The purpose of roles is to assign users properties and permissions instead of specifying the permissions directly on the user. This facilitates administration in the event of staff changes, as it is only the holder of a role that needs to be changed instead of re-administering all the characteristics of a successor.
Create/change roles
To maintain roles, select the Role option.
Select companies and possible units in the drop lists at the top of the page
To view existing roles, click the View button. Using the Name and Description fields, you can narrow down the selection of the roles you want to view.
- To edit an existing role, click on the current role and the role form will appear.
- To create a new role, click the New button and the form for creating a new role will appear.
Information to enter on the form
| Field | Description |
|---|---|
| Name | Enter the name that will identify the role. It is an advantage to name the roles with a prefix that makes it clear which unit/legal entity the role is authorized to, e.g. "Demo_Search_Agree" which states that it is a role within the unit Demo that gives users in the role the right to search within the category agreement. |
| Description | Enter a supplementary description of the role. |
| Register new documents from disk | The role has access to the main menu function to register documents selected from disk/network drive. |
| Search documents | The role has access to the main menu function for searching for documents. |
| Register new documents from queue | The role has access to the main menu function to register documents from a queue. |
| Download files | The role has the authority to save a local copy of the documents that are searched. |
| Delete documents | The role has the authority to delete registered documents |
| Role is connected to these companies | Choose which companies the role should belong to. The left pane shows potential companies to link the role to and the right pane shows which companies the role has already been linked to. |
Company-unique properties/authorizations are assigned by selecting one company at a time under the heading Active company.
Under the tabs that are activated, the role is linked to the following:
| Tab | Description |
|---|---|
| Unit | Select which units the role should have access to. |
| User | Select which users should be linked to the current role. |
| Queue | Select which queues the role should have access to. Read more about queues in a separate chapter. |
| Registration-/Search rights | For each unit to which the role is linked, you choose which categories and document types the role should be able to handle. |
Delete
To delete a role, click it in the list, and then click Delete.