Roles and companies (legal entities)
Roles are managed per installation (Customer) and are not based on legal entity (company), ie. all users within a group are managed in this window - regardless of which company within the system they belong to. As an administrator, you do not need to select companies to administer roles. However, created roles should be linked to the legal entities to which they are authorized, and the characteristics of the role are specified in detail for each company.
The purpose of roles is to use these to assign users properties and permissions, rather than setting the permissions directly on the user. This makes the administration easier in the event of personnel changes, as it is only the member of a role that needs to be replaced instead of re-administering all the characteristics of a successor.
All roles in the installation are listed directly in the Roles window. In order to show roles, you first have to choose which category of roles to show, partly based on companies
- All companies
- Selected company
In addition, the list can be filtered through the following options
- Personal roles
- General roles
- All roles
The roles shown in the list can be sorted in ascending and descending order by column by clicking on the respective heading.
Personal roles / General roles
For each user added to the system a personal role is created automatically. This is to enable the assignment of user properties directly to the user.
However, this is not to be recommended; all attributes that a user needs should as far as possible be assigned via a general role, so that it is easy to administer the system in the event of personnel changes.
(The use of personal roles is controlled by the UsePersonalRoles parameter under System Configuration-System Settings)
Search for a role
For large numbers of roles, it may be advisable to search for a role instead of listing everyone as above.
Searching for roles can be done through:
- Role name
- Role description
When searching, so-called wildcards are used to search for all roles whose names begin with one or more letters. * or % can be entered as wildcard characters.
Edit existing role
Open the form to edit an existing role by clicking on the role in the list on the main role management form. The same form is shown as for the new role, with all the information for the current role completed.
Add or change desired information to the role or one of the role's legal entities and save the data with the Save button.
Remove an existing role
To remove a role, open it from the Role List in the main role management form.
Then select the Delete button. Confirm that the role will be deleted with OK. The role is then removed from the system.
Create a new role
Read more about this in the article Create new role.