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→Overview
=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.
* 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.
* [[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.
* 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.
[[Image:User_Roles.png|link=|750 px]]
