The steps below will allow Super Users to provide job roles within their organisation with specific access to different areas of the system.
Every user in QUOODA® has a job role and we cover how to allocate this on our adding a new user help page. These job roles control what a person can see, amend, delete, etc within the system.
Step 1. Go to Settings > Security
Step 2. Select a role
Use the dropdown at the top of the page to select any existing role in your system. You can create as many roles as you need to effectively manage your organisation.
TOP TIP - If the role required for this user has not been created yet please see the setting up a new role help page.
Step 3. Review and amend the permissions
You can scroll through the feature list to review the current settings and amend as required using the appropriate check box.
There is ‘Select / Un-select All’ option available in the top left. The ‘Reset’ button in the top right will remove any changes made since the role security was last saved.
Each feature has a number of permissions levels which we will explain in more detail below:
- Can Read – This allows the role to see data that exists in this feature but not to make any changes. This is the basic and core option, if you are adding any of the other permissions levels to this feature then you must tick ‘Can Read’. For example, if you give ‘Can Delete’ to a feature without ‘Can Read’ then the role will not be able to see the feature to delete it.
- Can Add - This allows the role to add new records for this feature.
- Can Edit - This allows the role to edit existing records for this feature.
- Can Delete - This allows the role to delete existing records for this feature.
- View History - Where there have been changes the information in this feature it allows the role to see any applicable audit or revision history.
- Can Un-Delete - Deleted items are moved to a Recycle Bin type feature and can be retrieved via an un-delete. This would allow that role to complete that action.
- Archive - Archiving is not available on all features, just the main areas of significant data. This allows the role to archive items under that feature. Archived data is still chargeable within QUOODA® as per your contract but can be restored more effectively.
- Compliance Verifier – Only applicable to the compliance features. This will allow the role to verify compliance documentation once uploaded, if that workflow is enabled in your system.
Step 4. Save your changes
Once you are happy, you can save your changes.
Please note: The ‘Document Compliance’ feature in role security also allows you to control the compliance rules that a role has security permissions to see. If you have amended this access will see extra options at the point of saving.
Adding access:
- If you have added ‘Read’ or above access to Documentation Compliance you will be asked ‘Do you wish to give access to all compliance rules to the selected role type?’
- Click ‘Yes’ to give Security access to that role on all document compliance rules
- Click ‘No’ and no Security access will be given to that role on all document compliance rules.
- This is just a starting point. You can add and remove access to specific rules via the Security tab on that role. See step 8 of adding a compliance rule for details
Removing access:
- If you have removed all access to Documentation Compliance you will be asked ‘Removing 'Read' permission for the document compliance will remove the selected role type's access to all compliance rules. Do you wish to proceed?’
- Click ‘Yes’ to remove Security access to that role on all document compliance rules
- Click ‘No’ and no changes will be saved. You must remove all Security access to that role on all document compliance rules if they have no Role Security permissions to Document Compliance.
If you wish to make changes to other roles, please repeat steps 2 – 4.
TOP TIPS:
- Role security is one element of user access, the others are linked below. We explain how these permissions work together on the user permissions overview page:
- Data permissions provide the user with permission to see information on different assets.
- You can give permissions to view different modules and menu options by role via Role-based menu visibility.
- If you are unsure if the change you have made is the correct one you can impersonate a user within that role to test they have the access that you are expecting to a feature.