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=Overview=User Roles are a key feature of [[SmartSimple]]: they are defined in the system by [[Global User Administrator|System AdministratorAdministrators]]s to categorize [[user]]s and [[contactUser|users]]s and to provide the basis for setting [[Role Based Security|]] permissions. The majority of your configuration needs will be using '''role-based security]] permissionssettings. '''

[[Image==The Key Control Element - Roles==Roles have the ability to control the following features within your SmartSimple system:User_Roles.png|link=|750 px]] 

==Editing or Creating a RoleNotes on Roles==To edit a RolePrior to adding many users to SmartSimple, take the following steps:# Click on [[Roles & Permissions]] (located on the [[Configuration Menu]] on the left-hand navigation bar)# Click on the hyperlink for User Roles# Click the it is important to ''Edit'define ' button next to the role you wish to edit, or click on the ''New'' button to create a new Role.roles: 

For detailed instructions on creating * You can define any number of roles.* You can associate a single user with any number of roles.* It is recommended for security reasons that only a role, see the [[Creating Global User RolesAdministrator|System Administrator]] pagecan define roles.* Once a role is created, the administrator associates users with those roles. 

==Role Settings==[[Image:EditRoleButtonsNoHeader.png|link=]]<br />The following buttons are displayed at Always make sure that the top of each ''Edit Roles'' page:* '''Back''' - navigates the user back role is defined prior to the list of all User Roles* '''New''' - opens a new Edit Roles page for the creation of a new User Role* '''Menu''' - sets menu permissions for User Role. See [[Menus and RolesImporting Organisation Records|Importing Users]] for further information.* '''Portal''' - see or adding users via [[Creating a Role Based PortalAuto Loader]] for detailed instructions.* '''Custom Fields''' - see [[Role Based Custom Fields]] Both methods provide features that will prompt you to select one or more roles for detailed instructions.* '''Reports''' - presents a list of [[reports]] in the system for which access can be granted to the selected Role. See [[Assigning Multiple Reports to a Role]] for further informationusers that you are uploading.

===The following settings are available on the ''Edit Roles'' page:* '''Everyone Role Name''' - The unique name of the Role. ===* '''Use admin menu''' A single, important, built- Displays the [[Administration Interface|Administration Interface menu]] for this Role.* in role is the '''DescriptionEveryone ''' - Narrative description of the role.* '''UTA Role Only''' - Role that is only relevant relative to records in a [[UTA|Universal Tracking Application™]]. See [[UTA Role]]s for more information. If selected, the role will not be able to be assigned to a Every contact's profile, but will be able to be selected as a role when a contact is assigned to a UTA record. * member of the '''Portal TitleEveryone ''' - Title that will be displayed on the [[Creating a Role Based Portal|Role-Based Portal]].* '''Requires Secure Token''' - Sets an additional level role regardless of login security for users with this Role. See [[Two-Factor Authentication]] page for further information.* '''Resume & Skills''' - Used in conjunction with the [[Applicant Tracking]] application. Displays the Skills other roles that are created and Resume tab on contact profiles possessing this Roleassigned to them. * '''Role Formula''' - Sets You are able to set a calculation that is performed whenever a contact record possessing this role is saved. See [[Role Formula]] menu for instructions.<!--* the '''Enable Address GeocodingEveryone ''' - See role, but unlike the other roles, you cannot create a [[GeocodingPortals|portal]] for instructions.-->* '''Role Permissions''' - A list of Roles that this Role has the permission everyone, or provide access to set. See [[Role PermissionsReports|reports]] page for further information. * to the '''Current UsersEveryone ''' - A list of contacts currently assigned this Role. This role can be added to or removed from users' profiles from this setting. 

:When a user is added to a role, the role * Leaving permissions blank anywhere (''excluding ''the [[Security Matrix]] will be visible on the role list of that userpresume '''View '''and '''Edit '''s access for everyone, provided there is no [[profileStatus Lock]]in place).<br />:* If there are [[Image:RoleOnProfileStatus Lock]]s in place, the default for any user would be '''View '''access, unless they have '''Override Lock '''enabled (e.pngg. the [[Global User Administrator|link=|750pxSystem Administrator]]). 

=Configuration - Essentials===Accessing Roles==To access the list of roles available in your copy of SmartSimple, follow these steps: 1. Click on the 9-square menu icon on the top right of your page. :: {{Icon-Menu}} 2. Under the heading '''Configuration, '''select [[Roles and Security Settings|Roles and Security]]. 4. Click on the hyperlink for '''User Roles.''' 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]]. : [[Image:Roleimage1.JPG|800px|border]]==Permissioning Roles==:: [[File:New role permissions.png|600px|border]]Clicking into the second tab of the '''New Role''' page will display the permissions for that role.{| class="wikitable"|-||'''Able to Set '''||This controls the roles that a user can add or remove when configuring other users. Typically, only [[Global User Administrator|System Administrators]] are given rights to set all roles.|-||'''Able to Activate'''||This controls the roles that a user must have before the current user can activate their user account.|-||'''Able to Set Password'''||This controls the roles that a user must have before the current user can manually set their password. For example, if you are looking at a user who has the role '''Applicant, '''but you can only set the password for the role '''Researcher, '''then you will not be able to see or access the '''Set Password '''button from the '''Applicant '''user's [[profile]]. |-||'''Able to Edit Email Address'''||This controls the roles that a user must have before the current user can edit their email address. For example, if you are looking at a user who has the role of '''Applicant, '''but you can only edit the email address for those with the role '''Researcher, '''then when you access the '''Applicant '''user's [[profile]] you will only be able to see a '''Read-Only '''version of the Email Address [[Standard Fields|standard field]]. |}==Menu Settings for Roles==When you '''Edit '''an existing role, or after you create and '''Save '''a new role, the page will reload and display a left hand menu that gives you access to different features of the role. :: [[File:Roles side menu.png|160px|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. 1. Click into the '''Current Users '''tab from the left hand side menu. The list of current users, if any, are displayed. 2. Click the '''+ '''icon on the top left that will allow you to add new users to this role.  3. The '''Add User to Role '''screen will launch, with [[Advanced Search|Search]] options including the ability to select certain roles as the results of the search.  * '''Tip: '''If this is a brand new [[instance]], there may be no users in any role - in that case change the role field in the search options to '''No Role Assigned.''' :: [[File:Add user to role.png|800px|border]]4. Select all of the users that you would like to associate with this role. 5. Click the '''Add '''button.  To '''Remove Users from a Current Role, '''simply go to the list of current users and select the names of the users who you would like to remove from the role. Once at least one user is selected, new buttons will appear at the top of the list that give you the ability to '''remove users. ''' :: [[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.   =See Also==* [[Creating User ]]* [[Rolesand Security Settings]]* [[Security Matrix]]