How to Configure Role Toolbar Button Access in iDempiere

Role Toolbar Button Access controls which toolbar buttons appear for a Role on a specific Window and Tab in iDempiere. This impacts data integrity, audit compliance, and day-to-day transaction handling by hiding buttons without changing menu-level access or document security.

Process Flow

Business Rules

• Active records are the only ones applied to toolbar restrictions.
• Exclude checkbox hides the selected button for the chosen Role.
• Rule applies only to the exact Role, Window, and Tab combination selected.
• Wildcard Organization (*) applies the restriction across all organizations.
• Restriction affects toolbar visibility only, not underlying document permissions.
• Each record controls a single ToolBar Button for a single Role and Tab.

Prerequisites

• Role configured in the Role window.
• Window and Tab already defined in the Application Dictionary.
• User assigned to the Role being restricted.
• Organization configured, or wildcard (*) confirmed for tenant-wide rules.

Navigation

Menu → General Rules → Security → Role Toolbar Button Access

Configuration Steps

Step 1: Select the Role to Restrict

Open Role Toolbar Button Access, click New, and select the Role from the list. Keep Active checked so the rule applies immediately.

Step 2: Set the Organization Scope

Choose a specific Organization for a single store, or leave the wildcard (*) to apply the rule tenant-wide.

Step 3: Choose the Action Type and Target Window

Set Action to Window, then select the target Window and its corresponding Tab, for example Sales Invoice and Credit/Debit Note.

Field Reference Table

Field	Sample Value	Description
Action	Window	Type of dictionary entry the rule targets
Window	Sales Invoice and Credit/Debit Note	Window where the button is restricted
Tab	Invoice_Sales Invoice and Credit/Debit Note	Specific tab within the window

Step 4: Select the ToolBar Button to Restrict

From the ToolBar Button dropdown, pick the button to control, for example Report – Attach.

Step 5: Enable Exclude to Hide the Button

Check Exclude, then Save. Without this flag checked, the record has no restrictive effect.

Field Reference Table

Field	Sample Value	Description
Role	POTS Admin	Role the restriction applies to
ToolBar Button	Report – Attach	Button being restricted
Exclude	Checked	Hides the button when checked
Active	Checked	Enables the rule for use

Step 6: Verify by Logging in as the Restricted Role

Log in with a user assigned to the restricted Role, open the target Window and Tab, and confirm the button is no longer visible.

Common Issues and Resolutions

Issue	Cause	Resolution
Button still visible after saving rule	Exclude checkbox left unchecked	Edit the record and enable Exclude
Rule not applied to any organization	Wrong Organization selected instead of wildcard	Set Organization to * for tenant-wide effect
Restriction affects wrong window	Incorrect Window or Tab selected	Verify Tab matches the exact window tab in use
Rule works for one store but not another	Organization set to a single store only	Add a separate record per organization, or use wildcard
Button missing for all roles unexpectedly	Rule created against a shared or default Role	Scope the rule to the specific Role only
Changes not visible to users	User session not refreshed	Ask users to log out and log back in
Cannot find ToolBar Button in dropdown	Button not available for selected Action or Window	Confirm Action is set to Window before selecting the button

Next Steps

• Review Role window for broader permission settings.
• Configure Window Access to control full window visibility.
• Test toolbar behavior across all affected retail store organizations.