By default, all users not assigned a user role have access to:
- Create documents of any form type throughout the program for any student district-wide.
- Own, edit or view any documents they are explicitly added to by another user for any student district-wide.
This simple model works well for many districts. Generally, staff do not start unnecessary documents for students (they have enough to do already!), and they are not able to access any other documents they have not been given access to.
However, as an administrator you may choose to leverage user roles when:
- You want to give some users default permissions to certain types of documents
- You want to limit some users' abilities by setting maximum permissions for certain types of documents
- You want to limit user's access to students in certain buildings
Once user roles are created, they can be applied to users throughout the district. Each user may belong to zero or more (multiple) user roles, and one or more (multiple) buildings.
Each user role can be thought of as a set of form permissions for a group of users. For each form, a default permission and maximum permission to apply these to can be set.
- Default - The default document permission a user role member has for all documents of a given form type (unless their access is increased when they are explicitly added to a document or create a document themselves). For example, a user may have default Can View access for all IEPs, but have Is Owner access for any IEPs they create themselves or Can Edit access on IEPs they've been added to.
- Max - The maximum document permission a user role member have for all documents of a given form type. Administrators and document owners cannot increase users' access when adding them to documents explicitly beyond this permission. For example, a user with a user role that has a maximum Can View document permission for IEPs cannot have a document transferred to them, since their permission post-transfer would be Is Owner.
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In order to be able to create a document of a given form type, Max permission must be set to Is Owner.
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.
An example workflow for bulk assigning default and max permissions for a user role is visiting the Form Group Filter > click Clear > select Special Education > click OK. Click the checkbox dropdown to select all forms in the Special Education form group. Click the Set Default dropdown menu and select Can View. Click the Set Max dropdown and select Owner. Then click Save.
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By default only active forms within the environment are shown. If you would like to include deleted forms visit the
Show: All Forms dropdown and select
Show: Include 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.
| Default | Max | Meaning |
| None | None | The user cannot create, edit, or view this form. They have no access to this form. |
| None | View | The user can't create or edit this form. They need to be added by someone else before being able to view the form. |
| None | Edit | The user can't create this form, but they can edit the form if someone else adds them to the form. |
| None | Owner | The user can create new forms of this type, but can't edit existing forms of this type unless someone adds them to the forms. |
| View | View | The user can pull up and view this form for any student in their building(s) without someone else needing to first add them. They can't create or edit this form. |
| View | Edit | The user can pull up and view this form for any student in their building(s) without someone else needing to first add them. Before they can edit this form, someone else needs to add them to the document with "can edit" access. They can't create this form. |
| View | Owner | The user can create this form and can view any of these forms without having to be added first. |
| Edit | Edit | The user can pull up and edit this form for any student in their building(s) without someone else needing to first add them. They can't create this form. |
| Edit | Owner | The user can create this form and can edit any of these forms without having to be added first. |
| Owner | Owner | The user can create new and edit any existing forms of this type in their building(s). |
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.
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 check box 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.
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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.
Steps
To delete a user role:- Visit Settings > User Roles.
- Search for the user role you wish to delete.
- Check the box next to the user role in the list.
- Click the Actions dropdown menu > select Delete.
Steps
To undelete a user role:- Visit Settings > User Roles.
- Click the Show:All Roles dropdown > select Show:Deleted.
- Search for the user role you wish to undelete.
- Check the box next to the user role in the list.
- Click the Actions dropdown menu > select Undelete.
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Undeleted user roles will automatically be reassigned to users who were previously assigned the roles. If the undeleted role was deleted because it had been
merged, the merged role will also remain assigned to the user unless the role is
deleted or manually removed from the users.
Steps
To assign an individual user user roles- Visit Users in the left menu.
- Search for the user you wish to assign user roles to.
- Visit their Basics tab.
- Under Permissions click the User roles: dropdown menu > select the role(s) to assign to the user.
- Click the no buildings dropdown menu > select the building(s) to assign to the user.
- Click the Update user button.
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If a user is assigned a role without any buildings, the user will have a default permission of none and a max permission of owner for all forms.
Steps
To assign an user roles in bulk- Visit Users in the left menu.
- Check the users you wish to bulk assign user roles to.
- Click the Actions dropdown menu > select Assign User Roles.
- Click the User roles: dropdown > select the role(s) to assign to the users.
- Click the no buildings dropdown menu > select the building(s) to assign to the users.
- Click Add to assign the selected roles and buildings to the selected users.
- Click Cancel to return to the Users page.
Buildings are assigned to users for any user role on a per user basis. A user can be assigned to one or more user roles and to one or more buildings for any given role.
Steps
To assign buildings to an individual user- Visit Users in the left menu.
- Search for the user you wish to assign user roles to.
- Visit their Basics tab.
- Under Permissions find the user role you wish to add buildings for.
- Click the no buildings dropdown menu > select the building(s) to assign to the user.
- Click the Update user button.
Steps
To assign an buildings in bulk- Visit Users in the left menu.
- Check the users you wish to bulk assign user roles to.
- Click the Actions dropdown menu > select Assign User Roles.
- Find the user role you wish to add buildings for.
- Click the no buildings dropdown menu > select the building(s) to assign to the users.
- Click Add to assign the selected buildings to the selected users.
- Click Cancel to return to the Users page.