Working with Roles

File:Roleaccessrights.gif

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.

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

Role Management Restrictions

The ability to manage roles is subject to the Permissions Hierarchy restrictions.

Add or Edit a Role

To add or edit a Role:

1. Click > Administration > Access Management > Roles.
   The currently defined roles 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 > Administration > Access Management > 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 > Administration > Access Management > 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.

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.)