Steps
To create/add a user role:- Visit Settings > User Roles.
- Click +add user role in the blue bar.
- In the Role name: field, enter a name for the user role (eg Principals, GenEd, SpEd). The role name can also be updated after it is created by visiting Settings > User Roles > clicking into the role > update the name > click Save.
- Scroll to each form you wish to assign permissions to. Alternatively, you can visit Form Group Filter in the blue bar > click Clear > select only the desired form groups you would like to add to this user role (eg Special Education) > click OK. Select the default permission and maximum permission of each form type to apply the permissions to.
- Click the Save button in the blue bar.
- Once you save changes to the user role, you can switch to the Reports tab to allow access to specific reports. Changes to this tab will save automatically.
lightbulb Tip
By default only active forms within the environment are shown on the
Forms tab. If you would like to include deleted forms visit the
Show: All Forms dropdown and select
Show: Deleted.
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You can also bulk assign default permissions and max permissions by selecting the check boxes on the left hand side of the forms you wish to the same permissions for. You may select all visible form types by clicking the checkbox dropdown in the blue bar. Visit the
Set Default dropdown and
Set Max dropdown and select the access the user roles should have for the selected forms.
Existing user roles can be updated at any time.
Steps
To update permissions for a user role:- Visit Settings > User Roles.
- Search for the user role you wish to update permissions for. Click on the role name.
- Update permissions as needed.
- Click the Save button in the blue bar.
- Once changes are saved, you can navigate to the Reports tab to update report permissions.
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When new forms are added, by default, the default and maximum permission for the new form is set to
None for all existing user roles. In order for non-admin users to have access to new forms, an administrative user needs to update user roles and change the permissions for the new form to
Can View or higher. When new reports are added, by default they will be unselected and users with the role will not have access to the report.
User roles may be merged as needed. When one or more user roles are merged, any users who were assigned the unmerged role will have the new role assigned to them. They will still have access to all the buildings that were previously assigned on a per user basis.
Steps
To merge user roles:- Visit Settings > User Roles.
- Click the checkbox next to the user roles you wish to merge (this must be two or more).
- Click on the Actions dropdown menu in the blue bar > select Merge.
- Fill in the Merged role name: in the blue bar.
- Confirm that the new Default and Max permissions are the desired permissions for the merged role. NOTE: The merge screen takes the highest permissions that were previously given in the selected roles (eg If the Default permission for an IEP was Can View in one role and Can Edit in another, it will give the Default permission of Can Edit). We recommend confirming the desired Default and Max permissions before merging the roles.
- Click Merge in the blue bar to merge the roles or click Cancel to return to the User Roles screen without merging the roles.
- Report permissions will automatically be set as the union of the previous roles. After the roles have been merged you can update report permissions for the new role.
lightbulb Tip
Once roles have been merged, the unmerged roles will be deleted and removed from any user they were assigned to. If necessary, an admin user may
undelete the user role(s), and they will automatically be reassigned to the users. The newly merged role will also remain and need to be deleted if merged in error.