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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.
===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=
When a user is added to a role, the role will be visible on the role list of that user's [[profile]].
: [[Image:RoleOnProfileRoleimage1.pngJPG|link=800px|750pxborder]]
==Permissioning Roles==
:: [[File:New role permissions.png|600px|border]]
|-
||'''Able to Set '''
||This controls the roles that a user can add or remove when configuring other users. Typically, only [[Global User Administrator|System AdministratprsAdministrators]]are given rights to set all roles.
|-
||'''Able to Activate'''
||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]].
|}
==<br />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]]
[[Category:Roles]]
