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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.  
[[File:Roleaccessrights.gif|right|thumb]]Application users generally fall into categories, or ''roles''. A person in each role needs permissions to work with some kinds of data (objects), but typically doesn't need to work with (or even see) other kinds data.


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|add new [[Roles]]}}
{{PermissionRef|Access Control|create teams and roles, add users, assign users to teams, and designate access permission}}


===Role Management Restrictions===
===Role Management Restrictions===
The ability to manager roles is subject to the [[Permissions Hierarchy]] restrictions.
The ability to manage 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. The [[Default Roles|default roles]] defined in the platform are: System Administrator, Team Leader, and Team Member.
#Click '''Designer > Roles.'''<br>The currently defined roles are listed.
#Click the '''[New Role]''' button to add a role; Optionally, click an existing role to edit the role
#Click the '''[New Role]''' button to add a role;  
#Specify information in the Role Information section:
#Optionally, click an existing role to edit the role
#;Name:The name of the role as it will appear in the platform
#Specify the [[#Role Settings|Role Settings]] (described below)
#;Description:Text that describes this role and its settings (permissions)
#Specify information in the Access Permissions to Resources Owned by Other Users section
#;Update:Allows the user with this role to edit and update the resource information for resources owned by other users
#;Delete:Allows the user with this role to delete the resource record for resources owned by other users
#;View:Allows the user with this role to view the resource record for resources owned by other users
#Specify information in the Create Permissions section
#: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
#Specify information under the 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
#Specify information under 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
#:Note: Only those with User Management permissions can create new users, roles, and teams, and perform functions associated with these permissions
#Click '''[Save]'''
#Click '''[Save]'''
::'''Note:'''<br>The [[System Administrator]] role comes with the platform.


===Clone a Role===
===Clone a Role===
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To Clone a Role:
To Clone a Role:
#Click '''Settings > Administration > Roles'''
#Click '''Designer > 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 '''Designer > 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.
 
==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)


__FORCETOC__
===Role Permissions===
{{:Available Permissions}}

Latest revision as of 00:24, 1 June 2013

Roleaccessrights.gif

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

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 create teams and roles, add users, assign users to teams, and designate access permission 

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 Designer > 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 Designer > 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 Designer > 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

Notepad.png

Note: Before changing permission in a role, see these articles for information about how roles affect data access in the platform.

To edit permissions:

  1. Click Designer > Roles > {role}
  2. Click the [Edit] button
  3. Specify the settings for this role

Record Access Permissions

Specify record create and delete permissions for selected objects.

Access to Records Owned by Others Within the Team

Specify update, delete, and view permissions for selected objects. (These permissions apply to records owned by a different member of the team.)

Considerations
Role Update Delete View
Manager Yes Yes Yes
  • For Activities (Tasks and Appointments), users with this permission can also reassign Tasks to a new owner.
Learn more: Assign Task Owner
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