Manage User Roles

User roles allow you to configure which user groups have access to which part of the software. This way you can create a single template for all "Lab Technicians" for example without the need for creating different privacy settings for each user individually.

How to work with User Roles (Video)

1. User Role details

1. User Role details

Give your User Role a name and select which solution it should apply to.

2. Define access permission for the user role

2. Define access permission for the user role
  1. Expand each software center to show the modules. By default, a new user role will have access to all modules except for settings.
  2. Select which modules this user role will have access to.
  3. Select which programmes the user role will have access to and whether they are allowed to make changes or if they only have a read-only right.
  4. Select which record types and record stages the user role will have access to and whether they are allowed to make changes or if they only have a read-only right.
  5. Select whether the user role has access to the reporting tab or not.

Important: No other user group besides Administrators should have access to the Settings tab. This is because a user can change their privacy settings if they have access to Settings and therefore allowing them to do so would make the idea of limiting their access obsolete.

Documents Role: Giving read-only access to the document's module allows the user to view and download the most current approved version of the document and they cannot see old versions of the document (only those with edit rights can see old versions). If the user is part of the approval workflow for the document they will not be able to view the document pending their approval as the read-only role only gives only the right to view the most current approved version (if a user is part of the document approval workflow and has read-only access, they will need to click Actions > Edit Properties to get to the document to view it so they can then complete the review or approval of it).

Under Utilities you can decide to give access, no access, or read-only access to the Self Service Report Tool (This tool is an additional payable add on to your solution). Reports in the Self-Service tool are created by module therefore you define if a user should only have access to create reports on certain modules. If you give read-only access the user will only be able to view existing reports and not create and save new reports.