WindoorERP Documentation 19.0

Guided journey

14- Administer and Secure WindoorERP

The last journey, for one or two people only: who may see what, what runs on its own overnight, and how the system keeps teaching the next person who joins.

6 steps about 15 min Advanced System administrator or the person who owns the database
Start the journey

This journey is deliberately last and deliberately narrow. Everything in it is a setting that other people depend on without knowing it exists, so it belongs to one or two named administrators rather than to whoever is free.

Two steps here deserve more care than the rest. Access rights and record rules decide what a foreman, a draughtsman and a contractor each see of the same project, and getting them wrong exposes margins to people who should not have them. And the automation step controls what leaves your database unattended overnight, in your company's name.

By the end you will be able to

  • Run more than one company or branch out of one database, each in its own language
  • Grant access by role and restrict rows by record rule, so a foreman sees their sites and not the margin on them
  • Keep the automation honest: the crons, the mail server, the SMS gateway and the templates that send in your name
  • Read the database's own structure — models, fields, sequences and parameters — when you need to explain a number
  • Manage which apps and modules are installed, and what an upgrade will touch
  • Keep this manual itself current, so the people who join next year learn the system rather than a colleague's habits

Before you start

  • Full system administrator rights, and a recent backup you have actually tested restoring
  • The rest of the series behind you: this journey changes settings that everything else depends on
  • A written list of your roles and what each may legitimately see — access rights are a business decision written in a technical screen
  • Somewhere safe to record what you change, because the person debugging this at 2am may not be you

The path

01

Set the shape of the business

  1. 01 Companies, branches and languages One database can hold a group: several companies or branches, each with its own documents, its own accounts and its own working language. Decide the shape now — splitting a company later is the hardest change on this list. 2 min Configure company profiles, multi-branch structures, user accounts, and language localization
02

Decide who sees what

  1. 02 Access rights, record rules and devices The most consequential screen in the system. Model access decides what a role can do; record rules decide which rows they do it to. A site foreman should see their own sites — not the margin on them, and not another contractor's. 2 min Enforce model access rights (CRUD), row-level record rules, trusted devices, and privacy logs
03

Control what runs unattended

  1. 03 Crons, mail, SMS and templates Overnight this database will send email, fire scheduled jobs and message customers without anyone watching. Know what those are, which are on, and which mail server they leave from — this is where a silent failure costs you a customer. 3 min Configure scheduled crons, mail servers, email templates, SMS gateways, and live chat backend
04

Understand what is underneath

  1. 04 Models, fields, sequences and parameters Not for daily use — for the day someone asks why a reference jumped, or where a custom field came from. Knowing how to read the structure is what turns a mystery into a five-minute answer. 2 min Audit database models, custom fields, decimal accuracy, system parameters, and sequences
  2. 05 Manage the apps and modules What is installed, what an upgrade will touch, and what an app actually adds before you switch it on. Install deliberately: every module you enable is a menu someone has to understand. 3 min Apps & Module Management
05

Keep it teaching itself

  1. 06 Draw your own process map The series ends where it began — with this manual. Map your own processes into it, so the next person who joins learns how your company runs from the system, not from a colleague who is on leave. 3 min Draw your own process map

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