Configuring Role Permissions

You can configure permissions for various roles defined in the application. Roles are assigned permissions as a security measure to protect the integrity, limit access to data, and define decision-making powers. A user in a specific role is permitted access to modules that are relevant to the role and the tasks that the user is permitted to perform within that module.

For example, a user who logs on as a Site Supervisor is given access to the Daily Progress Report (DPR) module and is expected to only create and edit DPRs; the user will not have the permissions to approve or delete a DPR.

You can assign permissions in two ways:

1. Assign permissions to a role
   You can set form-based permissions for a selected role.
   For example, once you create a role, you can then assign permissions to the role for each of the forms.  
2. Assign permissions to a form or report
   You can set role-based permissions for a selected form or report.
   For example, once you create a form, you can then assign permissions on the form for each of the roles.

Permission options available for selection depend on the features available in the form or module. 

Note: The Administrator role is permitted access all the modules and features available in the application.

You can also configure role permissions in bulk using an Excel workbook.

Steps

1. In the module menu, click Administration.
   The Administration page is displayed.
2. In the navigation pane, expand User Management, and then click Permissions.
   The Permissions page is displayed.
3. To set permissions for a role, in the By Roles tab, from the Roles drop-down list, select the required role to assign permissions.
   Available options are all roles created in the application. For information on creating a role, refer Creating a Security Role.
   Alternatively, type the name of the role, and then select the required role. Available options are role names that match the entered role name. For information on creating a role, refer Creating a Security Role.
   The permissions for the selected role is available in the Form Permissions tab.

   Note: If you select the Create or the Edit check boxes, the View check box is automatically selected. However, when you clear the Create or the Edit check boxes, the View check box is not cleared automatically. 

   Note: The first check box row in the Create, Edit, View, or Delete columns is checked or cleared if that permission is defined on all the roles or forms that are visible in the permission matrix, and if not, the check box displays .

• To define permissions for forms, in the Form Permissions tab,  perform any of the following procedures:

• Select all or revoke all standard permissions for all forms, and modify required permissions:

1. In the Create, Edit, View, or Delete columns, select the check boxes in the next row to grant access to the selected role. Alternatively, clear the check boxes to revoke access to the selected role.
2. Optionally, select or clear the required permissions from the permission matrix to grant or revoke access.

• Copy permissions from an existing role, and modify required permissions:

1. From the Copy Permissions From drop-down list, select the required role to copy the permissions from.
2. Click Copy.
   The form permissions for the selected role in the Copy Permissions From drop-down list are copied to the role selected in the Roles drop-down list.
3. Optionally, select or clear the required permissions from the permission matrix to grant or revoke access.

• Search for a specific form, and define permissions:

1. In the Module column, in the box, enter the name of the form.
   All form names matching the entered text are displayed.
2. In the corresponding rows as the form name, in the  Create, Edit, View, Delete, and Others columns, select or clear the check boxes to set permissions.
   Alternatively, to set the same permissions on all the forms that are visible in the permission matrix, select or clear the check boxes in the row below the Create, Edit, View, or Delete rows.
   Note: You can set permissions at the module level on forms that are visible in the permission matrix. If you do not see a form in the permission matrix, selecting or clearing the check box at the module level of the from does not apply to forms in that module.

• Select all or revoke all permissions of a form or module:

1. In the Module column, select or clear the check box corresponding to a module or form.
   - If the check box corresponding to a form is selected or cleared, all permissions on the form are granted or revoked.
   - If the check box corresponding to a module is selected or cleared, all permissions on all the forms in that module are granted or revoked.
   Note: You can set permissions at the module level on forms that are visible in the permission matrix. If you do not see a form in the permission matrix, selecting or clearing the check box at the module level of the from does not apply to forms in that module.

 

• To set permissions for a report, click the Report Permissions tab, and perform any of the following steps:

• Search for a specific report, and define permissions:

1. In the Module column, in the box, enter the name of the report.
   All report names matching the entered text are displayed.
2. Select or clear the required check boxes to grant or revoke permissions for the selected report. 
   Note: You can set permissions at the module level on forms that are visible in the permission matrix. If you do not see a form in the permission matrix, selecting or clearing the check box at the module level of the from does not apply to forms in that module.

