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* [[Role Permissions]] - permission a role to be able to set other roles. For example, a sales role may be able to change a '''Suspect '''role to a '''Prospect '''role, but not a '''Customer '''or '''Employee '''role.
* [[Importing Organizations or Contacts Association|Associations]] - When you use the [[Associations]] feature to associate a contact with an organization to which they are not a contact, you use a '''role '''to show the relationship between the organization and the person.
* Within {{UTA}}s, roles are used to define a context-specific role for a person - for example, a customer may be playing the role of '''Project Leader, '''but only for a specific project.Even more commonly, a '''Staff '''Role might have administrative permissions to a specific {{UTA}} only. See [[UTA role]] for more information about roles that are permissioned for UTA-only.
* [[Workflows Overview]] - you are able to reference the role in a collaborative workflow step; for instance, you can specify that everyone with the '''Executive '''Role would need to approve a document before the system can forward its distribution.
* You can define any number of roles.
* You can associate a single user with any number of roles.
* Only It is recommended for security reasons that only a [[Global User Administrator|System Administrator]] can define roles.
* Once a role is created, the administrator associates users with those roles.
A single, important, built-in role is the '''Everyone '''role. Every contact will be a member of the '''Everyone '''role regardless of the other roles that are created and assigned to them. You are able to set a menu for the '''Everyone '''role, but unlike the other roles, you cannot create a [[Portals|portal]] for everyone, or provide access to [[Reports|reports]] to the '''Everyone '''role.
* Leaving permissions blank anywhere (''excluding ''the [[Image:User_RolesSecurity Matrix]] will presume '''View '''and '''Edit '''access for everyone, provided there is no [[Status Lock]] in place).* If there are [[Status Lock]]s in place, the default for any user would be '''View '''access, unless they have '''Override Lock '''enabled (e.g.png|link=the [[Global User Administrator|750 pxSystem Administrator]]).
=Configuration - Essentials=
==Accessing Roles==
To access the list of roles available in your copy of SmartSimple, follow these steps:
:: {{Icon-Menu}}
2. Under the heading '''Configuration, '''select [[Roles and Security Settings|Roles and Security]].
5. A list of roles available to the system will be displayed; if you want to edit a role, click the '''pencil icon '''next to the name of the role. To create a new role, click the '''New '''button (+ icon).
:: [[File:Add new role.png|800px|border]]
==Creating a Role==
There are only two fields that need to be defined in order to '''create''' a role: the name of the role and a narrative description.
:: [[File:New role.png|600px|border]]
However, it is best practice to fill out as many of the fields as possible, with as much explanatory detail as possible. Role settings are described below:
{| class="wikitable"
|-
||'''Role Name'''
||The unique name of this user role.
|-
||'''Caption'''
||The caption of this user role; this is the name of the role as it appears throughout the system. If you prefer to change the name of a role, changing the caption will accommodate this.
|-
||'''Description'''
||The narrative description of the role.
|-
||'''Role Formula'''
||The role formula sets a calculation that is performed whenever a contact record possessing this role is saved. See [[Role Formula]] for more information and instructions.
|-
||'''Two Factor Authentication'''
||Enable two factor authentication for this role if required.
|-
||'''Enable Menu Icon'''
||This will display a menu icon on the right of the screen for this role.
|-
||'''Internal User Role Only'''
||If set, then this role can only be added to [[Internal]] users. [[External]] users will not have the option to be associated with this role.
|-
||'''UTA Role Only'''
||This will mean that the created role is relevant only relative to records in a {{UTA}}. See [[UTA Roles]] for more information. If this option is toggled on, then the role created will not be able to be assigned to a contact's profile, but rather will be selected as a role only when that contact is assigned to a UTA record.
|}
: Once you are done filling out the general edit fields for creating a new user role, click the '''Save '''button at the bottom.
When a user is added to a role, the role will be visible on the role list of that user's [[profile]].
:: [[File:New roleRoles side menu.png|600px160px|border]]{| class="wikitable"|-||'''Main'''||This will display the main details associated with the specific role, including the '''General '''page of fields as well as the '''Permissions '''that you can set for this role.|-||'''Current Users'''||This will display a list of current users associated with this role. From the current user tab, you are able to [[User Role#Remove or Add from Current Users|add or remove users]]. |-||'''Custom Fields'''||This will display a list of the [[Custom Fields]] associated with this role. You are able to add new custom fields by simply clicking the '''+ icon '''on the top of the list.|-||'''Portal'''||This will allow you to enable the [[Portals|portal]] associated with this specific role. You are able to activate the role-specific portal, set its priority, set its logo, and a template if necessary. If you enable the '''Portal '''option for this role, then a new '''Menu '''tab will display on the left hand side menu. |-||'''Menu'''||This displays all the tools and features of the [[SmartSimple]] system that you can choose from to display for this role's [[Menu and Roles|menu]]. Simply select the items that you do not want to appear and click '''Save.''' |-||'''Shortcuts'''||Shortcuts can be configured depending by role either by as a Common Shortcut (for all roles) or on individual basis (for specific roles). For more information, see [[Portals#Shortcuts|Shortcuts]]. |-||'''Reports'''||This will display a list of any [[Reports]] that the role is associated with. |-||'''News Feed'''||News feed refers to any transactions or information pulled from integrations - for example, through OFAC check, [[Transactions]], and more. For more information, see [[:Category:Integrations|Category: Integrations]]. |}==Remove or Add from Current Users==You are also able to '''Add '''or '''Remove '''users in bulk when you access the '''Current Users '''section of the role's '''Edit Page, '''using the '''Add User '''button.
:: [[File:Remove roles.png|350px|border]]
Click '''Yes '''when the confirmation message appears if you are certain that you want to remove the selected user(s) from the role.
[[Category:Roles]]