How Copy Role Process Works in iDempiere

Introduction

The Copy Role process in iDempiere lets an administrator duplicate the access permissions of one user role into another role in a single action.

It is used whenever a business needs to set up a new role with access similar to an existing one, such as creating a supervisor role based on a manager role.

Running this process replaces the destination role’s current access, so it directly affects which windows, processes, and reports users can reach afterward.

Process Flow

Business Rules

• Only users with an advanced role can run the Copy Role process.
• The source role and destination role must be different from each other.
• All existing access records of the destination role are removed before copying.
• Access is copied for windows, processes, forms, workflows, tasks, document actions, info windows, and included roles.
• Copying can be limited to one organization or applied across all organizations.
• The process can run immediately or be scheduled to run as a background job.

Prerequisites

• At least two roles already created in the system.
• The source role has the correct access already set up and verified.
• The user running the process is logged in with an advanced role.
• Organization structure configured, if the copy needs to be limited to one organization.

Navigation

Menu → System Admin → General Rules → Security → Copy Role

After opening the window, users first see a warning message explaining that access records will be replaced, followed by the Organization, Role From, Role To fields, and a Run as Job option.

Configuration Steps

Step 1: Review the Warning Message

This step confirms the user understands that copying will replace the destination role’s current access before any changes happen.

Instructions

Read the warning stating that the destination role’s access records will be lost and replaced. Confirm this is intended before continuing.

Step 2: Select the Organization (Optional)

This step limits the copy activity to a chosen organization when access setup should not apply company-wide.

Instructions

Choose an Organization to restrict the copy to that organization only. Leave the field blank to copy access across all organizations.

Field	Sample Value	Description
Organization	Head Office	Restricts the copied access to a single organization

Step 3: Select the Role From

The Role From holds the access permissions that will be duplicated, so it must already be set up correctly.

Instructions

Choose the role whose permissions should be copied. Ensure this role’s access is complete and accurate before proceeding.

Field	Sample Value	Description
Role From	Sales Manager	Source role that provides the access to be copied

Step 4: Select the Role To

The Role To is the destination role that will receive the copied access, replacing whatever access it currently has.

Instructions

Choose the role that should receive the copied access. Double-check this selection, since its current access will be replaced.

Field	Sample Value	Description
Role To	Sales Supervisor	Destination role that receives the copied access

Step 5: Choose Run as Job (Optional)

For roles with a large amount of access to copy, running the process as a job avoids waiting on-screen for it to finish.

Instructions

Enable Run as Job to let the process complete in the background. Leave it unchecked to run the process immediately.

Field	Sample Value	Description
Run as Job	Unchecked	Runs the process in the background instead of immediately

Step 6: Execute the Process

This final step carries out the copy and confirms the outcome to the user.

Instructions

Click OK to run the process. Review the confirmation message and log details once the process completes.

Note: This process cannot be undone automatically. Confirm the Role From and Role To selections carefully before clicking OK.

Common Issues and Resolutions

Issue	Cause	Resolution
Error message states roles must be different	The same role was selected for both Role From and Role To	Select two different roles before running the process
Process does not run for a user	The logged-in role does not have advanced access rights	Run the process using an administrator or advanced role
Expected access missing after copying	The destination role’s prior access was removed before the copy	Verify the source role’s access is complete before running the process
Unrelated access lost from the destination role	All existing access of the destination role is replaced, not merged	Review or document destination role access before copying
No visible result after clicking OK	Run as Job was selected, so the process runs in the background	Check the process or job status window for completion
Copy applied to more organizations than expected	The Organization field was left blank, copying across all organizations	Select the specific organization when a limited copy is required
Users still cannot see expected windows after copying	Users assigned to the destination role are still using a cached session	Ask affected users to log out and log back in to refresh access

Next Steps

• Open the Role window to review and fine-tune the copied access.
• Configure Window Access, Process Access, or Form Access individually for any exceptions.
• Assign the destination role to the appropriate users.
• Test access by logging in with a user assigned to the updated role.