Roles and Permissions

Purpose

Roles & Permissions allow an administrator to configure a set of permissions over roles which can then be assigned to users or groups. 

Navigate to Roles and Permissions

To navigate to the Roles and Permissions page:

1. Open the top menu.
2. Click on Roles and Permissions.
3. This will open the page. It is divided into 3 tabs: Roles Management, User Roles, and Group Roles.

Roles Management

The Roles Management tab has a sidebar on the left listing all roles currently on the platform. 

By selecting one of the roles, three modules to the right will be populated. The Document type permissions module will list the documents for which the role has permissions, specifying which of four aspects of permissions are associated with them. These aspects are: Create, View, Modify, and Delete.

Create New Role

To create a New Role:

1. Click on the Create new role button at the bottom of the role list.
2. This will open the Create New Role window. 
3. Enter a Role name and a Role description. 
4. Click the Save button.

Edit Role

To edit an existing role:

1. Click the Edit button next to the Role’s name. 
2. This will open the Edit role window. 
3. Edit the Role name and the Role description. 
4. Click the Save button. 

Delete Role

To delete a role:

1.  Click on the Delete button next to the Role's name.
2. A confirmation message from the system will appear before the deletion takes effect.
3. Click Delete Role to complete the action.

Document Type Permissions

Create New Document Type

To create a new document type:

1. Navigate to the Document type permissions section on the Roles Management tab.
2. Click the Add Document Type button
   
3. This will open the Add document type(s) to... window. 
4. Click Create New button.
5. This will open the Create a new Document type window. Enter the Document Type name. Click Create Document type.

Add Document Type

To add an existing Document type:

1. In the Search bar, type the name of the Document type. Once the search bar has been clicked, a list of all Document types will be displayed. This list will be filtered as the admin starts to type characters.
2. Once a type has been selected, it will appear as a tag on the search bar. The admin can add as many types as needed before clicking add, which will cause all selected types to be assigned to the role.

Modify Document Type Permissions

Permission over document types can be modified from the document types modal by interacting with the checkboxes under each permission for every given type. 

If the checkbox is enabled, the role will have that permission over that document type.

To modify permissions for existing Document types:

1. Click on the pencil icon next to Document type permissions.
2. This will open a window of the document types currently assigned to the role. From here, the admin can perform the following:

• Create a new document type
• View a document type 
• Modify which permissions the role has over each document type 
• Delete a document type 

User Roles

The Users tab lists all roles on the platform and shows what roles are currently assigned to them. The admin can create, assign, or remove roles from each user.

Create New Role

To create a New Role:

1. Click on the Create new role button.
2. This will open the Create New Role window. 
3. Enter a Role name and a Role description. 
4. Click the Save button.

Assign Role

To assign a role:

1. Click on the button labeled Assign role(s).
2. This will open a window listing all existing roles. Roles can be filtered by entering text on the search bar at the top of the list. 
3. For each role that needs to be added, click on the Assign button. As the user selects roles to assign, each button will change to an alternate version labeled Remove, undoing the action if clicked. 
4. Click on Save to apply the changes.

Remove Role

To remove a role from a user:

1. Click the x icon to the right of the role’s tag.
2. A confirmation message from the system will appear before the removal takes effect.
3. Click Remove Role to complete the action.

Search Users

To filter the list of users, enter text in the search bar and click on the Search button.

Filter users by role

The list can be filtered to only show groups who have been assigned to specific roles. To filter users by role:

1. Click on the Filter button.
2. This will open a window listing all roles. The list can be filtered by entering text and clicking the Search button.
3. Select checkboxes to choose Roles. 
4. Once one or more roles are selected, click the Filter button.
5. The list will only show groups that have been assigned to the selected roles.

Group Roles

The Groups tab lists all roles on the platform and shows what roles are currently assigned to them. The admin can create, assign, or remove roles from each group.

Create New Role

To create a New Role:

1. Click on the Create new role button.
2. This will open the Create New Role window. 
3. Enter a Role name and a Role description. 
4. Click the Save button. 

Assign Group Roles

To assign a new group role:

1. Click on the button labeled Assign role(s).
2. This will open a window listing all existing roles. Roles can be filtered by entering text on the search bar at the top of the list. 
3. For each role that needs to be added, the admin must click on the button labeled “Assign”. As the user selects roles to assign, each button will change to an alternate version labeled “Remove”, undoing the action if clicked. 
4. Click on “Save” to apply the changes.

Remove Group Role

To remove a role from a user:

1. Click the x icon to the right of the role’s tag, 
2. A confirmation message from the system will appear before the removal takes effect.
3. Click Remove Role to complete the action.

Search Groups

The list of groups can be filtered by entering text on the search bar and clicking on “search”.

Filter by role

The list can be filtered to only show groups who have been assigned to specific roles. To filter users by role:

1. Click on the Filter button.
2. This will open a window listing all roles. The list can be filtered by entering text and clicking the Search button.
3. Select checkboxes to choose Roles. 
4. Once one or more roles are selected, click the Filter button.
5. The list will only show groups that have been assigned to the selected roles.