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=Overview=
User Roles are a key feature of [[SmartSimple]]: they are defined in the system by [[Global User Administrator|System Administrators]] to categorize [[User|users]] and to provide the basis for setting [[Role Based Security]] permissions. The majority of your configuration needs will be using '''role-based security settings. '''
==The Key Control Element - Roles can ==Roles have the ability to control the following featureswithin your SmartSimple system:
* The [[Administration Interface]] menu - the menu items displayed in the administrative interface are controlled by the user role. Some users will see different menu items than other users, depending on their allocated role.
* [[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.
==Notes on Roles==Prior to adding many users to SmartSimple, it is important to '''define '''roles: * 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 [[Global User Administrator|System Administrator]] can define roles.* Once a role is created, the administrator associates users with those roles. Always make sure that the role is defined prior to [[Importing Organisation Records|Importing Users]] or adding users via [[Auto Loader]]. Both methods provide features that will prompt you to select one or more roles for the users that you are uploading. ===The Everyone Role===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 [[Security 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. the [[Global User Administrator|System 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:User_RolesRoleimage1.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|link160px|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|750 pxportal]]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]]
