User Group Setup
Define user roles and configure menu access rights, control-level permissions, and company data visibility.
How to Open
Menu â Setups â User Group
Keyboard Shortcuts
F2 Role Name filter F12 Save F5 New/Clear F6 Copy Esc Close
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How to Use
â Adding a New Row
- Open User Group Setup from the menu
- Select the filter dropdown if applicable
- Click New to add a blank row at the bottom of the grid
- Fill in the required columns
- Press F12 or click Save
To start from an existing role instead, select it and press F6 or click Copy; the new row arrives with all of its settings and only needs a name.
âī¸ Editing Existing Rows
- Select the row you want to edit in the grid
- Click on the cell and modify the value
- Modified rows will turn light yellow
- Press F12 or click Save to save all changes
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Field Descriptions
| Field | Type | Required | Description |
|---|---|---|---|
| Role Name | Text | Optional | Filters the grid as you type to roles whose name contains the text (F2 jumps here). Only hides rows on screen: unsaved changes are kept, and new or copied rows always stay visible. |
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Grid Columns
| Column | Type | Required | Description |
|---|---|---|---|
| Group Name | Text | â | Name of the user group / role (e.g., Admin, Sales, Accountant). |
| Description | Text | â | Description of the role and its intended access level. |
| Menu Rights | Button | â | Click to open a popup with a checklist of all menu items. Check the menus this group is allowed to access in the back office. What the role may open in DFS Web is set separately, in Web Rights. |
| Controls | Button | â | Click to set control-level permissions for the back office â fine-grained access like editing balances (ctbal, cpbal), deleting records (cdel, pdel), and managing stock (new_batch). DFS Web reads Web Controls instead. |
| Web Rights | Button | â | What this group may do in DFS Web, in the web's own hierarchy. A screen that offers more than opening â a setup list, a report with several views, a form that files something â opens into Open the screen and one entry per action beneath it: Add, Modify, Remove, Submit, Export, a report's views, and so on. Kept separately from Menu Rights, so granting a screen here does not grant it in the back office or the other way round. It also lists screens DFS Web has and the back office does not â Templates, Dynamic UI, Error Log, and the Dashboard branch with one entry per card. |
| Web Controls | Button | â | The control-level permissions this group holds in DFS Web. This is the web's own shorter list, not a copy of Controls: report export, manual invoice numbering and the FBR filer-status update are back-office matters DFS Web does not honour, and deleting master data is decided per screen by Remove under Web Rights. One switch can cover a pair â Allow balance modification grants the company and customer codes together. Anything a role holds that this list does not show is kept exactly as it is when you save. |
| Company Access | Button | â | Click to select which companies and product groups this user group can see and work with. |
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Buttons
| Button | Shortcut | What it Does |
|---|---|---|
| đž Save | F12 | Saves all changes. The system will ask for confirmation before saving. |
| â New | F5 | Adds a new blank row to the grid for data entry. |
| đ Copy | F6 | Adds a new row carrying every setting of the selected role â Menu Rights, Controls, Web Rights, Web Controls, Data Access, Application and Description â exactly as shown on screen, including unsaved edits. Type a new name and Save. Users of the source role are not copied, and the new role is always active. |
| â Close | Esc | Closes the User Group Setup screen. |
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Important Notes
Two Sets Of Permissions: A role now carries what it may reach in the back office (Menu Rights, Controls) and what it may reach in DFS Web (Web Rights, Web Controls), and the two no longer affect one another. Both were seeded from what each role already held when DFS updated, so nothing changed on the day. From here, a screen that should open in both places has to be ticked in both â and a role created here with no Web Rights cannot sign in to DFS Web at all.
Admin Only: Only administrators should modify user group permissions. Incorrect settings can lock users out of essential features.
Key Control Permissions: ctbal = Edit customer balance, cpbal = Edit company balance, cdel = Toggle customer active, pdel = Toggle product active, new_batch = Add new stock batches.
The Dashboard Cards Sit Under Web Rights: Under Dashboard in Web Rights sit Open the screen and one entry per dashboard card â Key Figures, Sales Overview, Summary, Overdue Aging, Area Sales, Last 12 Months Sale, Top Customers, Top Products and Salesman Invoices. Ticking Dashboard takes the screen and every card. The back office has no dashboard; these decide what DFS Web draws.
Month Closing Needs Permission: mclose = Allow month closing. Closing seals a month for the whole business and signs every other user out while it runs; it used to be offered to whoever signed in first once a new month began. The update granted it to the ADMINISTRATOR role and to no other. Anyone else is told they have no permission and the application closes â the month still has to be closed before work can start, so grant this to whoever actually does it. DFS Web reads its own copy, so grant mclose under Web Controls as well for anyone who closes the month from there.
Controls Only DFS Web Uses: alerts = Allow alert notifications (the alert bell) and supreq = Allow bug and change requests from DFS Ask. They do nothing in the back office, so they appear only under Web Controls, not under Controls.
Changed: Deactivating a role no longer disables its users automatically. Previously, unchecking Active on a role silently deactivated every user profile in it, with no warning and no way to tell which users had already been inactive beforehand. It now refuses the save instead and tells you how many active users are blocking it.
Retiring a Role: Deactivate each user profile in User Setup first, then deactivate the role. Users that a previous version disabled through the old automatic behaviour stay disabled â re-enable them in User Setup if that was not intended.
Deactivating a Role and Its Users Together: Enable Cascade Deactivate Sub Setups in Settings and the system asks before deactivating those users, showing how many will be affected. This is the closest equivalent to the old behaviour, but it is off by default, it asks, and it defaults to No.