Role Creation

What is Role Creation?

• Role Creation is the process of defining groups of users and what they are permitted to do in the system, such as Edit Client, or Create Assessment. Each role can be given very specific permissions to allow viewing, editing, creating and/or deleting an object in the system.

The first step of the system start-up process is to define user roles.  User roles are essentially combinations of permissions to perform particular tasks within the system. These roles will reflect specific groups of people in your organization and their functions. When you create specific users in the system, you will be assigning these users to a particular role.

For example, an administrator is obviously a role for someone who has a wide range of permissions.  More operational roles will be important as well: Supervisor, Case Manager, Clinician, Data Management Specialist. Each of these will have a different set of abilities in the system given their jobs.  For example, a Case Manager will not be able to approve a CANS whereas a Supervisor would have that permission.

There are two primary tasks in this process: 

• Add Roles
• Associate Permissions to Roles

Use the following procedure for adding roles and associating permissions:

1. In the Administration Menu, click on the "Roles..." option, as shown below. 

1.1 This will display the screen shown below. The list of roles set up on the system with the standard selection buttons and filtering capabilities.  

1.2 Below the roles list are controls to allow you to navigate to different pages of the client list, as well as refresh the list.

The screenshot below shows how to add a new role.  Click on the person with the green '+' sign next to them to add a new role and appropriate window will pop up as shown below.

Then the Permissions need to be assigned to each Role.

The screenshot below shows the the Clinician Role and some examples of possible assigned permissions.

Here is another example below with a Supervisor. Notice the different Assigned Permissions.

2. To add a new role, click the person with the "+" icon above the role list area.

3. The system will display a new role data entry area. Enter identifying information for this role:

3.1 Name : use a term that reflects actual usage in your organization - caseworker, assessor

3.2 Code: this is a short-hand code for this role

3.3 Description:  a longer description of what this role means

3.4 Click on the Save button (Note: you may also click on the "undo changes" button if you did not intend to make the changes)

4. Associate functional permissions for this role using the Assigned Permissions area. What are functional permissions?

4.1 Click on the checkboxes corresponding to the permissions for this role

4.2 Click on "Add Selected" to associate these permissions. The selected permissions will appear in the right pane.

4.3 Similarly, to remove a permission, click on the item in the right pane and then click on "Remove Selected"

5. Click on the Save button to save this information.

Return to the Previous Page