Manage Roles

To open an existing record:

1. Click the Role(s) available in the system link.

   

   The Role List screen is displayed.

   

2. Double-click the relevant role.

   The Summary screen is displayed.

   

3. Click the Click to edit details link.

   The Role Editor is displayed.

   

To add or edit a permission role:

1. Do one of the following:

   • Click the Add a new Role option in the Tasks panel

     

   • Open an existing record to edit its details

   • Open an existing record, and then click the Copy Role option in the Tasks panel to create a duplicate record

     

   The Role Editor is displayed.

   

2. Select 'Permission Role' from the Role Type drop-down list.

   Note: This field cannot be edited on saving.

3. Enter the remaining details.

The remaining fields on the Role Editor are described in the following table.

4. Click Save.

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To add or edit an authorisation role:

1. Do one of the following:

   • Click the Add a new Role option in the Tasks panel

     

   • Open an existing record to edit its details

   • Open an existing record, and then click the Copy Role option in the Tasks panel to create a duplicate record

     

   The Role Editor is displayed.

   

2. Select 'Authorisation Role' from the Role Type drop-down list.

   Note: This field cannot be edited on saving.

3. Enter the remaining details.

The remaining fields on the Role Editor are described in the following table.

4. Click the Authorisation Levels tab.

   

   This lists all of the enabled authorisation matrix types with values defined on the Authorisation Matrix tab in Financial Options (accessed by navigating to Tools > System Options and clicking Financial Options).

   

5. Select the authorisation levels for each type from the relevant drop-downs.
6. Click Save.

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To add or edit a maintenance contract role:

1. Do one of the following:

   • Click the Add a new Role option in the Tasks panel

     

   • Open an existing record to edit its details

   • Open an existing record, and then click the Copy Role option in the Tasks panel to create a duplicate record

     

   The Role Editor is displayed.

   

2. Select 'Maintenance Contract Role' from the Role Type drop-down list.

   Note: This field cannot be edited on saving.

3. Enter the remaining details.

The remaining fields on the Role Editor are described in the following table.

4. Click Save.

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To add or edit a report role:

1. Do one of the following:

   • Click the Add a new Role option in the Tasks panel

     

   • Open an existing record to edit its details

   • Open an existing record, and then click the Copy Role option in the Tasks panel to create a duplicate record

     

   The Role Editor is displayed.

   

2. Select 'Report Role' from the Role Type drop-down list.

   Note: This field cannot be edited on saving.

3. Enter the remaining details.

The remaining fields on the Role Editor are described in the following table.

4. Select from the Report Menu drop-down to display the list of report types that you can allow access to.

5. Select the relevant reports. Alternatively, click the Select/Deselect All check box as appropriate.

6. Click Save.

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To assign permissions to a permissions role:

1. Open the relevant permission role. Refer to View an existing role record for further information.

2. Click the Click here to view related permissions link in the Role Editor.

   

   The Assign Permissions screen is displayed. The left-hand panel displays all of the permissions that can be assigned, and the right-hand panel displays the permissions that have been assigned to the role.

   

   Refer to Permission Definitions for further information.

3. Select the permission and use the Add, Add All, Remove and Remove All buttons to assign the permissions to the role.

   

   Note: You can select multiple records using Shift-click (for a series of records), Ctrl-click (for individual records), or Ctrl-A (for all records).

4. For each permission, select whether the permission should be full, edit only or view only from the respective drop-down lists.

   

5. Click Save.

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A user can be assigned to more than one role, even if roles have conflicting permissions. The permission assigned to the user will be ‘higher’ permission (that is: Full overrules Edit, Edit overrules View and View overrules an unassigned permission).

To assign a role to the user:

1. Open the relevant role. Refer to View an existing role record for further information.

2. Click the Click here to view assigned users link in the Role Editor.

   

   The Assign Users screen is displayed. The left-hand panel displays all of the users that can be assigned, and the right-hand panel displays the users that the role has been assigned to.

   

3. Select the user and use the Add, Add All, Remove and Remove All buttons to assign the users to the role.

   

   Note: You can select multiple records using Shift-click (for a series of records), Ctrl-click (for individual records), or Ctrl-A (for all records).

4. Click Save.

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