• Copy permissions from an existing role, and modify required permissions:

1. From the Copy Permissions From drop-down list, select the required role to copy the permissions from.
2. Click Copy.
   The report permissions for the selected role in the Copy Permissions From drop-down list are copied to the role selected in the Roles drop-down list.
3. Optionally, select or clear the required permissions from the permission matrix to grant or revoke access.

• Select all or revoke all permissions of a report or module:

1. In the Module column, select or clear the check box corresponding to a module or report.
   - If the check box corresponding to a report is selected or cleared, all permissions on the report are granted or revoked.
   - If the check box corresponding to a module is selected or cleared, permissions on all the reports in that module are granted or revoked.
   Note: You can set permissions at the module level on reports that are visible in the permission matrix. If you do not see a report in the permission matrix, selecting or clearing the check box at the module level of the report does not apply to reports in that module.

 

4. To set permissions for a form, perform the following steps:
   4. Click the By Forms tab.
   4. From the Forms drop-down list, select the required form to assign role permissions.
      Available options are forms available in the application.

• To define permissions on roles, perform any of the following steps:

1. Search for a specific role, and define permissions:

1. In the Roles column, in the box, enter the name of the role.
   All role names matching the entered text are displayed.
2. In the corresponding rows as the role name, in the Create, Edit, View, Delete, and Others columns, select or clear the check boxes to set permissions.
   Alternatively, to set the same permissions on all the roles that are visible in the permission matrix, select or clear the check boxes in the row below the Create, Edit, View, or Delete rows.
3. Select or clear the required permissions from the permission matrix to grant or revoke access.

• Select all or revoke all permissions of a role, in the Roles column, select or clear the check box corresponding to a role.

• To define permissions for a report, click the Report Permissions tab, and perform any of the following steps:

1. In the Roles column, in the box, enter the name of the role.
   All role names matching the entered text are displayed.
2. In the Reports column, select or clear the required check boxes to grant or revoke report permissions for the selected form. 
   Alternatively, to grant permissions to all reports for a role, in the Roles column, select the check  box for the required role.

 

5. Click Save.

Configure Role Permissions in Bulk using an Excel Workbook

1. In the module menu, click Administration.
   The Administration page is displayed.
2. In the navigation pane, expand User Management, and then click Permissions.
   The Permissions page is displayed.
3. Click Excel Import / Export, and then click Excel Export.
   All configured permissions are downloaded in an Excel workbook to your local storage.
   Alternatively, to download the template without any data, click Excel Export Template
   The template as an Excel file is downloaded to your local storage.
   The Excel workbook comprises the following columns:
   - Module Name: The path and name of the module.
   - FormId - The form identification code.
   - Form Name - The name of the form.
   - Permissions - The permissions defined for the form
   - Roles  - Roles defined in the application.
   If you have exported permission configurations to an Excel workbook, a Y in the columns with role names signifies a granted permission and an N signifies a revoked permission.
   Note: All permissions that have the check box cleared in the Permissions page are exported to the Excel workbook with the corresponding permissions set as N.
4. To update a permission, corresponding to the required form, permission, and role, enter Y to grant the permission or enter N to revoke the permission.
   Alternatively, enter the required information in the columns as follows:
   - Module Name: Enter the path and name of the module.
   - FormId - Enter the form identification code.
   - Form Name - Enter the name of the form.
   - Permissions - Enter the permissions defined for the form
   - Roles - Corresponding to each role, enter Y to grant the permission or enter N to revoke the permission.
5. Save the Excel workbook.
6. In the application, click Excel Import / Export, and then click Excel Import.
7. In the list page, click Excel Import / Export, and then click Excel Import.
   The Import Details from Excel File page is displayed.
8. Click Browse to select the workbook with updated permission information.
   The Choose File to Upload dialog box is displayed.
9. Select the required workbook, and then click Open.
10. Click Upload to import permission information from the Excel workbook to the form.
11. On encountering issues while importing an Excel workbook, perform the following steps:
    1. In the toolbar, click Error Log.
       The error log workbook is downloaded to your local storage.
    2. Open the workbook to view the errors in the various columns.
    3. Open the Excel workbook with form information and modify permission information.
    4. Save the Excel workbook.
    5. Repeat steps 6 to 10.
12. Click Save.
    The items in the uploaded Excel workbook are uploaded to the page. 

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