can delete or edit existing items with item sequence numbers assigned to them. Any roles/users assigned to the privilege can delete or edit item sequenced items while roles/users not assigned to the privilege cannot delete or edit item sequenced items. If no roles/users are assigned to the privilege, it is considered inactive, and no roles/users can delete or edit item sequenced items.

Allow Undo of Item Sequence Batch

This access privilege controls who can undo an item sequence batch from the Assign Item Sequences screen. Any roles/users assigned to the privilege can undo an item sequence batch while roles/users not assigned to the privilege cannot undo an item sequence batch. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can undo an item sequence batch.