Difference between revisions of "Menus and Roles"

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==Overview==
 
==Overview==
 +
A menu is a set of options available to those with appropriate permissions.
  
−
A menu is a set of options available to those with [[Administration Interface]].
+
In Arcadia mode it appears as a '''Menu Item''' in the top right hand side of the screen. When clicked this exposes the Menu Items.
  
−
In Classic mode it appears as a series of options on the left hand side of the screen.
+
:: [[Image:ArcadiaMenu2017.png|750px|border]]
−
::[[Image:ClassicMenu2017.png|border]]
+
When a [[User|user]] logs into the system, their view of the system is defined by the menus and/or [[Portal|portals]] associated with their [[Role|role]](s).
  
 +
In Classic mode (no longer supported as of [[Upgrades#Ending_Support_for_Classic_Interface|November 2019 Upgrade]]), it appears as a series of options on the left hand side of the screen.
  
−
In Arcadia mode it appears as a '''Menu Item''' in the top right hand side of the screen. When clicked this exposes the Menu Items.
+
:: [[Image:ClassicMenu2017.png|border]]
−
::[[Image:ArcadiaMenu2017.png|750px|border]]
 
−
 
 
−
 
 
−
When a [[User|user]] logs into the system, their view of the system is defined by the [[Menu|menus]] and/or [[Portal|portals]] associated with their [[Role|role]](s).
 
−
 
 
−
* If you create a [[Portal|portal]] interface for a [[Role|role]], then a [[User|user]] in that [[Role|role]] will not see the [[Administration Interface|administrative interface]] and only see the portal interface.
 
−
* The only exception to this rule is for an [[Administrator]] that always has access to all the [[SmartSimple]] menu items, regardless of their [[Role|roles]].
 
−
* An administrator can access portals associated with their roles by clicking the Application, My Portal menu.
 
−
 
 
 
==Menus and Roles==
 
==Menus and Roles==
 +
All views of the SmartSimple system are configurable. [[External]] and [[internal]] users will have different views of the system, with differing functions available to them depending on their role.
  
 
* You must enable the [[Menu|Menu Icon]] for each [[Role|role]] it is to be available against.
 
* You must enable the [[Menu|Menu Icon]] for each [[Role|role]] it is to be available against.
 +
** This is primarily for '''internal '''users only, as external users would typically have their a [[portal]] configured for them with only their user menu available.
 
* You must select the [[Menu|menu]] items required for each [[Role|role]], even if you are going to associate the role with a [[Portal|portal]].
 
* You must select the [[Menu|menu]] items required for each [[Role|role]], even if you are going to associate the role with a [[Portal|portal]].
 
** Menu associated with the “everyone” role will be displayed for those permitted [[User|users]].
 
** Menu associated with the “everyone” role will be displayed for those permitted [[User|users]].
−
** Menu associated with a specific role will be displayed for the [[User|users]] with that role.
+
** Menu associated with a specific role will be displayed for the [[User|users]] with that role. 
−
** If you do not configure the '''Everyone''' menu, or place people in [[Role|roles]] with no [[Menu|menus]] associated, then [[User|users]] will not have any [[Menu|menu]] available when they log into the system.
 
 
** If a person has more than one [[Role|role]], then their [[Menu|menu]] will be composed of all the menu items for all the roles to which they belong.
 
** If a person has more than one [[Role|role]], then their [[Menu|menu]] will be composed of all the menu items for all the roles to which they belong.
 +
** To make menu changes across the board with all roles, the [[Portals#Common_aggregated_portal_vs_single_role_portals|Common Portal]] can be used. 
 
* SmartSimple [[Legacy Application Permissions| Legacy application programs]] will be displayed based on an organisation subscription to that program – access to these programs is not controlled individually by [[Menu|menu]]. You must, however, enable the '''Menu Icon''' item – all subscribed programs will be listed under this menu.
 
