Who is this article for?

Site Administrators who want to set up Roles on their site.

Site Admin permissions are required.

Roles are collections of Permissions and Ownerships that can be applied to multiple Users at once. This article will take you through the steps on how to view, create, and manage Roles on your site.

In this article:

1. Roles list
2. Role notebook
3. Creating Roles
4. Managing Roles
   • Roles list
   • Role notebook
5. Further reading

1. Roles list

To access the Roles list:

1. Open the Go To... menu.
2. Hover over 'More'.
3. Select 'Roles' (under 'Accounts').

You will be taken to a page with a list of all Roles on your site.

2. Role notebook

To open a Role notebook, click the hyperlinked name of the Role you want to view.

The notebook consists of four tabs:

• Roles and Permissions - Displays the Roles and Permissions assigned to the Role. Users with appropriate Permissions can add and edit them from this page.
• Go To... Menu - Controls what the Users assigned the Role can access via the Go To... menu.
• Ownerships - Details items the Users assigned the Role have ownership of. Users with appropriate Permissions can add and edit them from this page.
• Appraisals - Displays items from Appraisals related to the Role.

3. Creating Roles

To create a Role:

• Open the Roles list.
• Click 'Roles▼'.
• Select 'Add a new Role'.
  You will see a pop-up modal where you will be asked for information about the Role.
• Enter the requested details.
  'Description' is a required field.
  Ticking the 'Organisational Unit' box allows you to set up Smart OU objects.
• Click 'Save & Close'.

You will then be taken to the Role notebook.

Setting up a new department?
Create a Role with appropriate Permissions, Go To... Menu options, and Portals to streamline the process of onboarding new Employees.

4. Managing Roles

There are two places where you can manage Roles.

Roles list

To manage a Role:

1. Navigate to the Role list.
2. Highlight a Role row.
3. Click 'Roles▼'
   You will be presented with several high-level options for that profile.
4. Select an option.
   You may be asked to confirm that you want to complete the selected action in a pop-up modal.
5. Confirm your selection.

Role notebook

To manage a Role:

1. Navigate to the Roles list.
2. Select a Role by clicking on their hyperlinked last name.
3. Click 'Role Name▼'
   You will be presented with several additional options.
4. Select an option.
   You may be asked to confirm that you want to complete the selected action in a pop-up modal.
5. Confirm your selection.

Using the 'All Users' Role
This is a default Role that grants simple Permissions and Ownerships to Users. We don't recommend customising this Role, and only using it to grant basic access to the system.

5. Further reading

• Setting up and managing Users
• Adding item Ownerships to Users and Roles
• Overview of module and site Permissions