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Administration · Reference

Actions and results

What each Administration button and automatic behaviour does, with worked numbers and what the system refuses.

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System users User record Roles Field access Record access Exceptions and limits Access review API keys Settings Custom fields Change my password Sensitive-change alerts Audit evidence Retention Legal holds Disposal Alert rules Email sending WhatsApp Menus Sequences Payment terms Payment methods Price lists Dimensions Companies Company switcher Branch switcher Branches Apps App page App page > Features App page > Fields App page > Configuration

System users

Action	When	What you do	What happens
Summary tiles	Some users in different states	Open System users and compare each tile with the list filtered by that state	Active, Locked, Suspended, Expired, Dormant (30 days), Administrators, Must change password, Signed-in devices, Failed sign-ins (24h) all match
Create a user with the wizard	An employee without a login	New system user; pick the employee; type Internal; username auto-filled; Access: Member + a role; Licence default; temporary password 12+; Create	User created, record opens, status Active, 'must change password' set, membership Member, the role held; Audit shows 'user.created'
Create an external user (no employee)		New system user; type Customer portal; no employee; fill username and password; Create	Created without an employee link; licence default Portal
Search, filter and open	Several users	Search by part of a username; filter Status = Locked; group by User type; open a row	Correct rows; the record opens; ?user=<id> link opens it directly

User record

Action	When	What you do	What happens
Edit general details	A test user	Edit; change display name, email, time zone, theme; Save	Saved; values shown; history entry
Reset password	A test user who is signed in on another browser	Actions > Reset password; new 12+ password; Why; confirm	Must change password at next sign-in; ALL their sessions end (other browser is signed out); failed-login count reset
Force password change		Actions > Force password change	Flag set; option disappears; next sign-in asks for a new password
Lock and unlock	A test user (not yourself)	Actions > Lock user; try to sign in as them; then Unlock user	Locked: sign-in refused 'This account is locked. Ask your administrator to unlock it.', sessions ended; after unlock sign-in works
Suspend and activate		Actions > Suspend user with reason; then Activate user	Suspended: cannot sign in, licence released; Activate: active again
Archive		Actions > Archive user with reason	Archived; cannot sign in; shown as Archived in the list; still in history
Log out all devices	User signed in on two browsers	Actions > Log out all devices	Both sessions end (your own current one is kept if you act on yourself)
Clone user	A user with roles, branches and limits	Actions > Clone user; new username and password; Create	New user has the same companies (you administer), roles, scopes, limits, type, licence; NOT the password, sessions or history
Link / unlink employee		Employee tab: choose an employee, Link; then End the link	Linked and shown; ended; buttons disabled when nothing changed
Company memberships	You administer 2 companies	Companies tab: give Viewer in the second company; then No access	Membership added then removed; the note shows companies you do not administer
Grant and revoke roles		Roles tab: tick a role, untick it	Granted/revoked at once; a conflicting duty shows the 'Conflicting duties' banner
Data access		Data access tab: limit to one branch; set Starts in	Saved; 'Records they reach' list reflects it; signing in as them shows only that branch
Restrict a field for a person		Field security tab: Restrict a field (Contacts > Phone > Masked)	Rule listed; as that user the phone shows ●●●●
Licence change		Licence tab: change licence	Applied at once; history row added
Security and sessions tabs	Some failed sign-ins	Open Security and Sessions; Log out one session	Counts match (wrong passwords x/5, last 100 attempts); the session ends; cannot log out your own current session
Photo		Upload a PNG under 2 MB; remove it	Shown on the avatar; removed; falls back to employee photo
Access health score		Open a new user	Score out of 7 lists: can sign in, has a role, licence, employee/none needed, chose own password, no conflicts, not dormant

