The right access, and a full record

A BOM is changed, stock is adjusted, a job is updated, and something downstream goes wrong. The first useful question is who made the change, and when.

Planning decisions have real business impact, so the record matters. Spreadsheets show you what the numbers are now, but they rarely give you a reliable trail of how they got there. They depend on manual updates, version control and individual discipline, and that's hard to audit once several people are working from them.

A production user may need to update work-order status. A purchasing user may need to manage supplier actions. A manager may need reporting visibility. An administrator may need control over configuration.

Giving each role the access its work needs keeps the system both usable and controlled. People aren't buried in information they don't need, and sensitive or critical data stays in the right hands.

In MaXXflow, access is managed by role. A privilege matrix controls view, create, update and delete permissions across modules, so for each role you decide whether it can see, add, change or remove records in each part of the system.

That control reaches beyond the screens people open:

• Dashboards help each role focus on the information relevant to it. See Dashboards and reporting.
• Answers from Ask MaXXflow depend on the permissions of the person asking. See Ask MaXXflow.
• BOMs have their editing permissions, and any read-only limits, confirmed for your workflow.

MaXXflow's audit trail lets you review key create, update and delete activity, along with other auditable events. You can search it, filter it and page through it.

When something goes wrong, the record helps you work out who changed what, and why, instead of asking around. That might be a change to a BOM, a stock adjustment, a job update or a purchasing decision.

That traceability carries through the operation. Alongside the audit trail, MaXXflow gives greater traceability across stock, jobs and planning decisions, and barcode and QR operations can add traceability on the floor where they're configured.

Some records shouldn't be deletable while other work depends on them. MaXXflow applies integrity rules that help prevent deleting records that are in use:

• items and warehouse structures that are in use
• bills of materials, protected by dependency checks
• suppliers that are in use

Receiving is checked as well. Receipts against purchase orders are validated against duplicate or excess quantities, and stock and purchase-order status update as goods come in. And sensitive credentials for connected systems, such as API keys and passwords, are masked in administration.

The result is a clearer operational source of truth: one place people trust, because they know how it's controlled.

Users, roles and permissions are part of the information gathered for implementation, and roles are configured alongside workflows, dashboards and operating rules.

Testing confirms that user access works properly before you go live, and administrators are trained on configuration, access and governance.

Authentication requirements, such as how users sign in, are confirmed with your IT or security stakeholders during technical scoping. See Cloud and security.

Questions worth settling before you configure access

1. Which roles exist in your operation, and what does each need to see and change?
2. Who should be able to change BOMs, adjust stock or update job status?
3. Which changes have been hardest to trace when something went wrong?
4. Who will administer access once you're live?
5. What does your IT or security team need for authentication?