* SmartSimple [[Legacy Application Permissions| Legacy application programs]] will be displayed based on an organisation subscription to that program – access to these programs is not controlled individually by [[Menu|menu]]. You must, however, enable the '''Menu Icon''' item – all subscribed programs will be listed under this menu.
  
 +
==Enabling a Menu Icon for a Role==
 +
In this example, you will configure a [[Menu|menu]] for the '''Employee''' role that you previously created.
 +
 +
1. Click the [[Configuration Menu|Configuration]], [[Roles and Security Settings|Roles and Security]] [[Menu|menu]].
 +
 +
2. Click the '''User Roles''' menu.
 +
 +
3. Click the Edit icon for the relevant [[Role|role]] name.
  
−
==Enabling a Menu Icon for a Role==
+
4. Click on the '''General''' tab.
  
 +
5. Check the '''Enable Menu Icon''' option and click Save.
  
  
  
 
==Select the Menu items for a Role==
 
==Select the Menu items for a Role==
−
 
 
In this example, you will configure a [[Menu|menu]] for the '''Employee''' role that you previously created.
 
In this example, you will configure a [[Menu|menu]] for the '''Employee''' role that you previously created.
  
 
1. Click the [[Configuration Menu|Configuration]], [[Roles and Security Settings|Roles and Security]] [[Menu|menu]].
 
1. Click the [[Configuration Menu|Configuration]], [[Roles and Security Settings|Roles and Security]] [[Menu|menu]].
 +
 +
[[File:Screenshot 17.png|300px]]
  
 
2. Click the '''User Roles''' menu.
 
2. Click the '''User Roles''' menu.
  
−
[[Image:Menus.png]]
+
[[File:Screenshot 18.png|600px]]
−
+
 
−
3. Click the [[Menu]] button to the right of the [[Role|role]] name.
+
3. Click the Edit icon for the relevant [[Role|role]] name.
  
−
[[Image:Menus1.png]]
+
4. Under the '''General''' tab, select '''Enable Menu Icon'''.
−
+
 
−
The menu items are displayed.
+
[[File:Screenshot 19.png|200px]]
 +
 
 +
4. Click on the Menu tab. The menu items are displayed.
 +
 
 +
[[File:Screenshot 20.png|600px]]
  
−
[[Image:Menus2.png]]
 
−
 
 
* If you wish to enable all the [[Menu|menu]] items, click the select all check box.
 
* If you wish to enable all the [[Menu|menu]] items, click the select all check box.
 +
  
 
==Menu Headings==
 
==Menu Headings==
 +
The [[Menu|menu]] items are menu headings used to group together other menu items, and are indicated with icons that are displayed on the menu heading.
  
−
The [[Menu|menu]] items are menu headings used to group together other menu items, and are indicated with icons that are displayed on the menu heading.
 
 
* '''Applications''' – Subscribed [[Applications|applications]] are listed under this heading.
 
* '''Applications''' – Subscribed [[Applications|applications]] are listed under this heading.
−
* '''Communication''' – Pin board, Email, [[Using Quick Messaging|Quick Message]], Calendars, Contacts, Discussions and Requests are listed under this heading.
+
* '''Communication''' – Email, [[Using Quick Messaging|Quick Message]], Contacts, Discussions, Notifications and Requests are listed under this heading.
−
* '''Organisation''' – People and organisation, and people search related information.
+
* '''Organization''' – People, Organizations, and Organization Hierarchy related information.
 
* '''Tools''' – access to inbuilt SmartSimple Tools including [[Calendars]], [[SmartFolders]] and [[Reports]].
 
* '''Tools''' – access to inbuilt SmartSimple Tools including [[Calendars]], [[SmartFolders]] and [[Reports]].
−
* '''Configuration''' – Global and [[Security Settings]].
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* '''Configuration''' – Global, Role-based, and [[Security Settings]]; ability to create and edit [[Applications|applications]]
 
* '''System Process''' – access to [[Workflow]] and [[Autoloader]] settings.
 
