Back to top

Roles and Permissions

Chris Dore
  • Updated
Follow
Plans Boutique Estate Custom Crush Enterprise

This article is specific to customers with an Estate, Custom Crush, or Enterprise plan. Boutique customers should refer to our Boutique User Roles and Permissions article. To learn what type of plan you have, refer to our Determining Your Plan article. 

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. 

Organization_with_Cooper_Role_20201109.png

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.

Create_Basic_System_User_Widget_-_Roles_and_Permissions_20201103.png

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

Permissions only apply to system users. 

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 add/edit Trial Blends Add and edit trial blends 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 adjust raw wine stock items Can edit the bill of materials for raw wine stock items. No
Can bypass packaging rules for stock items Bypass including glass with an item. No
Can backdate an accounts sync Can backdate an accounts for a date range prior to the current date. 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 force lock removal Bypass the lock when vessels, batches and operation vessel/batch are opened by the same or different users. No
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 Winery defaults in Winery Setup > Workflow > Defaults > Winery tab.
  • Change System defaults in Winery Setup > Workflow > Defaults > System tab if Local vintrace Admin permission is assigned.
 No
Can view product notes View notes added to a product. No
Can add product notes Add notes to a product. Yes
Can edit existing 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
Can manage product allocations Access and manage bulk wine and stock allocations (For small estate and above plans or with the inventory module enabled for previous plans). 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. 

Related articles

Comments

0 comments

Please sign in to leave a comment.