Who is this article for?

Site Administrators who want to learn how to assign Permissions.

Grantable Permissions or higher access are required to assign these.

Permissions control what each User can access and view on your site. By default, only the Site Administrators can assign Permissions. This article will show you how to do that and how to empower other Users to do the same.

In this article:

1. Permission types
2. Configuring Permissions
3. Assigning Permissions
   • Users
   • Roles
   • Grantable Permissions
4. Permissions list
5. Further reading

1. Permission types

Depending on how a Permission is granted, it can either be direct or inherited.

• Direct Permissions - Assigned to a User.
• Inherited Permissions - Assigned to a Role and indirectly granted to all Users who belong to that Role (marked with the icon).

Those are further divided into core and complex Permissions, where the latter have an additional requirement - an Ownership of the item to be able to control it.

2. Configuring Permissions

There is currently no way to customise the Permission sets that come preset with your site.

You can assign various combinations of existing Permissions to create a tailored experience for a subset of your Users.

3. Assigning Permissions

Users

To open a User notebook, click the hyperlinked last name of the person whose page you want to view.

The notebook consists of four tabs:

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

To assign Permissions:

1. Switch to the 'Roles & Permissions' tab.
2. Click 'Permissions▼'.
3. Select 'Add Permissions'.
4. Enter the name of the Permission and click 'Search'.
   Hit 'Search' or press Enter without typing anything to bring up all Permissions.
5. Tick all Permissions you want to assign.
6. Click 'Add Permissions'.

When the notebook refreshes, you'll be able to see all Permissions assigned to the User.

To revoke Permissions, repeat the steps but select 'Remove Permissions' or 'Remove All' after clicking the header.

Roles

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.

To assign Permissions:

1. Switch to the 'Users and Permissions' tab.
2. Click 'Permissions▼'.
3. Select 'Add Permissions'.
4. Enter the name of the Permission and click 'Search'.
   Hit 'Search' or press Enter without typing anything to bring up all Permissions.
5. Tick all Permissions you want to assign.
6. Click 'Add Permissions'.

When the notebook refreshes, you'll be able to see all Permissions assigned to the Role.

To revoke Permissions, repeat the steps but select 'Remove Permissions' or 'Remove All' after clicking the header.

Grantable Permissions

You can designate Users or Roles who can assign Permissions on behalf of the Site Administrator to help onboard new Users. For example, you may want your Risk Lead to be able to delegate Permissions associated with the Risks module.

To add Grantable Permissions:

1. Open the User/Role notebook.
2. Click 'Grantable Permissions▼'.
3. Select 'Add Grantable Permissions'.
4. Enter the name of the Permission and click 'Search'.
   Hit 'Search' or press Enter without typing anything to bring up all Permissions.
5. Tick all Permissions you want the User/Role to be able to assign.
6. Click 'Add Grantable Permissions'.

When the notebook refreshes, you'll be able to see all Permissions assigned to the User/Role.

To revoke Grantable Permissions, repeat the steps but select 'Remove Grantable Permissions' or 'Remove All' after clicking the header.

4. Permissions list

You can add Permissions and Grantable Permissions to multiple Users or Roles at the same time from the Permissions list.

To access the list:

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

You will be taken to a page with an overview of all Permissions available on your site.

Click the cog icon to see the options for that Permission set.

5. Further reading

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