User permissions and licenses

Learn how user permissions and licenses determine what you can do in Phocas.

You can only see the menu and action items relevant to your role.

User permissions and profiles

Administrators use a combination of user permissions to determine the functional elements of Phocas that are available to each user. In other words, they control what each user can do in Phocas. For example, you might have permission to analyze a dashboard but not share it. Similarly, you might have permission to view budgets but not create your own.

A profile is a collection of user permissions assigned to a user account. Your user account might have a shared profile containing a default set of permissions or a user-specific profile with permissions hand-picked for you.

If you think you need more access to the features within Phocas, discuss this with your administrator.

Licenses

There are two types of user licenses: Full and Viewer. An additional license is also required for the CRM and Rebates modules.

Full license

Most users have a Full license. This provides access to the features in the Phocas platform, the foundation of Phocas, which includes your homepage, dashboards, and favorites. It also provides access to the Analytics module, where users can analyze data.

Full license users are subject to user permissions, database permissions, and restrictions.

The Full license doesn't provide access to additional modules, such as Budgets & Forecasts and Financial Statements but is a prerequisite. A separate license is required for the CRM and Rebates modules.

Viewer license

The Phocas Viewer license gives you read-only access to the dashboards and favorites shared with you. You can see the data but not drill down into the details. You can’t create or share items, analyze dashboard widgets, or export data.

With a Viewer license, you can take the following actions with dashboards:

• Set the dashboard as your home dashboard to replace the default Phocas homepage.

• Hover over the data to view tooltips.

• Filter the data.

• Apply a custom date range (period).

• Refresh the dashboard to view updated data.

• Print the data.

With favorites, you can:

• Hover, sort, and select cells.

• View the underlying transactions, provided the user sharing the favorite has saved it in Transaction mode.

Ask your administrator about upgrading from a Viewer to a Full license.