Permissions Matrix

The Permissions matrix controls what each user can see and do in Qoblex. When you create a user it appears in the Create User panel under the line Choose what this user can view and manage.; when you open an existing user it sits on the Permissions tab, alongside Security and Preferences.

This article explains how the matrix is organized, what each checkbox grants, how granting or removing a permission at a parent level flows down to everything beneath it, and what happens if you save a user with no permissions at all. After reading it you will be able to give each team member exactly the access their job needs, and troubleshoot why someone cannot reach a page or action.

How the matrix is organized

The matrix is a tree with three levels:

1. Permission groups — the top-level rows (for example Dashboard, Stock Control, Reporting).
2. Sub-resources — finer areas inside some groups (for example Purchase Orders under Stock Control).
3. Action checkboxes — the actual access you grant on a row. Most rows offer a single View action; a few rows offer more: Purchase Orders also offers Approve Purchase Orders, Adjustments also offers Reconcile Adjustments and Authorize Adjustments, Sale Orders also offers Edit Sale Orders, and Account Settings also offers Reset Account.

Each group row shows an access summary — No access, Partial access, or Full access — and a count of how many of its actions are currently granted (for example 2/5), so you can see at a glance how much access a group carries.

The permission groups

These are the groups in the matrix, top to bottom, with their sub-resources:

• Dashboard — Sales Metrics, Purchases Metrics, Inventory Metrics.
• Inventory.
• Stock Control — Purchase Orders (View and Approve Purchase Orders), Adjustments (View, Reconcile Adjustments, and Authorize Adjustments), Transfers.
• Sales — Sale Orders (View and Edit Sale Orders).
• Manufacturing.
• Analytics.
• Forecasting.
• Contacts — Suppliers, Customers.
• Users & Access Management.
• Integrations — ShipStation.
• Partnerships.
• Account Settings (View and Reset Account).
• Reporting — Sales Reports, Inventory Reports, Purchase Reports.
• System & Users Activity.

Access to the Users page itself — where you create, invite, and edit users — is the View action on the Users & Access Management group. A user without it cannot open the Users page.

Expanding and collapsing groups

• Click anywhere on a group row to expand it and reveal its actions and sub-resources, or click again to collapse it. The arrow on the right of the row points down when the group is open and right when it is closed.
• A single button in the top-right of the matrix toggles every group at once. It reads Expand all while any group is collapsed, and Collapse all once all groups are open.

Granting a permission

1. Expand the group you want to set.
2. Select the checkbox beside the action you want to grant (for example View Sale Orders, or Approve Purchase Orders).
3. Clear the checkbox to remove that access again.

You can also act on a whole group at once:

• The checkbox on the group row grants or removes every action in that group, including its sub-resources. It shows a tick when the whole group is granted, and a dash (partial state) when only some of it is.
• Select all permissions, the checkbox at the very top of the matrix, grants every permission in every group. Clear it to remove them all.

When only some actions in a group are granted, the group checkbox shows the partial (dash) state and the summary reads Partial access — the user can do some things in that group but not everything.

How parent and child permissions flow together

Permissions inherit down the tree. This keeps a user’s access consistent and saves you from ticking every child by hand.

• Granting a single action on a parent grants that same action on its children. Ticking one action checkbox on a group (or parent row) turns on that matching action for every sub-resource beneath it. For example, granting View on Stock Control also grants View on Purchase Orders, Adjustments, and Transfers — nothing more.
• The group-row checkbox grants every action on every child, not just View. Ticking the checkbox on the group row itself (rather than a single action) grants all of that group’s actions on all of its sub-resources in one step. For example, ticking the group checkbox on Stock Control grants View, Approve Purchase Orders, Reconcile Adjustments, and Authorize Adjustments all at once — including the high-impact actions, not View alone.
• Removing it at the parent removes it down the tree. Clearing a parent action clears that same action on all of its children, and Qoblex will not let you tick a child action while its parent denies it — the parent must be granted first.

Because of this, the safe way to give partial access inside a group is to leave the group itself partially granted: grant the specific sub-resources the user needs rather than granting the whole group and then trying to switch individual children off.

Saving a user with no permissions

If you save a user without granting any permission anywhere, Qoblex does not block you — it opens a Confirm Creation dialog warning: “This user will have no permissions in Qoblex. They won’t be able to see or do anything until they are assigned permissions.” Confirm to create the user anyway, or cancel to go back and grant access first.

This is useful when you want to stage a user record before deciding their access, but a user with no permissions cannot see or do anything until you assign some, so it is not appropriate for an active team member who needs to work in Qoblex.

Matching access to the role

Before saving, match the permissions to what the person actually does:

• Warehouse staff usually need Inventory and Stock Control (Adjustments, Transfers). Reserve Reconcile Adjustments and Authorize Adjustments for staff who close out stock counts: either one lets them see every scanner’s entries, not just their own.
• Purchasing staff need Purchase Orders View. Grant Approve Purchase Orders too for anyone who should be able to approve a draft purchase order themselves; without it, they see Request Approval, which only opens a Coming soon ! message.
• Sales staff need Sales / Sale Orders and Contacts (Customers). Grant Edit Sale Orders to anyone who needs to change an order’s status, such as closing or cancelling it.
• Finance staff may need Reporting and Integrations visibility.
• Administrators typically need Users & Access Management, Integrations, and Account Settings. Reserve Reset Account for administrators who should be able to permanently clear company data, since the action is irreversible.

Grant the narrowest set that lets the person do their job, and review it when their role changes.

Troubleshooting