To limit a seller’s technical access in Torgsoft, start with a list of their work tasks. Decide which functions and information the employee needs, configure their role, and check the result by signing in with their account.
Separately decide who should be able to change financial documents and whether the seller needs to delete items from a sale. The program has specific settings for these actions. The document change log can help you review changes to inventory and financial documents if logging is enabled in advance.
Identify the tasks the seller needs to perform
Follow the principle of least access: give employees only the system permissions and resources they need for their work. Before configuring access, write down the seller’s tasks and decide which operations they perform independently and which they pass on to a responsible employee.
Plan a work procedure for each restriction. For example, if the seller must not delete an item from a sale, decide whom they should contact to correct a mistake. This lets you check both that the restriction works and that the work task can still be completed.
- List the operations the seller needs during a shift.
- Mark actions that require a separate decision from the owner.
- Assign someone to handle corrections that sellers cannot make.
- Prepare a check for each permitted and restricted action.
Use an individual account and role
Each Torgsoft user has their own login and password. Set things up so sellers sign in with their individual accounts. Do not give them the owner’s account for day-to-day work.
A role limits access to the program’s functions and information. Configure it according to the employee’s tasks. If access to an operation is not needed for those tasks, do not add it just in case.
Review the required access when responsibilities change. Compare the new tasks with the role settings, make any changes, and repeat the check using the seller’s account.
Apply specific operation restrictions
Torgsoft has a setting called “Фінансовий документ може змінювати тільки його автор” (Only the author can change a financial document). Use it if your work procedure calls for employees to change their own financial documents. It limits who can change a document, but does not prevent its author from changing it.
The setting “Продавець не може видаляти товар в реалізації” (A seller cannot delete an item from a sale) applies to one specific action: deleting an item from a sale. Use it if that action is not part of the seller’s tasks, and explain how the employee should request a correction.
Check these restrictions separately. Checking whether an item can be deleted from a sale does not replace checking whether a financial document can be changed. Each restriction should correspond to a specific operation.
Check access with the seller’s account
After configuring access, sign in to the program as the seller. Check whether the operations they need are available and whether the planned restrictions work. Prepare test data so the checks do not change your live records.
Illustrative example. Two sellers work in a shop. The owner decides they can change only their own financial documents and must not delete items from a sale. The owner applies the relevant settings, then checks each action using the sellers’ accounts.
| What to check | Expected result with the selected setting |
|---|---|
| Changing a financial document authored by another seller | The user cannot change someone else’s document |
| Deleting an item from a sale while signed in as a seller | Deletion is unavailable |
| Operations the seller needs for their work | The employee can complete the agreed tasks |
Record the result of each check. If a required action is unavailable or a restricted action remains available, review the settings and repeat the relevant scenario. Check the full agreed task list before work begins.
Enable the document change log in advance
The document change log is intended to record changes to inventory and financial documents. To use it, you must first enable the “Вести журнал зміни документів” (Keep a document change log) switch. Do this before the work whose changes you plan to review begins.
Use the log to investigate specific document changes. Identify the document and the question you need to resolve, review the entries, and compare them with the work task. The log is intended to record document changes; do not expect it to record every click in the program.
For the user action log, note a separate limitation: its entries can be deleted for a certain period when statistics for closed periods are deleted. Before clearing this data, determine which entries may still be needed to investigate work situations, and review them.
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