Roles

Action	When	What you do	What happens
Create a role from a template		New role; Start from Accountant; rename; Save	Saved with the template's permissions; Origin 'Yours'
Permission dependencies		In the editor tick a permission that needs another	The needed one is ticked too with the 'Also turned on' note; unticking the base removes dependants
Editor tools		Search permissions; filters All/Enabled/Disabled/Approval/High risk; Enable shown; Copy permissions from a role; Expand all	Each works; nothing saved until Save; 'Unsaved changes' badge; leaving asks to confirm
Copy a role		Copy role; keep '(copy)' name; Save	New role created with the same permissions
Shipped role is read-only		Open a role 'Comes with a2NSoft'; try to change	Cannot change; note says copy it and adjust the copy
Who has it		Who has it; Give it to a member; Take it off	Holder added/removed; members list correct

Field access

Action	When	What you do	What happens
Restrict and lift		Restrict a field (Employees > a field > Hidden) for a role; sign in as a holder; then Lift	Field absent for holders (also in exports); after Lift visible again
Same rule twice		Restrict the same record+field+subject again with another mode	Existing rule is updated, not duplicated

Record access

Action	When	What you do	What happens
Narrow and lift		Narrow 'Orders and invoices' to Their own for a role; sign in as a holder; Lift	Holder sees only their own orders; after Lift back to the default

Exceptions and limits

Action	When	What you do	What happens
Add an exception		Add an exception: person, Orders, an action, Refuse, until next week	Listed; that person is refused that action even though a role allows it
Exception expiry		Add an allow exception until tomorrow; check after it passes	Shows 'Expired' and no longer applies
Approval limit		Set an approval limit Journal limit = 5000; the person approves a 6000 journal	Approval refused above 5000; allowed at or below; Remove -> any amount

Access review

Action	When	What you do	What happens
Duty conflicts list	A user with two conflicting roles	Open Access review	The user appears under 'Duties that conflict' with severity and the company decision
Decide a rule		Open a rule; choose Refuse the grant; then try to give both roles	The second grant is refused with the conflict message
Accept a risk		Open a rule; Accept the risk with a 10+ character reason	Saved as Risk accepted; grants pass
Review a person	Another admin	Review: Needs narrowing + note	Last reviewed shows the date and reviewer; access is NOT changed by the review
Why? inspector		Click Why? on a person	Per record: scope, each action Yes/No with the reason, limits

API keys

Action	When	What you do	What happens
Create a key	An Integration-type user	New key: name, integration user, limit to partner.view, ends in 90 days; Create	Key shown ONCE with Copy; afterwards only 'Starts with' prefix is visible
Use a key	The key from FN-039	Call GET .../partners with header Authorization: Bearer <key>; then call an endpoint needing another permission	First works; second refused; key cannot open another company's paths
Rotate		Rotate an active key	New key shown once; old key keeps working for 7 days then stops
Revoke		Revoke with a reason; call the API with it	Status Revoked; the next request is refused; cannot be rotated

Settings

Action	When	What you do	What happens
Search settings		Type 'theme', then a nonsense word	Matching settings shown; nonsense shows 'No setting matches.'
Theme, colours and language		Switch Dark; change one colour; Reset all colours; switch to Arabic	Applied at once in this browser only; reset restores; Arabic + right-to-left
Developer mode		Turn on; open any record	API field names, record id and revision shown; 'Models & fields' link works for admin
Clear transaction data	A TEST company with transactions (never production)	Danger zone > Clear transaction data; pick the test company; read the preview; type its legal name; Clear	Transactions removed, masters and settings kept, numbering restarts at 1, closed periods reopened; other companies untouched

Custom fields

Action	When	What you do	What happens
Add a custom field		Add custom field: Contacts, key x_region, label Region, Text	Listed; appears on the customer form; a value saves
Decimal and Yes/No fields		Add a Decimal field and a Yes/No field on Products; fill them on a product	Decimal keeps 2 places; Yes/No select works

Change my password

Action	When	What you do	What happens
Change password from the user menu (control)		User menu (top right) > Change password; current, new, confirm	Works; other sessions signed out; you stay signed in

Sensitive-change alerts

Action	When	What you do	What happens
Receive an alert	An alert rule on partner.bank telling user B	User A changes a customer's bank details; user B opens Alerts	B sees the alert (who, what, fields - not the values) with a New badge; A gets no alert for their own change
Mark all read	Unread alerts	Mark all read	New badges gone

Audit evidence

Action	When	What you do	What happens
Seal new events	Some changes made more than 60 seconds ago	Seal new events	'N event(s) sealed.'; a new seal row with fingerprint; again -> 'Nothing new to seal.'
Verify the trail	Sealed events	Verify the trail	'Verified: X sealed event(s) intact, Y removal(s) explained, Z not yet sealed.'

