Security, Roles, and Access Permissions

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Security, Roles, and Access Permissions within SmartERP.

Security architecture governing role-based access control and multi-company isolation within Property Management.

Security Access Groups#

• property.group_property_user: Property Officer - Can view properties, log meter readings, and create tenant maintenance tickets.
• property.group_property_manager: Property Manager - Full administrative rights over buildings, lease contract origination, and rent roll execution.
• property.group_property_director: Real Estate Director - Executive view across portfolio P&L, approval of lease terminations and major CapEx work orders.

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2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_property, account, stock, maintenance
• Security Groups:
  • Property Officer (Technical ID: property.group_property_user)
  • Property Manager / Leasing Director (Technical ID: property.group_property_manager)
  • Real Estate Financial Controller (Technical ID: account.group_account_user)
• Master Data Dependencies: Established legal entity profile for Company 1 (Ashewa Technology Solutions S.C.), registered properties, rental units, and verified partner tenant profiles (res.partner).

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Property Management app icon.
4. From the top navigation bar, open Properties → Properties / Units / Leases / Utilities.

{screenshot:security-and-role-permissions-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Name / Primary Reference (Mandatory): Unique property or lease identifier.
   • Property / Unit Allocation (Mandatory): Designated building and rentable unit code.
   • Tenant / Partner (Mandatory): Verified tenant partner record (res.partner).
   • Contract Term & Billing Day (Mandatory): Effective lease commencement, duration, and monthly billing cycle date.
3. Configure optional operational parameters and localized tags as required:
   • Escalation Percentage (Optional): Pre-agreed annual indexation rate.
   • Utility Submeter Serials (Optional): Dedicated electricity and water submeter numbers.
   • Security Deposit Escrow (Optional): 2 to 3 months' gross rent held in segregated liability account.
4. Click the Save icon in the control bar to commit the record.

{screenshot:security-and-role-permissions-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Draft → Confirmed → Active / In Progress → Closed / Settled).
• Ledger & System Impact: Recurring rent invoices debit Accounts Receivable and credit Rental Revenue; utility billing apportions CAM expenses to tenant statements.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:security-and-role-permissions-transaction-processing-state}

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Property: Generate recurring rent invoices (property.ir_cron_generate_rent_invoices): Runs nightly to generate upcoming month rent invoices.
  • Property: Check expiring leases and send renewal notices (property.ir_cron_lease_expiry_alert): Runs weekly to notify leasing officers 60 days prior to contract expiration.
  • Property: Compute submeter utility charges (property.ir_cron_utility_compute): Runs monthly following meter reading closeout.
• Custom Print Templates & Reports:
  • Official Tenancy Agreement & Commercial Lease Contract
  • Monthly Rent & Utility Invoice with Telebirr QR Code
  • Move-In / Move-Out Inspection Handover Dossier
  • Property Building Net Operating Income (NOI) Financial Statement
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company tenant ledger leakage across real estate subsidiaries.

5. Comprehensive Troubleshooting Matrix#