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Difference between revisions of "Working with Roles"

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[[File:Roleaccessrights.gif|right|thumb]]As organizations grow and evolve, the [[Default Roles]] built into the platform may need to adapt to changing business needs.  
Application users generally fall into categories, or ''roles''. A person in a given role needs permissions to work with some kinds of data, but typically doesn't need to work with other kinds data (or even see it).


It is common for new roles to be added over time, and for these roles to evolve (in scope or access permission rights) as the organization grows and business roles change.
It is common for new roles to be added over time, and for existing roles to evolve as the organization grows and business procedures are refined.


{{permissions|Access Control/User Management|create teams and roles, add users, assign users to teams, and designate access permission rights}}
{{PermissionRef|Access Control|manage user roles.}}
 
===Role Management Restrictions===
The ability to manager roles is subject to the [[Permissions Hierarchy]] restrictions.


===Add or Edit a Role===
===Add or Edit a Role===
To Add or Edit a Role:
To add or edit a Role:
#Click '''Settings > Administration > Roles.''' The currently defined roles are listed.
#Click '''[[File:GearIcon.png]] > Customization > Application Roles'''<br>The roles defined for the current application are listed.
#*The ''System Administrator'' role comes with the platform.
#*The ''Team Leader'' and ''Team Member'' roles come with the OfficeSpace Application
#:''Learn more:'' [[Default Roles|default roles]]
#Click the '''[New Role]''' button to add a role;  
#Click the '''[New Role]''' button to add a role;  
#Optionally, click an existing role to edit the role
#Optionally, click an existing role to edit the role
#Specify the Role settings
#Specify the [[#Role Settings|Role Settings]] (described below)
#Click '''[Save]'''
#Click '''[Save]'''


===Role Settings ===
::'''Note:'''<br>The [[System Administrator]] role comes with the platform.
====Role Information====
#;Name:The name of the role as it will appear in the platform
#;Description:Text that describes this role and its settings (permissions)
 
====Access Permissions to Resources Owned by Other Users====
:;Update:Allows the user with this role to edit and update the resource information for resources owned by other team members
:;Delete:Allows the user with this role to delete the resource record for resources owned by other team members
:;View:Allows the user with this role to view the resource record for resources owned by other team members
 
====Create Permissions====
Selecting the check box next to a resource listed in this section allows users with this role to create a new resource of that type. This list includes objects and options pertaining to record ownership, activities, printing, and exporting data
 
====Web Tab Access Permissions====
Selecting the check box next to a resource listed in this section allows users with this role to have permission to create a new resource of that type
 
====Administrative Permissions====
:* Selecting the check box next to a resource listed in this section allows users with this role to have permission to manage that resource or information
{{Note|Only those with User Management permissions can create new users, roles, and teams, and perform functions associated with these permissions.}}


===Clone a Role===
===Clone a Role===
You can clone a role in order to save time in creating a new role that has similar settings.  
You can clone a role in order to save time in creating a new role that has similar settings.  


To Clone a Role:
To Clone a Role:
#Click '''Settings > Administration > Roles'''
#Click '''[[File:GearIcon.png]] > Customization > Application Roles'''
#Click the name of the role you want to clone. The detail page for that role opens.
#Click the name of the role you want to clone. The detail page for that role opens.
#Click the [Clone] button; the Add Role page opens, displaying the settings already selected for the role you are cloning
#Click the '''[Clone]''' button.<br>The Add Role page opens, displaying the settings from the Role you cloned.
#Specify information for the Role Information section
#Specify the [[#Role Settings|Role Settings]] (described below)
#;Name:The name of the role as it will appear in the platform
#;Description:Text that describes the role and its settings
#:Specify information for the Access Permissions to Resources owned by other users section. For each item in the list of resources in this section, you can specify the permissions that users have for this role:
#;Update:Allows the user with this role to edit and update the resource information for resources created by other users.
#;Delete:Allows the user with this role to delete the resource record for resources created by other users.
#;View:Allows the user with this role to view the resource record for resources created by other users.
#Specify information for the Create Permissions section. Selecting the check box next to a resource listed in this section allows users with this role to have permission to manage that resource or information.
#Specify information for the Administrative Permissions section. Selecting the check box next to a resource listed in this section allows users with this role to have permission to manage that resource or information.
#Click '''[Save]'''
#Click '''[Save]'''


