Who is this article for?

Chemical inventory administrators who want to learn about permission levels and use cases.

Administrator permissions are required.

This article explains the four permission levels available for chemical inventory management and provides guidance on assigning appropriate access to users based on their roles and responsibilities.

1. Understanding the None permission level

The None permission level provides no visibility into any chemical inventory.

Behaviour:

• Site Role: Hides all inventories across the site
• Roster Role: Hides inventories for rosters where this role is assigned

Example use case: In manufacturing environments, assign this level to temporary contractors or visitors who should not have access to chemical stock details.

2. Understanding the View Only permission level

The View Only permission level provides read-only access to container records.

Allowed actions:

• Print labels
• Email or export records

Behaviour:

• Site Role: View all inventories across the site
• Roster Role: View only inventories tied to assigned rosters

Example use case: In academic settings, assign this level to Environmental Health and Safety (EHS) auditors or compliance officers who need to verify chemical inventories but should not make edits.

3. Understanding the Limited Editing permission level

The Limited Editing permission level allows users to update container records for assigned inventories.

Allowed actions:

• Edit container details
• Copy existing inventory records
• Record dispenses and transfers
• Set low-inventory limits
• Mark containers as disposed

Behaviour:

• Site Role: Apply these actions across the entire site
• Roster Role: Apply these actions only within assigned rosters

Example use case: In construction testing laboratories, assign this level to lab managers or supervisors who update quantities, track usage, and log disposals.

4. Understanding the Full Editing permission level

The Full Editing permission level provides all Limited Editing capabilities, plus the ability to edit chemical profiles and compliance thresholds.

Allowed actions:

• Edit chemical and container profiles
• Copy inventory
• Dispense and transfer containers
• Set inventory and compliance limits
• Dispose of containers
• Manage compliance limits
• Update hazard classifications and Safety Data Sheet (SDS) links

Behaviour:

• Site Role: Full control across the entire site
• Roster Role: Full control within assigned rosters

Example use case: In industrial research and development environments, assign this level to senior safety officers or chemical programme administrators responsible for maintaining chemical data accuracy and regulatory compliance.

5. Applying best practices for permission management

• Use Site Roles for oversight and control: Assign Full Editing permissions only to trusted EHS or compliance administrators who oversee multiple rosters.
• Leverage Roster Roles for laboratory-level autonomy: Allow lab managers, supervisors, or department leads Limited Editing access so they can manage day-to-day inventory without impacting other groups.
• Keep Add Chemical restricted: Only users with Limited or Full Editing should create new chemicals. This ensures SDS data and profiles remain consistent across the site.
• Test permissions regularly: Log in as a sample user for each role to confirm the correct visibility and functionality before releasing configuration to all users.
• Review permissions annually: Audit access when staff or research groups change. Removing outdated roles helps maintain data security.
• Avoid overlapping roles: If a user has both Site and Roster Roles, remember that the Site Role takes precedence. Use Roster Roles for finer control where needed.
• Document your configuration: Keep a reference sheet of who holds each permission level. This helps during audits or when onboarding new administrators.