The account owner sets the initial roles and permissions as part of admin setup, and creates initial users. Thereafter, users can create roles (and users) within the permissions the admin created for them. If you do not have the permissions you need, contact your admin for more information.
A role definition must be in place before a user can be assigned to that role because of the way permissions are structured. If you want to know how permissions are set up at the user level, you will also want to read What do I need to know about users?
This article covers everything you need to know about roles:
All role-related menu options are accessed through the side menu.
Note: If the side menu is not visible, click on the square to the left of Global Search at the top of the screen. Clicking on this icon allows you to show and hide the side menu.
Creating a role
To arrive at the Create Role dialog box directly, navigate to Role>Create Role.
Or, you can you click on Role>Roles to access many options; to create a new role click on the (blue) plus icon in the upper right corner to arrive at the Create Role dialog box.
Having clicked on Role>Create Role or the (blue) plus icon, you can create a new role in the following dialog box:
- The Role Name is required. In naming the role, you might consider generic descriptive roles or map them to your organization's job titles. For example, a role named supervisor might have very broad permissions, a coordinator might have a different set of broad permissions, and a role for a clerk may be narrowed to a single location.
- The Role Description is optional, but including one can help anyone viewing the list get a clear idea of what you had in mind to avoid duplication).
- Decide if this role has Administrator permissions. Clicking this check box will generally allow broad permissions.
Decide the Role Type in terms of who will be able to edit a role.
- If you select Default, then anyone with the same level of permissions as you (or above you in the role assignment hierarchy) can edit the role.
- If you select a Strict Role Type, then edits to the role are limited to you and anyone above you in the role assignment hierarchy (people with permissions at the same level as you will not be able to edit this role).
Important: If you click on Save right away, permissions will default to allow broad general access, so take a few moments to review all permissions to make sure that is what you intend.
When you create a new role, every permission is by default allowed in four areas.
- Module Permissions. Every new role can add, edit, delete, and view every item in every module. If you would like to limit the role, you must click on check boxes to clear the check mark - this removes permissions. Note in particular the permissions near the bottom. With these checked, you are allowing this role to add new users and user roles, so be sure that is assigned as intended.
- Module Custom Field Permissions. In the early stages of building your asset tracking system you will not have created any custom fields, but once you have created them, they will be visible in this dialogue box and you will be able to select permission options as detailed as the custom fields you create.
In this example, the custom field Equipment Condition was created, and you can set permissions at the role level for who is allowed to Add/Edit and View this field.
- Transaction Permissions. This table allows you to determine the type of transactions the role is allowed to perform. The default is "All," but if you want to limit transactions to only the owner - that is, the person who entered the asset or inventory item - this is where you can control that.
A third option is to allow no transaction permissions by selecting "None." This might be useful for persons who analyze accounts but are not responsible for handling any items.
- Module Field Value Archive Permissions. This table allows you to set permissions for archiving information. Archived items are removed from active lists, but are searchable and can be removed from the archive, or "unarchived."
Editing a role
Access the Role List by navigating to Role>Roles.
The Role List becomes available, as shown by the bottom red circle.
If many roles are already created, you can search by Role Name, Role Type, and Created by, as shown in the fields under Role Search (top red circle). Once you selected the search criteria from the drop down menus, click on Apply Filter.
To edit a role, click on the Role Name to arrive at a page that provides all the options and permission available when the role was created:
Once you have made your changes to the text or permissions, your options are: Save, Delete, and Cancel.