Roles and permissions

What this screen is for

A role is a named set of things a person is allowed to do. Each user holds exactly one role, and each role holds many permissions. This screen is where you create roles and choose which permissions each one carries, so you control who can create, view, change or delete each kind of record.

Who can see it

Organisation staff whose role allows it. Seeing the list of roles needs the permission to view roles (or to manage users, who need to choose a role). Creating a role needs create; renaming it or changing its permissions needs update; deleting needs delete. If your role does not allow an action, the screen shows a message such as "Your role (...) cannot do this". The full list is in the roles and permissions reference.

Where to find it

In the left-hand menu, under USER MANAGEMENT, select Roles & permissions.

What you see

A heading Roles & permissions with the note "Roles for organisation staff. A user holds one role; a role holds many permissions.", and a New role button.

Role list (left). One row per role with its name and, underneath, how many permissions it has and how many users hold it. The selected role is highlighted; the first role is selected when the screen opens.

Role detail (right). For the selected role: its name and description (or "No description"), Edit and Delete buttons, and the permissions grouped by the kind of record they apply to. The kinds are:

Depot, Vehicle, Driver, Customer, Contract, Order, Validation Exception, Order Batch, Planner, Planning Intelligence Profile, Dispatch Plan, Dispatch, Control Tower, User and Role.

Each group has a tick box that selects or clears the whole group, and below it one tick box per action. The actions are Create, View, Update, Delete, Accept and Execute, and not every kind of record has every action. For example, a vehicle has no View, a customer has no Delete, a planner has View and Execute, and a validation exception can only be Accepted. Hover over an action to see its description.

At the bottom: Save permissions, Discard changes (when you have unsaved ticks) and a count such as "12 selected".

Messages about what you just did appear in a green bar (red for an error) above; select one to dismiss it.

What you can do

Create a role. Select New role, fill in the pop-up (see Role editor) and select Save. The new role is selected, with no permissions yet.

Choose what a role may do.

1. Select the role in the list.
2. Tick or untick permissions. Use a group's top tick box to take or drop the whole group.
3. Select Save permissions. The button is unavailable until you change something. Discard changes puts the ticks back as they were.

Rename a role or change its description. Select the role, then Edit.

Delete a role. Select Delete and confirm in the prompt. If any users still hold the role the prompt says so and the delete is refused; move those people to another role first, on the Users screen.

Rules to know.

• A role name must be unique in your organisation.
• Administrator and Basic User Access are system roles. They are created for the organisation. Administrator carries every permission; Basic User Access carries every View permission. Neither can be renamed, re-permissioned or deleted. Changes to them are refused with "'Administrator' is a system role and cannot be changed" (or the same for Basic User Access). New permissions reach both roles automatically.
• The Administrator role is the organisation's owner role. The organisation must always keep at least one active person holding it (see Users).

Popups and panels

Role editor

Opens from New role (title New role) or Edit (title Edit role). Select the ? in its header for help.

• Name – required, up to 80 characters.
• Description – optional text explaining what the role is for.

Select Save, or Cancel. The permissions are chosen afterwards on the main screen, not in this pop-up.

The Delete prompt is a small confirmation window with Delete and Cancel; its help icon opens this page.

Related

• Users – give people a role.
• Roles and permissions reference
• Glossary – role, permission.

Tips

• Saving a change is refused. You may be changing a system role (Administrator or Basic User Access), which is fixed, or your own role may lack the update permission.
• A permission I expect is missing. Permissions only exist for the combinations the product supports.
• Deleting a role fails. Someone still holds it. The prompt tells you how many people.
• Changes are not saved until you select Save permissions. Ticks you have not saved are lost if you pick another role.