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Speaking of roles...

In Houaiss Portuguese Dictionary, we can search for the following meaning for the word "role": "duty, legal, moral, professional obligation or assignment, function that is performed or fulfilled". The roles should be registered aiming at identifying the different functions available in the company. The relationship between roles and users makes the identification of users able to perform determined task in a workflow easier.

Examples of Roles

  • GER - Managers;
  • DIR - Directors;
  • FIN - Finances;
  • PRG - Programmers;
  • ANJ - Analysts (Junior);
  • ANS - Analysts (Senior);
  • ADS - System Administrators.


Information Register

To register Roles, go to “Roles” in the People container of the Control Panel

The relationship between User and Roles is established in the option Users and upon creating and/editing a role. It is important to remember that the same user can be associated with more than one role, according to the functions he or she has.

All users created on the platform are assigned to the “user” role, which cannot be deleted or edited.

To become an administrator user, they must be assigned to the “admin” role. This role provides the assigned user with several privileges such as:

  • They can access the Control Panel to handle their administrative resources on the platform such as register users, change user passwords and permissions, etc;
  • They can browse through all the documents except for the My Documents folders belonging to other users, and also edit or delete a document regardless of the applied security;
  • They can query workflow requests even if they are not participating in the process.


Use

In the platform, the roles are used to:

Restrict the list of users when assigning a task. This filter is carried out using the assignment mechanisms available.



Displaying roles

01. In the main menu, click Control Panel, then check People container and click Roles.


Add role

01. In the main menu, click Control Panel, then check People container and click Roles.

02. Click Add.

03. Enter the code and description.

To avoid inconsistencies, the role code must not contain special characters.

04. Enter the users who will be part of this role.

If necessary, it is possible to remove a user any moment while creating the role, just select the user and click Remove.

05. To add more information, you should click Register Additional Information.

It is possible to add specific fields for a group.

E.g.: Department to which this role and/or Person responsible belongs (a coordinator or director).

06. Click Save.


Edit role

01. In the main menu, click Control Panel, then check People container and click Roles.

02. Select the role you want to edit.

03. Click Edit.

04. If necessary, change the role description.

05. In Users of role, click Add.

06. Enter the user.

If you want to delete a determined user from the role, select the user and click Remove.

Attention!

If the role being edited is the Administrator role, the added users cannot be deactivated because, by default, administrator users—whether directly associated with the Administrator role or belonging to a group associated with the Administrator role—cannot be deactivated.

07. Click Save.


Delete role

01. In the main menu, click Control Panel, then check People container and click Roles.

02. Select the role you want to delete.

03. Click Delete.

It is not possible to delete roles with related users.

04. Click OK.


Associate a role with a user

There are two ways of associating a role with a user:

1s by the role itself.

2nd by the Users/Edit/Register Roles/Add button option.



Role permissions 

Permissions can be directly associated with the role, with the exception of the admin role, which by default already has full control over all features.

Access permissions 

The permission options presented depend on the feature type. For more details, see the Permissions documentation.

01. In the main menu, click Control Panel, check the People group and click Roles.

02. Select the role you want to change. 

03. Click Edit.

04. In the Permissions section, click Manage permissions.

A screen will open containing all the features released for the role. It is possible to add other permissions, check details or manage them. 



Add permission 

01. Access the Roles permissions screen, as presented in the Access permissions item.

02. Press the Add button.

The available feature categories will be displayed in menu order. Search or filter can be used to make it easier to find information.

03. Find the category for which you wish to define permissions and click the button  to expand the features.

04. Find the desired feature and click the button  to access the permission options.

05. Check the permission options that must be applied to the roles.

06. Click Finish to apply the permissions in the feature.

07. Click Finish to conclude permission management for the role in question.



Query permission details 

01. Access the Roles permissions screen, as presented in the Access permissions item.

02. In the listing, locate the feature for which you want to view the specification.

03. Click the button  in the Actions column.


Manage permissions 

01. Access the Roles permissions screen, as presented in the Access permissions item.

02. In the listing, locate the feature for which you want to make changes.

03. Click the button in the Actions column.

04. Modify permission options as needed.

05. Click Finish to save the changes.



Delete permissions 

01. Access the Roles permissions screen, as presented in the Access permissions item.

02. In the listing, locate the feature for which you want to make changes.

03. Click the button in the Actions column.

04. Click Finish to save the changes.



Please note!

This documentation is valid from the 1.7.1 Crystal Lake update. If you use a previous update, it may contain information different from what you see on your platform.