A role:
- is a collection of permissions that you can assign to a user
- makes user management easier by allowing you to set up the level of access that a person in a particular job ought to have in one place
- is assigned to multiple users, rather than having to set up each user individually
Creating or Editing a Role
To create a role:
1. From the Administration menu, select Security Admin and then Manage Roles from the left menu.
2. In the Roles Management screen, click +Add Role.
3. In the Add Role window, enter the name of the role in the Name field. For example, Contract Administrator. Next, enter a description of the role to help identify the role later in the Description field.
4. Click Save.
5. You will return to the Roles Management listing. Locate the newly created role and click on the Actions menu.
6. Start by clicking on Workflow Permissions. For the Access Level, choose whether users with this role should be able to schedule (legacy tool), start, or be excluded from the categories you choose in the next field. For Categories, by default the access level will apply to All Categories. These categories refer to the choices included in the Start menu. Alternatively, you can specify workflow categories for the access level to apply to by selecting the checkbox next to the desired category.
7. Click Save.
8. Next from the Actions menu, click Contract Permissions. Select the level of contract access that users with this role should have to the contract records. You can assign a level of access for the entire organization, department, or contract type. You can also select a combination of them. Then select the permission level:
Choices Defined:
No Access– unable to view contract records
View Summary– able to view a summary that includes the contract record information, related contracts, primary parties, and responsible parties. There is no editing capability.
View Summary and Documents– able to view a summary that includes the contract record information, related contracts, primary parties, and responsible parties. There is no editing capability. Document links may also be included.
Contract Record Read Only– able to read the contract record but do not have the ability to make edits
Contract Record Read and Write– able to view and edit the contract record, can create new contract records in the Contract app
9. Click the plus sign on that line. Repeat Steps 8 and 9 as needed to create additional lines.
10. Click Save.
11. Then from the Actions menu, click Tab Permissions. Select the level of access that users with this role should have to the Actions tab on a contract record.
Choices Defined:
No Access– Actions tab is visible with no data displayed. The message “Current security permissions do not allow access to this content” will appear.
List Only– Actions tab is visible with a list of Workflow messages available. No access to message Action Details (including survey responses).
Full Details– Actions tab is visible with a list of Workflow messages available. Access to message Action Details (including survey responses).
12. If your organization utilizes Custom Tabs, select and complete the information in the Custom Tabs section. Start by selecting the desired custom tab from the drop down list and click the plus sign. Then select the level of access that users with this role should have with regards to custom tabs.
Choices Defined:
No Access– unable to view the information on the Custom tab
View– able to view the information on the Custom tab but no editing capability
Read and Write– able to view and edit information on the Custom tab
13. Repeat Step 12 as needed for additional custom tabs. Click Save.
14. Finally, on the Actions menu click on Other Permissions. This contains a text listing of additional permissions. If you click the main one, you give anyone with this role access to all of the sub ones beneath it. For example, if /All Permissions/Reports/ is selected, the other selections for Reports listed in the second position will be included.
15. Make your selections by selecting the checkbox next to the permission to assign it to the role.
16. Click the arrow to move the selected permissions to the right, or the Assigned Permissions side.
17. Click Save.
To edit an existing role:
1. From the Administration menu, select Security Admin and then Manage Roles from the left menu.
2. In the Roles Management screen, locate the role you wish to edit. Click on the Actions menu.
3. If you need to edit the role name or description, click Edit Role. If you need to edit the role’s permissions, make the desired selection from the Actions menu depending on what you need to edit.
4. Click Save on each tab to preserve any changes.
To delete an existing role:
1. From the Administration menu, select Security Admin and then Manage Roles from the left menu.
2. In the Roles Management screen, locate the role you wish to delete. Click on the Actions menu and select Delete Role.
3. A message will appear to confirm the deletion.
Assigning Users to a Role
After creating a role, you can assign users to the role. Multiple users can be assigned to a role and multiples roles to a user.
To assign a user to a role:
1. From the Administration menu, select Security Admin and then Manage Roles from the left menu.
2. In the Roles Management screen, locate the role you wish to add a user to. Click on the Actions menu and select Edit Users.
3. On the Edit Users window, locate the user on the left side or Available Users side. Click to the left of the user’s name to place a checkmark in the box. Repeat for any other users as needed.
4. Click on the arrow to move the selection(s) to the right or the Assigned Users side.
5. Click Save.
To remove a user from a role:
1. From the Administration menu, select Security Admin and then Manage Roles from the left menu.
2. In the Roles Management screen, locate the role you wish to remove a user from. Click on the Actions menu and select Edit Users.
3. On the Edit Users window, locate the user on the right side or Assigned Users side. Click to the left of the user’s name to place a checkmark in the box. Repeat for any other users as needed.
4. Click on the arrow to move the selection(s) to the left or the Available Users side.
5. Click Save.
Checking a Role’s Contract Access
1. From the Administration menu, select Security Admin and then Manage Roles from the left menu.
2. In the Roles Management screen, locate the role you wish to view. Click on the Actions menu and select Effective Contract Access.
3. The window displays the contract records that the selected role can access.