Users and Roles in Axpert

Axpert provides a comprehensive module to restrict access to the application based on the user who logs in. To set access controls, three levels  need to be created. They are:

  • Responsibilities
  • Roles
  • Users

We need to first create one or more responsibilities. A collection of responsibilities are then assigned to a role. A collection of roles are assigned to a user. So, when a user logs in, the menu system is altered as per the roles and responsibilities assigned to the user.


A responsibility is identified with a unique name. You can allow or deny access to every page defined in the application.

Consider an application that has a purchase order page & product master page. You can create a “manager” responsibility that has access to all pages. An “executive” responsibility has access only to the purchase order page. You can create these responsibilities by  enabling or disabling the corresponding menu options.

As part of a responsibility, you can hide or disable a DC, field or button in a TStruct. When a user assigned with this responsibility logs in, the user access control will be applied before a TStruct form is displayed.

Responsibilities that are assigned to roles cannot be deleted.


A role is identified with a unique name. You can assign one or more responsibilites to a role. There can be any number of roles in the application.

In the purchase order example given above, you can create a role for manager and another role for executive. The respective responsibilites can be assigned to the roles.

Roles assigned to users cannot be deleted.


Users are identified with a unique name. Each user can have a password.  One or more roles are assigned for a user. The reporting to user can be selected. This will be used when defining work flows. For each user,the email address and phone number can be stored. This will be useful to send EMail messages and SMSes. You can add fields like Branch, Region, etc as per need. These fields can also be used to define work flow.

Once a user is created, the user can login using the given password. The menu will be presented as per the responsiblities assigned to the user. Consider a case when two responsibilities are assigned to the user. One responsibility that allows access to a menu option and the other that does not allow. Such conflicts will be resolved optimistically. i.e the menu option will be available for the user.

In the manager & executive example, assume that both the manager and executive role is assigned to a user. This user will have access to both the product manager and purchase order options.

See also

Creating roles and users – step by step guide