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Working with Roles

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Working with Roles

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Working with Roles

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Roles are groups of application permissions and data profiles that may be applied to users. Default roles are provided in the application that may be used to quickly apply permissions to users. However, you may define additional roles, and/or add data profiles to individual permissions within roles as needed. One or more roles must be selected when creating users in the application.
 
Permissions available through the Role include all tasks that may be performed within the system. This includes scheduling resources, editing and viewing data, and performing administrative duties and overrides. Additionally, certain permissions, once selected, may be further defined by specifying the data to which the permission applies. By default a permission applies to all data of its type in the system unless limited through the application of a profile.

View Roles

To view the list of roles in the system, choose the Roles option on the Settings tab. From the Role List page you may search for specific roles by name using the Find Roles area on the left side of the page. Enter a keyword and select the Search button to return results. The list of roles includes the role name, description, and number of users to whom the role is attached. To view additional details about a specific role, click directly on the role name from the list.
 
The role record includes a name and description, shown in the Role Info section at the top of the window. Additionally, the names of the users to whom the role is associated are listed. Following the basic role information are sections representing the major areas and data types in the application. Scheduling permissions, editing permissions, administrative permissions, and data profiles are represented in each section as applicable.

 

To edit an existing role, click on the role name on the role list page to open the role form. The role details will appear in edit mode. Modify the name, description, permissions and/or associated profiles as needed and then click Save.

 

To delete a role from the list, click on the delete icon to the left of the role name. When prompted, confirm that you wish to delete the role. The role is removed from the list.

Add a Role

To add a new role to the list, perform the following:

 

1.Click Add a Role from the main role list window. A new role form will appear.

 

2.Enter a name and description for your role.

 

lightbulb_smallTIP: It is recommended that you choose a naming convention for your roles that helps to identify the type of responsibility that might be supported by the role. The name should reflect both the type of permissions and the data profiles defined within the role. This will aid in quickly finding and selecting appropriate roles for your users. Examples might include “Academic Scheduler - Biology”, or “Registrar’s Office - Academic Admin”.

 

3.The permissions available within a role are organized into groups based on area of the application, and then by permission type within the area.
 
Click the + button to expand applicable permission types, and then place a check in the box next to the edit, schedule, and administrative permissions you wish to grant the role.
 
Note that certain permissions are dependent on others and will remain disabled until the appropriate selection is made.  For example, you cannot edit something until you can view it.

 

By default, selected permissions are applied to all applicable data in the application. Certain permissions, especially editing and scheduling permissions, may have data profiles applied to specify the data to which a permission applies. For example, if you are creating a role for a departmental academic scheduler, you may wish to associate specific subject and room data to the editing and scheduling permissions granted in the role. Perform the following to apply a data profile to a selected permission:

 

1.When a permission is selected that can have a data profile applied, an edit profile icon will appear. Click this icon to display the data selection options.

 

2.Use the applicable group options and navigate the data tree to find and select the data items that should be associated with the permission in question.

 

NoteNOTE: When making data selections for a data profile, selecting a parent node in the data tree ensures that any new items added are inherited in the security model. For example, if you select a building in a room profile, any new rooms added to the building will also be accessible by users associated with the role. If, however, you select individual rooms instead of the building, the room access list will remain static.

 

3.Click Ok to add the selected items to the permission within the role. Notice that the data to which the permission applies is indicated to the right of the permission.

 

4.Continue adding profiles to other permissions as needed.

 

5.Choose Save to save your role and return to the main window. This role with its associated permissions and profiles may now be assigned to a user.