* '''System Process''' – access to [[Workflow]] and [[Autoloader]] settings.
−
* '''Help''' – Downloads, Knowledge Base (Wiki), support request, feedback forum, about [[SmartSimple]] and People on-line.
+
* '''Help''' – Downloads, [[How the SmartSimple Support Desk Works|Support Requests]], and [[SmartAssistant]]
  
  
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1. Click the check boxes next to each item to enable that item for the selected [[Role|role]].
 
1. Click the check boxes next to each item to enable that item for the selected [[Role|role]].
  
−
You must select the APPMENU ([[Application]] menu) item in order for [[User|users]] to see any subscription application programs.
+
You must select the [[Application]] menu item in order for [[User|users]] to see any subscription application programs.
 +
[[File:Screenshot 21.png]]
  
−
If you wish the [[User|user]] to only see their organisation and not the entire [[Internal|internal]] and [[External|external]] [[Hierarchy|hierarchy]], use the '''My Organisation''' [[Menu|menu]] and disable the [[Internal]] and [[External]] menus.
+
If you wish the [[User|user]] to only see their organization and not the entire [[Internal|internal]] and [[External|external]] [[Hierarchy|hierarchy]], use the '''My Organization''' [[Menu|menu]] and disable the [[Internal]] and [[External]] menus.
  
−
2. Click the following items: Applications, APPMENU, Communications, Pin Board, Quick Messages, Calendars, Organisation, Search People, Configuration, Personal Setting, People On-line.
+
2. Click the following items: Applications, Communication, Instant Messages, Calendars, Organization, Search People, Configuration, People Online.
  
 
3. Click the '''Save''' Button.
 
3. Click the '''Save''' Button.
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==Testing User Access==
 
==Testing User Access==
 +
To test user access, you can use the [[Emulation Mode]] feature. 
  
−
The best approach for testing a new [[Role|role’s]] access to the system is to launch a new [[Browser|browser]] and log in as the [[User|user]], at the same time as you are logged in as the [[Administrator|administrator]].
+
Another approach for testing a new [[Role|role’s]] access to the system is to launch a new [[Browser|browser]] and log in as the [[User|user]], at the same time as you are logged in as the [[Administrator|administrator]].
  
 
Using this technique you can adjust the [[User|user]] access in the [[Administrator|administrator]] session while testing the access in the [[User|user]] session.
 
Using this technique you can adjust the [[User|user]] access in the [[Administrator|administrator]] session while testing the access in the [[User|user]] session.
−
* If you are using Internet Explorer for both sessions, be sure that the Tools, Internet Options, Advanced Option – Reuse windows for launching shortcuts option is deselected. Otherwise the administrative and user session will merge and neither will be valid.
+
 
 +
* '''To test multiple roles simultaneously, you must use multiple browsers (e.g. System Administrator in Chrome, Applicant in Firefox, etc) '''
 +
** The system will support the most recent browser versions, as well as some versions before the most recent update. 
 +
** You may always view the user's browser information in the user's profile, under '''Options – Login Details.''' This never exposes a password, merely the browser used to login for troubleshooting purposes. 
 +
* If you are using Internet Explorer for both sessions, be sure that the''' Tools, Internet Options, Advanced Option – Reuse windows for launching shortcuts''' option is deselected. Otherwise the administrative and user session will merge and neither will be valid.
 
* Alternatively, you can use Internet Explorer for one session and FireFox for the other session.
 
* Alternatively, you can use Internet Explorer for one session and FireFox for the other session.
 
* Don’t use FireFox for both sessions as these sessions will become mixed up.
 
* Don’t use FireFox for both sessions as these sessions will become mixed up.
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You can stay logged in as this user while you change this interface to a [[Portal|portal]] interface.
 
You can stay logged in as this user while you change this interface to a [[Portal|portal]] interface.
  
−
[[Category:System Management]][[Category:Roles]]
+
[[Category:System Management]][[Category:Roles]][[Category:Interface]]

Latest revision as of 13:05, 5 June 2019

Overview

A menu is a set of options available to those with appropriate permissions.

In Arcadia mode it appears as a Menu Item in the top right hand side of the screen. When clicked this exposes the Menu Items.

