Assigning an agent

To limit a role assignment to a specific data set:

1. Go to Administration>Users. A list of users displays.
2. Highlight a user in the list, and click Edit User up above. An Edit User screen appears.
   • To filter the list: If there are too many users in the list for you to locate the one you want, you can filter the list using the Filter and Contains fields above. More info...
   • To sort the list: Click any of the column labels. If the list has more than 25 users, SmartTurn creates additional list pages. When you click the column labels to sort the list, SmartTurn includes all the users from the overflow pages in the sort.
3. Under the Roles tab, review the list of roles. On the far right, the value in the Agent for column specifies which business affiliate data the role operates within. Selecting the correct Agent for is essential. If the selection is incorrect, the user may end up with access to data you didn't intend.
   • If the value in Agent for is your company's name, then within the context of the permissions in that role, the user has access to documents and transactions for all of your business affiliates.
   • If the value in Agent for is a business affiliate's name, then within the context of the permissions in that role, the user has access to documents and transactions for only the selected business affiliate.
     • Important Note: Users who are Agents for a selected business affiliate only have access and visibility to a subset of the business affiliates, item masters, and inventory in the system:

       - They can see business affiliates for which the Business Affiliate Owner is either set to the selected business affiliate (which is only possible if the selected business affiliate is of Type Owner), or is set to null.

       - They can see item masters for which the item master Owner is either set to the same Business Affiliate Owner as the selected business affiliate's Business Affiliate Owner or is set to null.

       - If the selected business affiliate is of Type Owner, Vendor, or Broker, they can see inventory items for which the inventory item Owner, Vendor, or Broker is set to the selected business affiliate, respectively.

       - If the selected business affiliate is of Type Customer or Carrier, they can see inventory items for which the inventory item Owner is the same as the selected business affiliate's Business Affiliate Owner.

       For example, suppose that a user is an Agent for a business affiliate of Type Owner, named Browns Goods. That user can see all business affiliates whose Business Affiliate Owner is either set to Browns Goods or is set to null (not set). That user can see all item masters whose Owner is either set to Browns Goods or is set to null (not set). That user can see all inventory items with Owner set to Browns Goods. That user cannot see any other business affiliates, item masters, or inventory in the system.

       As a second example, suppose that a user is an Agent for a business affiliate of Type Customer, named Sam's Supplies. The Business Affiliate Owner of Sam's Supplies is Browns Goods. The user who is an Agent for Sam's Supplies can see itself and business affiliates whose Business Affiliate Owner is null. That user can see all item masters whose Owner is either set to Browns Goods or is set to null (not set). That user can see all inventory items with Owner set to Browns Goods. That user cannot see any other business affiliates, item masters, or inventory in the system.

       This is most useful if you are running a 3PL (3rd Party Logistics) operation.

4. Set the Agent for value as desired.
5. Select Save to save your changes. The Edit User screen closes, and the user list screen displays.

To learn more about roles, see Managing roles.

To learn more about how permissions bring together roles and users, see Understanding permissions.

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