===Delete a Role===
===Delete a Role===
To Delete a Role:
To Delete a Role:
#Click '''Settings > Administration > Roles'''
#Click '''[[File:GearIcon.png]] > Customization > Application Roles'''
#Click the name of the role you want to delete; the detail page for that role opens
#Click the name of the role you want to delete; the detail page for that role opens
#Click the [Delete] button at the top of the page; amessage asks if you are sure you want to delete this role
#Click the '''[Delete]''' button at the top of the page.<br>A confirmation dialog appears.
#Click [OK] to delete the role
#Click '''[OK]''' to delete the role.
 
===Assign Roles to Users and Groups===
In the [[Application Access]] settings, an administrator specifies which applications a user or group can access, and which Role(s) they assume in those applications.
 
;Considerations:
:* If a user or group is assigned multiple roles, they have the privileges defined in all of them. (Their set of privileges is the sum of the privileges specified in the assigned roles.)
 
==Role Settings==
{{:Role Settings}}

Latest revision as of 19:24, 9 October 2015

Application users generally fall into categories, or roles. A person in a given role needs permissions to work with some kinds of data, but typically doesn't need to work with other kinds data (or even see it).

It is common for new roles to be added over time, and for existing roles to evolve as the organization grows and business procedures are refined.

Lock-tiny.gif

Users that have the Access Control permission can manage user roles.. 

Add or Edit a Role

To add or edit a Role:

  1. Click GearIcon.png > Customization > Application Roles
    The roles defined for the current application are listed.
  2. Click the [New Role] button to add a role;
  3. Optionally, click an existing role to edit the role
  4. Specify the Role Settings (described below)
  5. Click [Save]
Note:
The System Administrator role comes with the platform.

Clone a Role

You can clone a role in order to save time in creating a new role that has similar settings.

To Clone a Role:

  1. Click GearIcon.png > Customization > Application Roles
  2. Click the name of the role you want to clone. The detail page for that role opens.
  3. Click the [Clone] button.
    The Add Role page opens, displaying the settings from the Role you cloned.
  4. Specify the Role Settings (described below)
  5. Click [Save]

Delete a Role

To Delete a Role:

  1. Click GearIcon.png > Customization > Application Roles
  2. Click the name of the role you want to delete; the detail page for that role opens
  3. Click the [Delete] button at the top of the page.
    A confirmation dialog appears.
  4. Click [OK] to delete the role.

Assign Roles to Users and Groups

In the Application Access settings, an administrator specifies which applications a user or group can access, and which Role(s) they assume in those applications.

Considerations
  • If a user or group is assigned multiple roles, they have the privileges defined in all of them. (Their set of privileges is the sum of the privileges specified in the assigned roles.)

Role Settings

Role Information

Name
The name of the role as it will appear in the platform
Description
Text that describes this role and its settings (permissions)

Role Permissions

These are the permissions that can be specified for a role:

Record Access Permissions
For each object, specify the ability to Create, and Delete records.
If Record Level Visibility is enabled for an object, specify the ability to Control Visibility.
(In general, the ability to access an object implies the ability to view any of the records it contains. However, if Record Level Visibility is enabled, a role can also specify the ability to set visibility criteria for individual records, in order to restrict visibility of that record to a designated audience.)
Access to Records Owned by Others Within the Team
Specify the ability to Update, Delete, and View records contained in a each object.
(These permissions apply to records owned by a different member of the team.)
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