* [[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:
1. Click on the 9-square menu icon on the top right of your page.
==Editing or Creating a Role==:: {{Icon-Menu}} To edit a Role2. Under the heading '''Configuration, take the following steps: '''select [[Roles and Security Settings|Roles and Security]].
# Click on [[Roles & Permissions|Roles and Security]] (located on the [[Configuration Menu]] on the left-hand navigation bar)# 4. Click on the hyperlink for User Roles# Click the for ''Edit'User Roles.' button next to the role you wish to edit, or click on the ''New'' button to create a new Role.
For detailed instructions on creating 5. A list of roles available to the system will be displayed; if you want to edit a role, see click the '''pencil icon '''next to the name of the [[Creating User Roles]] pagerole. To create a new role, click the '''New '''button (+ icon).
==Role Settings==:: [[ImageFile:EditRoleButtonsNoHeaderAdd new role.png|link=800px|border]]<br />The following buttons ==Creating a Role==There are displayed at the top of each only two fields that need to be defined in order to '''create'Edit Roles'' pagea role:the name of the role and a narrative description.
* '''Back''' - navigates the user back 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 Roles]] for further informationFile:New role.* '''Portal''' - see [[Creating a Role Based Portalpng|600px|border]] for detailed instructions.* '''Custom Fields''' - see [[Role Based Custom Fields]] for detailed instructions.* '''Reports''' - presents a list However, it is best practice to fill out as many of [[reports]] in the system for which access can be granted to the selected Rolefields as possible, with as much explanatory detail as possible. See [[Assigning Multiple Reports to a Role]] for further information.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 following settings are available 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 General tab 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''Edit '||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' page: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 Name''' - The unique name of page will display the Rolepermissions for that role.* {| class="wikitable"|-||'''Caption Able to Set '''- The name of ||This controls the role as it appears throughout the systemroles that a user can add or remove when configuring other users. If you prefer Typically, only [[Global User Administrator|System Administrators]] are given rights to change the name of a role, changing the caption will accommodate thisset all roles.* |-||'''DescriptionAble to Activate''' - Narrative description of ||This controls the roles that a user must have before the rolecurrent user can activate their user account.* |-||'''Role FormulaAble to Set Password''' - Sets a calculation ||This controls the roles that is performed whenever a contact record possessing this role is saveduser must have before the current user can manually set their password. See 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 [[Role Formulaprofile]] for instructions. |-* ||'''Two Factor AuthenticationAble to Edit Email Address''' - enable Two Factor Authentication ||This controls the roles that a user must have before the current user can edit their email address. For example, if required.* you are looking at a user who has the role of '''Enable Menu IconApplicant, ''' - Displays a Menu Icon on but you can only edit the right of email address for those with the screen for this Role.* role '''Researcher, '''then when you access the '''Applicant 'UTA Role Only''user' - Role that is s [[profile]] you will only relevant relative be able to records in a see a '''Read-Only '''version of the Email Address [[UTAStandard Fields|Universal Tracking Application™standard field]]. See [[UTA Role]]s |}==Menu Settings for more information. If selected, the Roles==When you '''Edit '''an existing role will not be able to be assigned to a contact's profile, but will be able to be selected as a role when a contact is assigned to a UTA record.* or after you create and '''Internal User Role OnlySave ''' - if set then this a new role can only be added , the page will reload and display a left hand menu that gives you access to Internal users,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.
: When If you enable the '''Portal '''option for this role, then a user is added 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 roleis 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 will be visible '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 list . 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 usercase change the role field in the search options to '''No Role Assigned.'''s :: [[profileFile: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. ''' :: [[ImageFile:RoleOnProfileRemove roles.png|link=350px|750pxborder]]=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]]
[[Category:Roles]]
