Introduction
Data visibility rights determine which specific records a user can see within an agenda they already have access to. They do not restrict access to agendas as such — that is handled by user roles. Both layers complement each other, and we describe the difference between them separately.
⚠️ This feature is only available with a Premium license. In Basic and Business licenses, you won't find the button on the user's detail page.
Where to find it
In the desktop application, go to Tools → Users in the Company. Open the detail of a user and click the Data Visibility Rights button. These settings are always configured individually for each user — they cannot be preset in bulk.
What can be restricted
Document types — for example, only invoices, without credit notes and advance invoices
Documents of other users — whose work the user can see and edit
Document series — for example, excluding the CASH series
Posting templates — which pre-accounting entries the user may use
ℹ️ In the examples below, we work with two users — senior_accountant sets restrictions for the user junior_accountant.
Restricting document types
On the user's detail page, click the Data Visibility Rights button. An overview of agendas will open:
Let's choose Sales → Issued Invoices, for example:
Now we'll adjust the permissions for individual document types. In our example, the user should only be able to create invoices, while advance invoices are view-only:
How to read the table settings:
Bold text — the user may create and edit this document type (here INVOICE)
Regular black text — the user may only view this type (here ADVANCE)
Grey text — the document type is inaccessible
After logging in as the restricted user, only a single document type will be offered when creating an issued invoice:
In the list, they will also only see documents of type INVOICE and ADVANCE, and they won't be able to create or edit advance invoices:
Restricting documents of other users
In the same way, you can determine whose documents a user can see:
In our example, the user junior_accountant:
can see and edit invoices they created themselves
can see, but not edit, invoices created by senior_accountant — and only for document types INVOICE and ADVANCE, according to the previous settings
cannot see documents created by any other users at all
Restricting document series
Individual document series can be restricted in a similar way:
Here, the user may use and edit the INVOICE-STANDARD series, may only view the ADVANCE series, and cannot see the CASH series at all.
Restricting posting templates
The last area is posting templates:
Here, the user may use and edit the posting templates for sales of materials and goods, may only view the template for advance invoices, and cannot see the templates for service sales at all.
💡 Need to remove all configured restrictions for a user at once? You don't have to go through them one by one — there's a faster way.