Working with Roles

As organizations grow and evolve, the Default Roles built into the platform may need to adapt to changing business needs.

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.

Users that have the Access Control/User Management permission can add new Roles

Role Management Restrictions

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

Add or Edit a Role

To Add or Edit a Role:

1. Click Settings > Administration > Roles. The currently defined roles are listed. The default roles defined in the platform are: System Administrator, Team Leader, and Team Member.
2. Click the [New Role] button to add a role; Optionally, click an existing role to edit the role
3. Specify information in the Role Information section:

   Name

   The name of the role as it will appear in the platform

   Description

   Text that describes this role and its settings (permissions)

4. 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

5. 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

6. 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

7. 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

8. Click [Save]

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 Settings > Administration > 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 already selected for the role you are cloning
4. Specify information for the Role Information section

   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.

5. 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.
6. 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.
7. Click [Save]

Delete a Role

To Delete a Role:

1. Click Settings > Administration > 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; amessage asks if you are sure you want to delete this role
4. Click [OK] to delete the role