Step 1 - Configure your company entities
Go to Settings > Company > Company entities and click on Add company entity to add a new one.
Once you have created your entities, scroll down to Connections to link your company entities to specific Formalize modules. For a deeper look at how this works, check out our Connections article.
Once connected, you can link individual elements within those modules to one or more of your entities using the Connections area on the element's page. This is the connection that will be taken into account when defining access per entity.
Step 2 - Configure the access roles
Go to Settings > Users & access > Access roles and click on Create.
Select the modules you want this permission to grant access to. To learn more about permission types, check out our article about Access Roles.
For each of the permission types, you will be able to add Conditions to control exactly what a user can see. You can restrict access so the user can:
Only access elements where they are the designated "Responsible User"
Only access elements linked to specific entities.
Step 3 - Assign permissions to the users
To assign permissions to the relevant users, go to Users & Access > Users and create the new user if needed. You can read more about how to do it here.
When setting up the user, you can now select the new entity-specific role from Roles.
To add entity-specific permissions to an existing user, go to the Users list view, click View next to the user, and edit their access roles.
Common Questions
Can one user have different roles across multiple entities?
Yes. You can assign as many roles to a user as needed. Their total permissions will be the cumulative sum of all the roles assigned to them.Can a user have different levels of access for different entities?
Yes. You can achieve this by creating separate roles and assigning both to the same user. For example, you can assign one role that allows them to only view suppliers linked to Entity A, and a second role that allows them to both view and edit suppliers linked to Entity B.
We hope this article was helpful!
If you have any additional questions, please reach out to us via chat in the bottom right corner of the page — our team is always happy to assist you further.