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Configure User Roles

Updated

User roles control access, menu visibility, portal views, and permissions for each user group in SmartSimple. System administrators create and manage roles from the Roles list, where they can define role settings, configure what other administrators can do with that role, set up menu items and portal options, and add or remove users in bulk. Roles must be defined before users are imported or added through the Autoloader, as both processes require at least one role to be assigned to each user being added. For definitions on user roles settings, see User Roles Settings Reference.

Who: System administrators

When to Use User Roles

Use user roles when:

  • Setting up a new SmartSimple instance and defining role-based access for the first time.
  • Adding a new user group that requires a distinct set of permissions, portal views, or menu items.
  • Assigning or reassigning users in bulk after an organizational change.
  • Adjusting what another role's administrator can do, such as activating accounts or resetting passwords for specific user types.

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Create a Role

To create a new user role:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Users tab.
  2. Locate the General Settings section and click Roles.
  3. Click the New Role [+] button.
  4. Click the Role Name field and enter the applicable information.
  5. Click the Description field and enter the applicable information.
  6. Complete any additional fields on the General tab as applicable, and then click Save. See the General Settings section in User Roles Settings Reference.

After saving, the page refreshes and displays a left navigation with additional configuration options for the role.

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Configure Role Permissions

Role permissions control what a user in this role can do when managing other users, including which roles they can assign or activate, whose passwords they can set, and whose email addresses they can edit.

To configure permissions for a role:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Users tab.
  2. Locate the General Settings section and click Roles.
  3. Click the edit [pencil] icon next to the applicable role.
  4. Click the Permissions tab.
  5. Complete any additional fields as applicable, and then click Save. See the Permissions Settings section in User Roles Settings Reference.

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Configure System Permissions

To configure the system permissions for a role:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Users tab.
  2. Locate the General Settings section and click Roles.
  3. Click the edit [pencil] icon next to the applicable role.
  4. Click System Permissions in the left navigation.
  5. Check the checkbox next to the applicable options you want to display for this role.
    • There is a tab for Organizations, People, Menu, Features, and Legacy.
  6. Click Save.

The System Permissions option appears in the left navigation after the role is saved for the first time. If the Portal option is enabled for this role, a System Permissions option also appears for configuring the portal menu.

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Add Users to a Role

To add users to a role:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Users tab.
  2. Locate the General Settings section and click Roles.
  3. Click the edit [pencil] icon next to the applicable role.
  4. Click Current Users in the left navigation.
  5. Click the Add User to Role [+] button.
  6. Check the checkbox next to the applicable users.
    • Select a search criterion from the drop-down menu to the left of the search bar and then search using the search bar.
    • Select No Role Assigned in the drop-down menu on the right side of the search bar to find all users with no role assigned to them.
  7. Click Add.

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Remove Users from a Role

To remove users from a role:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Users tab.
  2. Locate the General Settings section and click Roles.
  3. Click the edit [pencil] icon next to the applicable role.
  4. Click Current Users in the left navigation.
  5. Check the checkbox next to the users to remove.
  6. Click the Remove [-] button.
  7. Click Yes to confirm the removal of the selected user(s).

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