Setting Up a "View Only" Profile for a Staff Member

This guide explains how to configure a staff member’s privileges to grant "View Only" access within Navigator. This setup is particularly useful for situations such as having an auditor on-site, as it minimises the risk of errors by restricting system interaction to viewing data only.

Prerequisites

To complete this setup, the user must have access to the Setup module and Staff Records. If this access is unavailable, contact a manager.

Steps to Create or Assign a "View Only" Profile

Step 1: Access Staff Records

1. Navigate to Setup from the main menu.
2. Select Staff Records from the sub-menu.

Step 2: Load the Staff Member Record

1. If the staff member’s record has already been created, select it:
   • Enter their Staff Number, or
   • Use the dropdown menu to locate and select their record.
2. Click Load to display their details.

If the staff member hasn’t been created, refer to the guide on creating a staff record.

Step 3: Navigate to Privileges

1. Once the staff record is loaded, click on the Privileges tab.
2. Before applying the "View Only" profile, ensure the appropriate profile is created.

Step 4: Create a "View Only" Profile

Access Sales Admin Profiles

1. Click Sales Admin Profiles from the toolbar at the top of the Staff Records screen.
2. If a "View Only" profile already exists, select it from the dropdown. Otherwise, follow the steps below to create a new profile.

Creating a New Profile

1. Click the "+" button next to the profile dropdown.
2. Enter a name for the profile (e.g., "View Only Privileges") and click OK.

Note: Profiles cannot be deleted by users. Contact DMS Navigator Support if a profile needs removal.

Configure Profile Settings

1. Click Load to load the newly created profile.
2. Under the Admin Screen Pages tab:
   • Double-click the Status column to toggle between options:
     • Not Displayed
     • View Only
     • View and Update
   • Set each screen to the desired level of access (e.g., "View Only").
3. Under the Admin Screen Functions tab:
   • Tick the specific areas the staff member needs access to (e.g., invoice-related attributes).
4. Click Save to finalise the profile setup.

Step 5: Assign the Profile to the Staff Member

1. Exit the Staff Records screen to refresh changes.
2. Reload the staff member’s record.
3. In the Privileges tab:
   • Scroll to the Sales System section under Vehicle Admin Access.
   • Use the dropdown to select the newly created "View Only" profile.
4. Click Save to complete the update.

Important Notes

• Adjust permissions based on your dealership's requirements for each staff member.
• Navigator does not have default permissions for roles—each profile should be tailored to match the user’s responsibilities.
• We cannot apply these changes on your behalf.