Examples

Use Cases & Examples

Use Case 1: Sales Team - Territory-Based Access

Scenario: Sales reps should only see customers in their assigned territory.

Setup:

1. Create team: "Sales Team North"
2. Add team members: northern sales reps
3. Grant access to customers table
4. Set table restriction:

   territory == 'North'
   

Result: Team members only see customers where territory = 'North'

Use Case 2: Sales Rep - Individual Assignment

Scenario: Each sales rep should only see their assigned customers and their sales data.

Setup:

1. Create team: "Sales Representatives"

2. Add all sales reps as members

3. Grant access to tables:

   • customers
   • sales_orders

4. Set table restrictions:

   For customers table:

   sales_person == frappe.session.user
   

   For sales_orders table:

   sales_person == frappe.session.user
   

Result:

• John (john@company.com) only sees customers/orders where sales_person = 'john@company.com'
• Jane (jane@company.com) only sees customers/orders where sales_person = 'jane@company.com'

Use Case 3: Manager - Team View

Scenario: Sales managers should see all data for their team members.

Setup:

1. Create team: "Sales Managers West"

2. Add managers as members

3. Grant access to same tables as reps

4. Set table restrictions:

   For customers table:

   sales_person_region == 'West'
   

   Or if you have a manager column:

   manager == frappe.session.user
   

Result: Managers see all their team's data, reps see only their own.

Use Case 4: Finance Team - AR Visibility

Scenario: AR team should see all invoices, but only for active customers.

Setup:

1. Create team: "Accounts Receivable"

2. Add AR team members

3. Grant access to:

   • customers
   • sales_invoices
   • payments

4. Set table restrictions:

   For customers table:

   status == 'Active' AND outstanding_amount > 0
   

   For sales_invoices table:

   status != 'Paid' AND due_date IS NOT NULL
   

Result: AR team sees all unpaid invoices for active customers.

Use Case 5: Multi-Company Access

Scenario: Users should only see data for their assigned company/branch.

Setup:

1. Create teams per company: "Company A Team", "Company B Team"

2. Grant access to shared tables

3. Set table restrictions:

   company == 'Company A'
   

Result: Users in "Company A Team" only see Company A data across all tables.

Use Case 6: Time-Based Access

Scenario: Analysts should only see recent data.

Setup:

1. Create team: "Junior Analysts"

2. Grant access to transaction tables

3. Set table restrictions:

   transaction_date >= '2024-01-01'
   

Result: Analysts can't see historical data older than specified date.