Roles & permissions
Permissions dictate the actions that can be performed by users in each role within the Asset Panda platform. Role provide different levels of permissions to ensure users have the appropriate ability to perform their responsibilities efficiently.
Default and custom roles
The following default roles provide access levels that range from full administrative access to limited operational tasks.
Organization admin: Maintains full control across all organization-wide settings and modules.
Account admin: Manages accounts, modules, and associated user permissions within specific accounts.
Module admin: Configures and manages specific modules and related data structures.
Collaborator: Maintains limited access for viewing records, submitting forms, and interacting with data relevant to their tasks.
Admins can add also custom roles to enable users to perform actions within their designated scope of the application.
View roles & permissions
Select
Settings > Roles & Permissions. The Roles & Permissions page includes the following sections:Predefined roles: Displays the permissions and features available to the default roles.
Custom roles: Displays any custom roles you create, with options to add new roles.
To view the permissions for a specific predefined role, click next to the role name.
The Permissions table displays the system-defined permissions (View, Create, Edit, and/or Delete) for each main application area (for example, Accounts, Modules, Collections, and Attachments).
The Additional features list identifies other actions users in the role can perform.
Create a custom role
In Asset Panda, admins can create custom roles with specific permissions to determine who can perform tasks such as managing assets, approving requests, or viewing reports. These roles can be helpful if the predefined roles don’t accurately reflect your workflow. They also enable you to secure sensitive actions while providing an efficient workflow for your team.
You can then assign the roles to users to ensure everyone has the correct access.
Select
Settings > Roles & Permissions. Under Custom roles, click Add. The Custom role page is displayed.
Enter the Role name and enter an optional Description to provide a summary of the role’s purpose.
Select the Account and Module to which the role applies. The relevant collections are displayed with check boxes to enable or disable access.
Under Records permissions, select the check boxes for each task you want users to be able to perform for records in the collection:
View: View the list of collection records.
Create: Add records to the collection.
Edit: Edit existing collection records.
Delete: Delete existing collection records.
Forms access: Access forms associated with the collection.
Allow importing: Import data to create or update collection records.
To limit the records a user can view based on specified filters:
Click under Limit record permissions.
Select the Collection whose records you want to filter.
Select the Field to review, the Conditions to use when reviewing the filter, and the Value to limit the records displayed.
To define multiple conditions, click Add more and then repeat steps a-c.
If multiple conditions are defined, select whether the record must match All or Any of the conditions to be displayed.
Click Apply.
To limit reservation permissions for collections:
Select the Reservations toggle.
Click Collection settings. The Reservations permissions page is displayed.
For each collection, select the check box for each reservation task you want to enable for users (View, Create, Edit, or Cancel).
Click Save.
Under Resources, select the check box for each task you want to enable for users (View, Edit, Create, or Delete) in each main application area.
To enable additional features, select the toggle next to the feature:
Submit forms: Allow users to bypass their add/edit record permissions and submit a form to create or update records.
Import records: Allow users to import new records or update existing records in bulk from an external spreadsheet.
Export records: Allow users to export data from a collection or saved view to an external file.
Barcode/Matrix scanning: Allow users to connect a third party device or the Asset Panda mobile app to scan barcodes.
Barcode generator: Allow users to design custom barcode sheets and labels.
Creating kits: Allow users to manage kits in a collection.
Transfer consumables: Allow users to transfer consumable records between destinations.
Activity stream: Allow users to view historical data and changes.
Locking records: Allow users to lock records to prevent other users from making any manual edits or automated changes to records.
Click Save. You can assign the role to new and existing users associated with the module. See Invite users to a module.
In Asset Panda Pro, forms are restricted to specific users based on sharing settings, which differs from version 1.0 behavior. User permissions also influence access to shared items, including dashboards and saved views.
You should ensure that permissions and sharing settings are correctly configured to avoid access issues. You should also verify how these settings apply to forms for a seamless user experience.
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