Users, roles and permissions
This page isn't translated yet; here it is in English.
Everyone who uses your Zanix ERP signs in with their own email. What they can do depends on whether they're an administrator, which roles they have, and any restrictions. Only administrators can open the screens on this page (under Users and permissions in the menu).
Administrators
An administrator can do everything: see and change all records, manage users and roles, customize forms and change settings. The person who signed up is the first administrator.
You can't remove your own administrator access, and the last active administrator can't be removed. Make someone else an administrator first.
Add a user
Users → New user:
- Full name and Email. The email is what they sign in with, and each person needs their own.
- Language for their screens.
- Default company, if you have more than one.
- Password: at least 10 characters. They can change it later from their profile (top right → Profile).
- Can sign in: turn this off to stop someone using the system without deleting them. Their history stays.
- Roles: what they may do (see below).
- Restrictions: which records they see (see below).
Roles
A role is a set of permissions you give to people who do the same job, for example Cashier, Accountant or Storekeeper. Create one under Roles → New role, then tick what it may do with each kind of record:
| Permission | Means |
|---|---|
| See | Open the list and the records. Ticking anything else includes this. |
| Create | Make new records. |
| Change | Edit drafts and records. |
| Delete | Delete drafts. Submitted documents are never deleted. |
| Submit | Make a document final (see Draft, submitted, cancelled and amended documents). |
| Cancel | Cancel a submitted document. |
| Use past dates | Enter documents dated before today. Without it, dates must be today or later. |
Submit, Cancel and Use past dates only appear where they apply.
Selling controls
Each role also has two selling settings:
- Maximum discount (%): the largest discount its users may give on a sales line, whether typed as a discount or by lowering the rate below the price list. Leave it empty for no limit. A user with several roles gets the highest limit.
- Can approve: its users are managers who may approve what goes past the limits.
Managers set their own approval PIN (4 to 8 digits) from the user menu, Approval PIN, after confirming their password. Two managers can't share a PIN.
A user with several roles gets everything those roles allow together. If someone tries something their roles don't allow, Zanix tells them which permission is missing, so they know what to ask you for.
Restrictions
Restrictions limit which records a user sees, independent of their roles. Example: a cashier in the Erbil shop should only see Erbil.
On the user's page, under Restrictions, choose the companies, branches, warehouses or petty cash boxes they may use. Then:
- Lists only show records of those branches. Records with no branch filled in are still shown.
- Dropdowns only offer those branches.
- If they're limited to exactly one branch, it's filled in for them on new records.
- Records of other branches don't exist for them; opening one shows "not found".
Leave a restriction empty for no limit.
Your plan
Your Zanix plan sets how many active users and companies you can have, your storage for attachments, and which modules you get (Setup and Accounting are always included). Modules outside your plan don't appear at all. Adding a user or a company beyond the plan is refused with a message; switch off a user you no longer need, or ask Zanix for a bigger plan.
When your plan changes to one with fewer users than you have, administrators see a note at the top of every page: Choose now. Tick the users who keep access (at least one administrator); the others are switched off, not deleted, so their history stays and they can be switched on again later. The new plan applies once you've chosen.
Trial and subscription
A new Zanix starts with a 14-day free trial; in its last week a note at the top of every page says how many days are left. When the trial (or a paid period, after one day of grace) ends without being renewed, Zanix becomes read-only: you can still sign in, see everything, print and export, but nothing can be changed until the subscription is renewed with Zanix. If the subscription is cancelled, Zanix stays read-only for 30 days so you can export your data, and is then deleted. A suspended account can't be used until Zanix resumes it.
Export all your data
Administrators can download everything in Zanix at any time: Settings → Export all data → Prepare an export. It is made in the background; a notification with Download arrives when it's ready. The ZIP holds a CSV file for every kind of record (Excel and LibreOffice open them, Kurdish and Arabic included), their lines, the users (without passwords) and all attached files, with a README. Each export can be downloaded for 7 days. This also works when Zanix is read-only or cancelled.
Security log
Security log lists every change to access: users created, roles created, renamed or deleted, permissions added or removed (for example "Cashier: Sales Invoice +Create −Delete"), roles or restrictions given or taken away, administrator access, users enabled or disabled, and passwords set by an administrator. Each entry shows who made the change, who it affected, and when. Sign-ins will be added with the security features.