Retention

Action	When	What you do	What happens
Set retention		Set 10 years; Save retention	Version number increases

Legal holds

Action	When	What you do	What happens
Place and release a hold	Admins A and B	A places a hold (name, why, prefix partner.); B releases it with a reason	Hold listed; released by B; A cannot release their own hold

Disposal

Action	When	What you do	What happens
Propose and approve a disposal	Sealed events older than retention (test data), admins A and B	A proposes disposal; B approves with a reason; Verify the trail	Events older than the cutoff and not on hold are removed; state done; Verify reports them as 'explained'
Reject a disposal		A proposes; B rejects with a reason	State rejected; nothing removed

Alert rules

Action	When	What you do	What happens
Create and edit a rule		New rule: name, actions 'account.', tell user B; Save; reopen; untick Active	Saved; inactive rule raises no alerts

Email sending

Action	When	What you do	What happens
Add a company mail account	Test SMTP account (e.g. a test mailbox)	Add an account: This company, server, port 587, STARTTLS, user, password, Send from; Save	Listed; 'Your mail goes out as ...' shows it; password not shown back (placeholder 'Saved - leave blank to keep')
Account precedence	Company, branch and personal accounts	Send an email (e.g. a quotation) as a user in the branch / with a personal account	Personal beats branch beats company beats everyone; inactive accounts skipped
Edit without retyping password		Edit an account; change sender name only; Save	Password kept (sending still works)

WhatsApp

Action	When	What you do	What happens
Add a company connection	Test Meta app	Add a connection; change Applies to = This company; Phone number ID; token; app secret; Save	Listed; Webhook 'Signed'; the webhook address is shown
Webhook handshake	Verify token set	Meta (or curl) GET the webhook with hub.mode=subscribe and the verify token	Challenge echoed; wrong token -> 403 'Verification failed.'

Menus

Action	When	What you do	What happens
Rename, hide and reorder		Module Sales: rename an entry (EN+AR), untick one, move one up; Save menus; reload	Menu shows the changes; footer 'X of Y entries changed'
Reset a module		Reset this module	Menus back to shipped (note: no confirmation is asked)

Sequences

Action	When	What you do	What happens
Edit a sequence	Invoice numbering exists	Open it; Edit; prefix INV-%(year)s-, size 5, next 100; Save; create an invoice	Preview shows INV-2026-00100; the next invoice gets that number
Create a sequence for an unused code		New sequence; pick a code from 'Numbering for'; Save	Name, prefix and size filled from the default; listed
Switch a sequence off		Untick Active; try to create a record of that type	Refused: "The sequence '<name>' is switched off."

Payment terms

Action	When	What you do	What happens
Add the standard terms		Add the standard terms twice	18 standard terms after the first; the second adds nothing
Create a 50/50 term		New term: 50 % at 30 days, balance at 60 days; preview 100,000 dated today; Save	Preview shows 50,000 on day 30 and 50,000 on day 60; saved; usable on a sales order
Early discount and tiers		Add 2 % within 10 days; add tiers 3 %/5 days and 1 %/20 days; preview	Offers table lists the tiers with saving and amount; invalid order refused
Due-date rules		Try each 'Falls due' rule with the preview (end of month, day 31 in a 30-day month, next weekday)	Dates match the rule; day 31 becomes the month's last day; next weekday never today
Archive a term		Set Status Archived; open a new sales order	The term is not offered; old documents keep it

Payment methods

Action	When	What you do	What happens
Standard methods and a new one		Add the standard methods; New method PDC, kind Cheque, Lands in a bank account	7 standard methods; PDC saved with Reference forced Required
Direction		Make a method 'Receipts only'; register a supplier payment	The method is not offered for payments

