What Is Access Control?
Access control defines roles (job functions) and the permissions (what they can see and do) in OpteraOne. Each user is assigned one or more roles, and their access to menus, pages, and actions is determined by those roles. Typical examples include:- Administrator with full access to configuration, users, and security
- Field Technician with access only to assigned tasks via mobile app
Key Concepts
- Role – A named access profile (e.g., “Administrator”, “Dispatcher”, “Technician”) that groups permissions.
- Permission – The ability to perform a certain action (view, create, edit, deactivate) on a module or feature.
- Module – A functional area such as Users, Roles, Tasks, Categories, Workflows, Checklists, Reports.
Flexible Role Configuration
OpteraOne gives each company flexibility to design its own roles and access model:- Create new roles that match your internal organization (e.g., “Regional Ops Manager”, “Partner Technician”).
- Configure which modules each role can view, create, edit, approve, or deactivate.
- Decide whether a role can access web CMS, mobile app, or both.
- Adjust roles over time as your structure or security policies change.
Creating a New Role
Follow these steps to create a new role:- Go to Settings in the main menu, then select Access Control / Roles.
- Click Create Role (or Buat Hak Akses).
- Fill in Role Name and Description to describe its purpose.
- (Optional) Enable Access to Mobile App if this role should log in via mobile.
- Configure module permissions for each module (e.g., Users, Tasks, Categories, Workflows, Checklists, Reports):
- View only
- Create
- Edit
- Approve
- Deactivate / Reactivate
- Click Save; a confirmation dialog will show the configuration.
- Confirm to create the role; it will appear in the roles list and can now be assigned to users.
Editing an Existing Role
You may need to adjust access when processes or teams change.- Open Settings → Access Control / Roles and find the role in the list.
- Click the Edit icon or open the role detail and choose Edit Role.
- Update name, description, access configuration, or module permissions as needed.
- Click Save; review the confirmation screen showing changes, then confirm.
Activating and Deactivating Roles
- Deactivate role – Use when a role is no longer used or should be blocked temporarily.
- Users assigned to a deactivated role will not be able to log in or use that access profile.
- Activate role – Restore a previously deactivated role.
- All users assigned to that role regain access based on the role’s current configuration.
Best Practices
- Start from a small set of core roles (Admin, Ops, Supervisor, Technician) and evolve as needed.
- Avoid giving Administrator rights to too many users; keep it limited for security.
- Use role names that reflect business functions (e.g., “Call Center Agent”) rather than individual names.
- Review roles and permissions periodically, especially after org changes or audits.
- Deactivate roles instead of deleting them, to preserve history and audit trails.