Loolu

Module 003: Security and Access

Access to the Section

In the left sidebar menu bar, scroll to the bottom to find the Account section. Inside you will find three main sub-modules:

  • Users: management of the registration, editing and deactivation of personnel with access to the PIM.
  • Profiles (Perfiles / Roles): granular configuration of access levels per module.
  • User Permissions (Permissions Summary): diagnostic dashboard with active permissions of the logged-in user.

3.1 Profile Management (Roles and Permissions)

Profiles define the specific actions a user group can perform within each section of the PIM. When you access Profiles, you'll see the roles preconfigured on the platform (e.g., NO ROLE, SUPER ADMIN, SECURITY, PROVIDER, WRITE ONLY, READ ONLY). Clicking on any profile will display a matrix showing all PIM sections and their assigned access levels.

Available Access Levels

Permission

Description

Create

Permission to register new records in the module.

Read

Exclusive permission to view the information without altering it.

Update

Permission to edit or modify existing records.

Delete

Permission to delete items from the PIM.

Step by Step: Create or Modify a Profile

  1. Click on the + Create Profile button.
  2. Assign a name to the role— In the Profile Name field, enter a descriptive name (e.g., Supplier 1, Sales Team).
  3. Configure the permissions matrix— In the available sections, activate or deactivate the switches for each module (Products, Brands, Vendors, Facets, Categories, etc.) for the Create, Read, Update, and Delete levels as appropriate.
  4. Click on Save— the system will process the changes and display the notification "Profile saved successfully".

ℹ️ NOTE

The system allows you to create an unlimited number of profiles according to the organization's needs. To edit an existing profile, click the pencil icon on its respective card.

3.2 and 3.3 User Management and Approval Workflows

In the Users submodule, staff are registered, linked to an access profile, their approval level in the workflow is determined, and their security parameters are configured.

User Panel

  • Overview: displays the cards with the data of all users registered in the PIM.
  • Seeker: in the upper right corner, it allows you to quickly filter users by entering their name.

Step by Step: Create a New User

  1. Click on the + Create User button.
  2. Complete the required fields on the form:

Field

Description

Active

Keep this switch on so the user can log in immediately.

First Name

User name(s).

Last Name

Surnames.

Email

Corporate email address. It acts as your access ID to the platform.

Profile

Select the appropriate permission profile (e.g., SUPER ADMIN, PROVIDER, READ ONLY, etc.).

  1. Vendor Mapping— If the user's profile is restricted to a single vendor (e.g., a VENDOR profile), use the Vendor field search to link it to the corresponding company. If the user is a global administrator, leave this field blank.
  2. Approval Profile (Approval Workflows)— Define the hierarchical approval level for content publication. The system has 5 configurable levels (e.g., Sales, Administrator). Select the corresponding level from the dropdown menu.
  3. Additional Security Options:

  • Is Federated User?: Check this box if user access will be validated through the company's single sign-on (SSO).
  • Enable MFA: Activate this switch to force the user to authenticate using a second verification factor (Two-Factor Security).

  1. Click on Save— the system will save the user and reflect it on the main panel.

⚠️ APPROVAL FLOWS

Loolu PIM allows you to assign approval levels from this form; however, the logical rules and workflow chains cannot be modified by the end user. Any structural changes to the approval logic must be requested directly from the Loolu Support team.

Edit or Deactivate a User

  1. Locate the user in the panel— Click on the pencil icon (Edit user).
  2. Modify the necessary information— approval levels, assigned profile, or contact information.
  3. Deactivate access (if applicable)— If an employee leaves the company or should not access the PIM, turn off the Active switch. This will immediately lock their account without needing to delete their change history in the system.
  4. Click on Save.

💡 GOOD PRACTICE

It is recommended to deactivate users rather than delete them, as this preserves the complete history of changes they made to the PIM and maintains audit traceability.

3.4 User Permissions Summary

The User Permissions submodule functions as a diagnostic and quick reference dashboard for the logged-in user:

  • User identification: displays the current user's email address, their status, and the assigned role.
  • Available sections: visually and clearly displays the list of all modules to which your profile gives you legitimate access.
  • ShortcutsEach displayed section features an interactive "Access" button. Clicking this button will automatically redirect you to the corresponding module, streamlining your daily navigation on the platform.