ArcadiaMenu2017.png

When a user logs into the system, their view of the system is defined by the menus and/or portals associated with their role(s).

In Classic mode (no longer supported as of November 2019 Upgrade), it appears as a series of options on the left hand side of the screen.

ClassicMenu2017.png

Menus and Roles

All views of the SmartSimple system are configurable. External and internal users will have different views of the system, with differing functions available to them depending on their role.

  • You must enable the Menu Icon for each role it is to be available against.
    • This is primarily for internal users only, as external users would typically have their a portal configured for them with only their user menu available.
  • You must select the menu items required for each role, even if you are going to associate the role with a portal.
    • Menu associated with the “everyone” role will be displayed for those permitted users.
    • Menu associated with a specific role will be displayed for the users with that role. 
    • If a person has more than one role, then their menu will be composed of all the menu items for all the roles to which they belong.
    • To make menu changes across the board with all roles, the Common Portal can be used. 
  • SmartSimple Legacy application programs will be displayed based on an organisation subscription to that program – access to these programs is not controlled individually by menu. You must, however, enable the Menu Icon item – all subscribed programs will be listed under this menu.

Enabling a Menu Icon for a Role

In this example, you will configure a menu for the Employee role that you previously created.

1. Click the Configuration, Roles and Security menu.

2. Click the User Roles menu.

3. Click the Edit icon for the relevant role name.

4. Click on the General tab.

5. Check the Enable Menu Icon option and click Save.


Select the Menu items for a Role

In this example, you will configure a menu for the Employee role that you previously created.

1. Click the Configuration, Roles and Security menu.

Screenshot 17.png

2. Click the User Roles menu.

Screenshot 18.png

3. Click the Edit icon for the relevant role name.

4. Under the General tab, select Enable Menu Icon.

Screenshot 19.png

4. Click on the Menu tab. The menu items are displayed.

Screenshot 20.png

  • If you wish to enable all the menu items, click the select all check box.


Menu Headings

The menu items are menu headings used to group together other menu items, and are indicated with icons that are displayed on the menu heading.


There is no requirement that you have to include any of these headings in a role menu.

1. Click the check boxes next to each item to enable that item for the selected role.

You must select the Application menu item in order for users to see any subscription application programs. Screenshot 21.png

If you wish the user to only see their organization and not the entire internal and external hierarchy, use the My Organization menu and disable the Internal and External menus.

2. Click the following items: Applications, Communication, Instant Messages, Calendars, Organization, Search People, Configuration, People Online.

3. Click the Save Button.

You can now login and test the user’s access.

Testing User Access

To test user access, you can use the Emulation Mode feature. 

Another approach for testing a new role’s access to the system is to launch a new browser and log in as the user, at the same time as you are logged in as the administrator.

Using this technique you can adjust the user access in the administrator session while testing the access in the user session.

  • To test multiple roles simultaneously, you must use multiple browsers (e.g. System Administrator in Chrome, Applicant in Firefox, etc) 
    • The system will support the most recent browser versions, as well as some versions before the most recent update. 
    • You may always view the user's browser information in the user's profile, under Options – Login Details. This never exposes a password, merely the browser used to login for troubleshooting purposes. 
  • If you are using Internet Explorer for both sessions, be sure that the Tools, Internet Options, Advanced Option – Reuse windows for launching shortcuts option is deselected. Otherwise the administrative and user session will merge and neither will be valid.
  • Alternatively, you can use Internet Explorer for one session and FireFox for the other session.
  • Don’t use FireFox for both sessions as these sessions will become mixed up.

1. Launch another browser.

2. Go to the Login Page for the SmartSimple Instance.

3. Enter the email address and password.

4. Click the Login button.

The menu is set to the menu options that you enabled for this user’s role.

5. Click on each menu item to verify the functionality.

You can stay logged in as this user while you change this interface to a portal interface.

Retrieved from ‘https://wiki.smartsimple.com/index.php?title=Menus_and_Roles&oldid=34884’