Users & Permissions (SaaS)
The menu item Users & Permissions can be found in the Shopware Administration under
Settings > System > Users & Permissions and offers you an administration for all users of your administration.
When you call up the item, you will find a structured overview of these users and now have the option of creating additional users and assigning them permissions or withdrawing permissions.
Users
In the Users section, you can see an overview of all users that have already been created. You can edit and remove existing users here, or add new users to your Shopware Admin.
User overview (1): Here you can see an overview of all users with the most important details such as name, e-mail address and the user status.
Invite user (2): Use this button to open the screen for inviting a new user.
Context menu (3): There is a context menu next to each created user on the right-hand side, which you can use to remove or edit the respective user.
Invite user
Click on the Invite user button next to the search to open the screen for inviting a Shopware account to your administration.
Here you first enter the following basic information:
Email address (1): In the event that the password needs to be reset, it is necessary to enter an email address.
User interface language (2): Select the language of the user interface here. The user can change this at any time in their profile.
Edit user
Each user can be edited via the context menu next to them.
General information (1): The general information, such as first name, surname and email address, is fixed and cannot be changed. The language of the user interface can only be set for your own user.
Any subsequent editing of the information can only be carried out via the Shopware account, as these are Shopware account users.
Administrator (2): Here, you can specify whether the user is an administrator. Users with administrator have all available rights. No role can be assigned to them. A user cannot give or remove the Admin status themselves.
Time zone (3): Here, you can select a time zone for the user. This is used uniformly for all time entries in the administration.
Job title (4): Here, you can specify which job the user performs internally in your company.
Roles (5): If the administrator status is not set for the user, you can assign any number of previously created roles here. This allows you to give the user the specific rights they should have.
Roles
In the Roles section, you can create different user roles and assign them access permissions for the various areas of the Shopware Admin.
Role overview (1): Here you see an overview of all created roles, listed by name and description.
Context menu (2): Next to each created role there is a context menu on the right side where you can remove or edit the respective user.
Create new role (3): With this button you open the mask for creating a new role.
New roles
If you click on the button New role, the mask for creating new roles opens. Here you enter the basic information in the first step.
Enter a meaningful name as well as a short description of the role. This information is displayed in the role overview.
Authorisations
The permissions area is the heart of the roles. Here you specify which permissions users who have been assigned this role should have. All areas of the Shopware Admin are listed for this purpose. For each area, you can then specify exactly which permissions this role has or does not have in this area.
In addition, some areas are divided into sub-areas for which the authorisations can be assigned in even more detail. You can either assign the permissions for the complete area by activating the checkboxes in the line of the area or for each subarea individually by activating the checkboxes directly at the respective subarea.
Catalogues (1): On the left hand side are all areas from the Shopware Admin. Some areas have additional sub-areas, for which permissions can be assigned individually.
View (2): If a user only has the right to view, he can see the configurations of the area, but cannot change them.
Edit (3): With the right Edit a user can change configurations of an area. In the example of the Products area, the user can change configurations such as price or stock, but cannot add or remove new products.
Create (4): With this right the user can create entities like products but cannot delete them.
Delete (5): The Delete permission enables the user to remove entities such as products.
All (6): If this checkbox is set, the user gets full access to the respective area.
The permissions build on each other from left to right. That means, if you give the permission Edit, the user automatically gets the permission View. If you assign the permission Create, the user automatically receives the permission Edit and View.
Only the permission Delete does not build on all permissions. For the permission Delete, only the permission View is granted automatically.
Additional permissions
The additional permissions include some general authorisations that cannot be assigned to a direct area. In these areas, the right to edit can be assigned generally. Therefore, no distinction is made here between viewing, editing, creating and deleting.
Basic configurations (1): With this permission, the user can change the basic settings from the Shopware Administration. In the area Settings>Shop these are the settings under Addresses, Login/Registration, Products, SEO, Sitemap, Master Data and Shopping Cart. Under Settings>System, the areas Mailer and Shopware Account fall under this right.
Run Updates (2): With this right, the user can search for and install updates under Settings>System>Shopware Update.
Maintain extensions (3): With this authorisation, the user can carry out all settings under Extensions>My Extensions. Among other things, he can install, uninstall, activate and deactivate apps and themes.
Upload extensions (4): Users who are given this right can upload extensions via zip file in the Extensions>My Extensions section.
Logging (5): Users who are given this right can access the shopware and system logs under Settings>System>Logging.
Clear cache (6): Users with this right can access all settings under Settings>System>Cahes & Indexes
Import/Export (7): With this right users can import and export data under Settings>Shop>Import/Export. They can also create and remove new import/export profiles.
Shopware Store(8): With this right users can access the store under Extensions>Store.
Update own profile (9): Only if a user has this right, he can make changes in his own profile in the bottom left corner of the menu.
Create discounts (10): This right allows the creation of voucher items in the orders module. If the user opens an existing order there and clicks on Edit, he can create a new voucher item in the product section.
Apps(11): With this right users can access the entire Extensions area.
Detailed permissions
In this view, permissions can be configured in detail. This configuration is only necessary in exceptional situations. For example, if extensions are used in the system that add new records but have not assigned privileges for them, they can be configured here. All greyed out checkboxes are permissions that were already assigned in the tab "General".
So here you can find all permissions with their technical name. Just like the area permissions, you can assign the rights read, write, create and delete for each function.
Especially when extensions are used in which the permissions have not been set properly, it can happen that the user has been given a permission but then cannot exercise it in the admin. In this case, the error message usually shows which authorisations are still missing in detail. These can then be set subsequently using the detailed privileges.
In this example the user does not have the permission to delete orders.
You can find detailed information, for example how to add permissions and privileges manually, in our Dev-Docs.
Searchable elements
It is now possible to define the admin search per user. In the settings, you can select which areas can be suggested in the search. As an example, the area Promotion is taken into account for the search. Now the user can search for discount codes in the admin and find the matching order.
