Roles & Role Profiles

Roles and Role Profiles

The setting up of roles, role profiles and rights is quite complex and configurable that a strict rule needs to be in place to achieve the appropriate separation of duties, e.g. the same user should not be allowed to create a punch item and to approve the punch item creation. The role profiles and role configurations are database wide.

If the System Administrator wants to create the Role Profiles, it is always best practice to define a role hierarchy for sharing access to records with certain rights / permissions. Each Role Profile in the hierarchy should represent the level of data access with rights / permissions.

When defining the Roles, Role Profiles and Rights, the following conventions are useful:

System User = a person or resource
Role = a function which defines access to specific modules
Rights = a mode of access and action to the role for a specific module
Role Profile = a group of roles defining the ‘authority/access’ levels

A System User can have multiple Roles OR Role Profiles.

A Role can have multiple System Users.
A Role can have multiple Rights.
A Role can have multiple Role Profiles.
A Role Profile can have multiple Roles.

Although it’s easy to confuse role profiles and rights / permissions sets with roles, both control two very different things. Roles primarily control a user’s record-level access permissions against various modules. Although a role assignment isn’t exactly required when we create a system user account.

Role Profiles provides the system user record-level access permissions through role hierarchy and sharing rules which have been defined by the various Roles.

To help the System Administrator remember which controls what, remember: Roles control Records Permissions/Rights.

The process for viewing and configuring Roles and Role Profiles is outlined below:

Step	Action
1	ROLE PROFILES Select Role Profiles Manager From the Switchboard, navigate to the Configuration tab. Navigation: Select Configuration tab > Role Profiles Out of Box (OOB) Profiles.
2	Review OOB Profiles Create a new Role Profile by selecting the NEW button. Create New Profiles.
3	Create New Profile Creating a new Role Profile within the Role Profiles Module. Select NEW Assign Roles.
4	Assign Roles Populate the new Role Profile name and assign the required Roles. Select SAVE Edit Roles.
5	To Edit a Role Profile, pick the Role Profile requiring editing, select the EDIT button. Starts editing the Role Profile by assigning additional roles or unchecking the role to remove it. Select SAVE Roles Manager.
6	ROLES Select Roles Manager From the Switchboard, navigate to the Configuration tab. Navigation: Select Configuration tab > Roles Create New Role.
7	Create New Role Select the Role record to view the various modules/managers assigned against it. Select NEW button. Assign to Role Profile.
8	Assign Role to Profile(s) In the new Role record, populate the Role name and assign the associated Role Profiles against it. Select SAVE Next Training: Data Exchange

For internal use only