Price lists

Action	When	What you do	What happens
Create and price		New price list (Active), Add a product, set price and a 10+ quantity break; assign to one customer; Save; quote that customer	Quotation uses the list price; quantity 10 uses the break price; another customer gets the standard price
Draft lists do not price		Set the list to Draft; quote the customer again	Standard price used
Add every product / locked rows		Add every product; lock one row; remove it; Save	All products listed; the locked row stays after Save

Dimensions

Action	When	What you do	What happens
Create a hierarchy		Cost centres: create PARENT and CHILD rolling up to PARENT	Child shows 'Rolls up to'; smart buttons show counts
Required on every posting		Turn on 'Required on every posting' for Cost centres; post a journal without one; turn it off	Posting refused: '<Type> is required on every posting.'
Close a value		Close this value with Closed after = yesterday; post with it	Refused: '<code> is not available for a posting dated <date>.'

Companies

Action	When	What you do	What happens
Create a company	Superuser or can-create user	New company: legal name, code TST01; Create	Created; you are its admin; every available app installed; standard payment terms added; audit company.created
Edit company details		Open the company; Edit; fill registration, address and defaults; Save	Saved; setup progress % rises; audit shows before/after

Company switcher

Action	When	What you do	What happens
Switch the active company	Member of two companies	Pick the other company in the header	Lists, menus and new records belong to it; choice remembered after reload
Read companies together		Companies read together: tick both	Lists show records of both (+N badge); new records still go to the acting company

Branch switcher

Action	When	What you do	What happens
Active branch	Branches exist	Choose a branch; create a sales order	The order is tagged with that branch and numbered with its series

Branches

Action	When	What you do	What happens
Create a branch		New branch: name, code DXB, type Retail store; Save	Saved; a 'branch' dimension value DXB created; numbering shows SO-DXB-000001
Branch warehouses and defaults	A free warehouse	Warehouses tab: add it; Operations: set it as default; remove it from the tab	Saved immediately; removing clears the default; a warehouse of another branch is refused
Close a branch		Set Closed after = yesterday / Inactive	Its dimension value closes; its own numbering stops

Apps

Action	When	What you do	What happens
Catalogue facets and search		Switch facets, filter by category, search, grid/list	Counts and cards correct; view remembered
Install an app with dependencies	A company where an app is not installed	Install it	Its dependencies installed too; audit 'needed by'
Turn off an app	An app nothing depends on	Turn off app; open its menu by link	Menus gone; its API refused 'The <app> app is not installed for this company.'; records still there after re-install
Cannot turn off a needed app		Try to turn off an app another installed app needs	Disabled with 'Needed by ...'
Billing and Tax come with Finance		Open Billing and Tax in the catalogue	Shown installed when Finance is; 'Comes with Finance'; no Install or Turn off

App page

Action	When	What you do	What happens
Tabs		Open Sales: every tab	Overview gates, versions, dependencies, capabilities, Features, Fields, security, evidence, activity all load

App page > Features

Action	When	What you do	What happens
Turn a feature off (two people)	Admins A and B	A: Purchasing > Features > Tenders Off; Preview; reason; Propose. B: Approve	After approval the Tenders menu disappears; creating a tender is refused '... is disabled for this company.'; old tenders still readable

App page > Fields

Action	When	What you do	What happens
Make a field required (two people)	Admins A and B	A: Purchasing > Fields > Supplier reference = Required; propose. B: approve. Confirm a PO without it	The field shows *; confirm refused '... is required by this company before this step.'; with a value it confirms
Hide a field		Hide 'Customer PO number' (Sales); open a new quotation; try the API with a value	The box is gone; API refused '... is turned off for this company.'; old orders keep their value

App page > Configuration

Action	When	What you do	What happens
Reject and restore		B rejects a proposal with a reason; later restore an older revision	Rejected listed; restore creates a new proposal needing approval
Industry profile		Sales > Industry profile: Professional services; Preview; Propose; approve	Branch on sales documents off; profile shown as applied
Blocked change	A branch numbers its own documents	Sales: hide Branch with 'No branch'; Preview	Shown as Blocked with the reason; Propose disabled

Updated 3 October 2026