Roles and Permissions

Individuals, system users, and organizations in your address book can be assigned one or more roles. Roles control the lists and searches where the contact will be included as an option. For example, assigning an organization the Cooper role includes the organization in the Cooper list when you're adding a barrel.

System users can also be assigned permissions that allow the user to perform specific tasks and operations.

The roles and permissions assigned to a contact are managed from the Address Book.

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Roles

Roles provide a way to categorize contacts so that they display in different parts of vintrace. For example, granting a system user the Operator role includes the user in dropdown lists and searches for operational work. The roles that are available will differ for individuals, system users, and organizations.

Contact Type	Available Roles
Individual	Lab technician Owner Winemaker
System User	Lab technician Owner Winemaker
Organization	Carrier Cooper Customer Distributor Grower Harvester Laboratory Owner Vendor

Roles do NOT control what the system user is able to do. The tasks and operations available to a system user is controlled by their permissions.

Permissions

The tasks and operations that a system user can perform is controlled by their permissions. Some permissions are selected by default for new users. These permissions are noted in the Assigned by Default column.

Permission	Allows the System User to...	Assigned by Default
Account holder	Make adjustments to self managed licensing. This permission is only applicable to Boutique customers.	No
Can adjust costs	Manually adjust/add costs to bulk wine, cased goods and other inventory items.	No
Can adjust live bond details	Change the bond details for an active Winery or AP.	No
Can adjust tax classes	Change tax classes on wines (for 702's Change of Tax Class items).	No
Can adjust tax state	Move bulk wine or cased goods from non-declared to bonded.	No
Can backdate into a closed off TTB702 period	Enter backdated entries that have a 702 effect even though the 702 has been marked as “I plan to submit this 702 to the TTB”.	No
Can bypass packaging rules for stock items	Bypass including glass with an item.	No
Can edit TTB tax volume events	Edit TTB reportable volumes (does not change the batch volume).	No
Can manage client billing	Manage all aspects of client billing (with billing module enabled).	No
Can manipulate active BOMs	Change a Bill Of Materials for a cased goods item that already has stock on hand or transactions.	No
Can move wine between bonds	Move bulk wines or cased goods between winery or AP bonds.	No
Can move wine between wineries	Move bulk wines or cased goods between physical facilities.	No
Can perform Rollbacks and Restorations	Use the Rollback operation.	Yes
Can perform admin operations	Create new stock items. Perform Operations > Admin > Change batch, Import product. Change the closed off period for a bond (US). Backdate an operation that will affect the TTB report (US). Edit charge/billing information that has already been invoiced Reverse dispatch operations. Reverse all entries in Lab Console. Edit or delete entries in Lab Console. Move items between lots in Inventory > Move operation. Correct, reverse, and change date for completed inventory operations. Correct and fix date for completed winery operations. Update sales orders with a Paid status. Modify the 'Alert state' checkbox on a tank. View Billing information in the Winery Setup.	Yes
Can record large losses	Record losses over customizable loss threshold (still get a warning which they will need to confirm).	Yes
Can submit inventory actions	Complete cased goods/warehouse work orders.	Yes
Can switch between winery facilities	Switch between winery facilities (when disabled user can only view details for their default winery).	No
Can view costs	View cost information on screen or in reports.	No
Complete operations in future	Complete operations with a future date.	Yes
Local vintrace Admin	Perform import/export data operations. Manage licenses/subscriptions. Change permissions for other users.	No
Complete tasks out of sequence	Submit jobs from a single work-order out of sequence.	Yes
Perform bulk wine reversals	Reverse fruit receivals, crush notes, bulk intake and bulk dispatch jobs.	Yes
Schedule tasks	Schedule work orders for both bulk wine and/or cased goods inventory.	Yes
Submit operations	Complete bulk wine operations such as bulk intake, transfers, additions, lab analysis, etc.	Yes
Enable API login	Access to the vintrace API.	No
Can change ownership of wines	Change the ownership for a Change Owner operation and Change Batch operation, and edit a batch's owner.	No
Can change winery defaults	Change default in Winery Setup > Workflow.	No
Can view product notes	View notes added to a product.	No
Can add product notes	Add notes to a product.	Yes
Can edit product notes	Edit notes added to a product.	No
Can manage sales orders	Access and manage sales orders.	No
Can manage purchase orders	Access and manage purchase orders.	No
Can reassign jobs on the vintrace app	Change the assignee of a work order while using the vintrace mobile app.	Yes
Can manage grower contract	Access and manage grower contracts.	No

Local vintrace Administrators

A system user who is granted the Local vintrace Admin permission should be familiar with the winery's data and business practices. This person can make decisions about any additional costs associated with changes in the winery's license/subscription, and can recognize when it's appropriate to edit other users' permissions.

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Roles

Permissions

Local vintrace Administrators

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Roles

Permissions

Local vintrace Administrators

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