Roles provide a very flexible way of managing users and ensure a consistent approach to user management. They are a way of grouping users who perform the same business function and need to share common data access and control for a model.
You can create as many roles as the use case requires and assign different permissions and data access to each. Those roles are then assigned to users. A user can have only one role.
- Assign Module Permissions
- Assign Version Permissions
- Assign List Permissions
- Assign Action Permissions
You might want all the users assigned to a role to see the same dashboard when they first open a model. If so, you can specify a landing dashboard for a role. A well-constructed landing dashboard can streamline processes and enhance user efficiency by providing grids and charts to help the user understand what they should be focussing on next.
You can also specify which parts of a model's content a user will see when they open the model. Go to Contents to assign access to modules and dashboards for the role.
Once you've created the roles for a model, assigned permissions to the roles, and specified landing dashboards, you can assign a user to a role.
A 60-character limit is imposed on role names—a warning displays if you exceed that limit.
- In Model Settings, click Users.
- Select the Roles tab. Any existing roles created for the model are listed as well as the default Full Access and No Access roles.
- Click Insert. The Insert into Roles dialog appears.
- Enter the name of the new role (you can add more than one role at a time).
- At the bottom of the dialog, use the dropdown to select where in the Roles list you want the new role to be added. By default, the new role is added before the selected role in the list.
- Click OK. The new role is added to the Roles list in the selected position.
You can assign Read, Write, or (None) access to a role for each module in a model. In the Users tab, in Model Settings, modules are listed in rows and roles are in columns. The default setting for module permissions for a role is None — no access.
- In Model Settings, click Users and then select the Roles > Modules tab.
- For each role, set the required access by selecting an option from the dropdown list.
You can assign Read, Write, or (None) access to a role for each version of a model.
- In Model Settings click Users and then select the Roles > Versions tab. Versions are listed in rows and roles in columns.
- For each version, set the required access by selecting an option from the dropdown list.
You can assign permissions for each role to each list in a model.
The permission flag for lists protects the content of the list — a user assigned to a role that does not have permission for a list can still view and edit data associated with that list. However, they cannot edit the list (insert, delete, or rename list items).
To set up access to individual list items use the Selective Access feature.
- In Settings click Users and select the Roles > Lists tab. The lists in the model are on rows and roles are on columns.
- For each list, grant access by selecting the check box.
You can assign permissions to a role to execute Actions (Processes, Imports/Exports etc.).
- In Model Settings click Users and then select the Roles > Actions tab. Actions are on rows and roles are on columns.
- For each of the roles, grant access to an action by selecting the check box.
You can specify a landing dashboard for each role in a model. You can have a different dashboard for each role or roles can share the same landing dashboard, if it's appropriate.
If you don't specify a landing dashboard for a role, users assigned to the role will see everything they have access to in Contents and from there they can choose the item they want to work with. If a landing dashboard is linked to one or more modules, make sure that appropriate access is granted to the role for all the modules referenced by the dashboard. If in doubt, check the Dashboards tab to check which modules and roles are related to the dashboard.
- In Model Settings, click Users and the Roles tab. The roles in the model are listed.
- For each role, select a Landing Dashboard from the dropdown list.
The Users tab allows you to assign workspace users to model roles.
- In Model Settings, click Users and select the Users tab. The users in the model are listed.
- Choose a user and then select a role from the Model Role list.
Consider the following when assigning a user to the No Access role.
- Users assigned to the No Access role are excluded from the Users list when it is used as a simple picklist in a line item (all other roles are included).
- Any list formatted line items using the user as the selection will be cleared.
- Line item data associated with the user will be deleted from every module that has the Users list as a dimension.
- It's not possible to assign the No Access role to the currently logged in user.