User role settings define the fields, permissions, and left-side menu options available when creating and managing roles in SmartSimple.
General Settings
The following fields appear on the General tab when creating or editing a role.
| Field | Description |
|---|---|
| Role Name | The unique identifier for this user role. Used internally to distinguish roles in configuration. |
| Caption | The label displayed for this role throughout SmartSimple. Changing the caption renames the role as it appears to users without affecting role assignments or permissions. |
| Description | A narrative description of the role's purpose. Completing this field is recommended for documentation and future reference. |
| Role Formula | A calculation that runs each time a contact record with this role is saved. |
| Enable Menu Icon | Displays a menu icon on the right side of the screen for users in this role. |
| Available to | Restricts this role to Everyone, Internal users only, or External users only. |
| UTA Role Only | Indicates this role applies only within a UTA/module record context. The role cannot be assigned to a contact's profile directly; it is only available when a contact is associated with a UTA/module record. |
Permission Settings
The following fields appear on the Permissions tab. These settings control what users in this role can do when managing other users.
| Field | Description |
|---|---|
| Roles this role can set | The roles a user in this role can add to or remove from other users' profiles. In most cases, only system administrators can set all roles. |
| Roles this role can activate | The roles a target user must have before a user in this role can activate that user's account. |
| Roles this role can send password | The roles a target user must have before a user in this role can send that user a password. For example, if this role can only send passwords for the Researcher role, the Send Password button does not appear when viewing an Applicant's profile. |
| Roles this role can set password | The roles a target user must have before a user in this role can manually set that user's password. For example, if this role can only set passwords for the Researcher role, the Set Password button does not appear when viewing an Applicant's profile. |
| Role this role can change an email address | The roles a target user must have before a user in this role can edit that user's email address. For example, if this role can only edit email addresses for the Researcher role, the Email Address field appears as read-only when viewing an Applicant's profile. |
| Roles this role can reset TOTP for | The roles a target user must have before a user in this role can reset that user's time-based one-time password (TOTP) multi-factor authentication. For example, if this role can only reset TOTP for the Researcher role, the Reset TOTP option does not appear when viewing an Applicant's profile. |
Role Left Navigation Options
After saving a role, a left navigation appears on the role page with the following options.
| Option | Description |
|---|---|
| Main | Displays the role's General tab and Permissions tab. |
| Current Users | Lists all users currently assigned to this role. Administrators can add or remove users from this tab. |
| Custom Fields | Lists custom fields associated with this role. Click the + icon to add new role-specific custom fields. |
| Portal | Enables the portal for this role and provides options to set portal priority, assign a logo, and select a template. Enabling the portal adds a Menu tab to the left-side menu. |
| System Permissions | Displays the SmartSimple tools and features available for this role's system permissions. Select items to show or hide, then click Save. |
| Shortcuts | Configures shortcuts for this role, either as common shortcuts available to all roles or as role-specific shortcuts. |
| Reports | Lists reports associated with this role. |