Roles

Key concepts

• Role: A named set of access choices that you can assign to staff.
• System: A built-in Role. System Roles cannot be edited or archived.
• Custom: A Role created for your account. Custom Roles can be edited.
• Permissions: Access choices grouped by module, submodule, and form.
• Team Scoped: Limits users with the Role to records for the teams they are placed on. With Team Scoped unchecked, the Role is company-wide and users can see everything covered by their Permissions.
• Full Access: Unrestricted access to all modules and actions. In the Role editor, this is enabled with Grant All Permissions.
• All, Own, and None: The available access levels. All gives access to all records, Own gives access to the user’s own records only, and None gives no access.

A form can also have a Create permission with a Yes or No choice. Other action columns are View, Inspect, Update, Archive/Unarchive, and Delete. Some forms do not support every action and show N/A instead.

How to add a Role

1. Go to People > Roles.
2. Select Add Role.
3. In Role Details, enter a Role Name. This is required and can be up to 100 characters.
4. Optionally enter a Description.
5. If needed, enter Base Cost Per Hour and Charge Out Rate. Both values must be zero or greater.
6. Select Team Scoped if users with this Role should be limited to their assigned teams.
7. Configure the Role’s Permissions. See How to add Permissions.
8. Select Create Role.

Role names must be unique among active Roles in your account. If the name is already in use, change it before saving.

How to add Permissions

1. In the Role editor, go to Permissions.
2. To give unrestricted access, turn on Grant All Permissions. The page displays Full Access Enabled.
3. For more specific access, leave Grant All Permissions off.
4. Use Search & Filter Forms and the Search forms by name... field to find a form by its name, module, or submodule.
5. Expand a module if needed. You can select the checkbox beside a module to select or clear all applicable Permissions in that module.
6. Set the access level for each available action:
   • View, Inspect, Update, Archive/Unarchive, and Delete cycle through All, Own, and None.
   • Create uses a Yes/No choice.
   • Settings forms use View and Manage choices rather than the full action grid.
7. Select Create Role or Update Role to save your changes.

Important permission relationships:

• Manage includes View for settings forms.
• Setting View to None clears the other action choices for that form.
• Setting View to Own reduces any All choices for the other actions to Own.
• Changing Archive/Unarchive automatically changes Delete to the same level. You can then change Delete independently.
• Selecting Create is unavailable when View is None.

How to update a Role

1. Open People > Roles.
2. Find the custom Role you want to change.
3. Select Edit.
4. On the Edit Role page, update the Role Details, Team Scoped choice, or Permissions.
5. Select Update Role.

You can also open a Role, select the Permissions tab, and choose Add Permissions when no Permissions have been granted yet. System Roles do not have an Edit action and cannot be modified.

Tips & things to know

• Start with None and grant only the access the Role needs when you want a least-access setup.
• Use Search forms by name... before changing a large Permissions list.
• The form counter shows how many forms match your search out of the total number of forms.
• Use the information control in Search & Filter Forms to view the meanings of All, Own, None, and Yes/No.
• Review Team Scoped carefully: assigning a user to a team is required for the team-limited view to be useful.
• A Role with no granted Permissions does not provide access to modules or records.
• Changes to a Role affect users assigned to that Role. Review the Overview and Permissions tabs after saving to confirm the result.
• Use Cancel to leave the editor without saving the changes currently on the page.

FAQ