Introduction

Roles are assigned to users to restrict/enable certain functions and features on the user interface (i.e. what are the actions a user can do, what data sets the user can view, etc.). This provides flexibility to the administrator, to specify purpose-built access to specific user groups. As an example, there are Sales Representatives, Sales Managers, Sales Operations Managers, Administrators, and so on. Each of these users will execute different tasks and therefore require a different set of actions. In addition, the homepage configuration can also be specific to a user role (refer to ‘Home Page’ for additional details).

Role Assignment

A user can be assigned one role (1) at a time. This is done in the user management screen available under ‘Administration’ → ‘User Management’. The role can either be assigned here:

Alternatively, the role can be assigned directly on the user record as well:

Role Definition

Roles can be created under ‘Administration’ → ‘Roles Management’:

When selecting a specific role, the following areas are available:

1. Overview; here the role name and the widget profile (to have a role-specific homepage and overview pages; refer to  ‘Home Page’ for additional details) are assigned.
2. Access Management; this is where the different UI elements and restriction rules are maintained. Refer to the following sub-sections for additional information.
3. Access Management (Legacy Support; obsolete); this should not be used for new implementations.
4. Localisation; here, the role names can be localized to the available languages set up in Master Data Setting.

The following sub-sections are described in further detail:

• UI Profile. Here, an existing UI Profile can be assigned (refer to ‘UI Profile’ for additional information).
• Permissions control which actions on which object can be carried out (e.g. the creation of a new account, the deletion of an opportunity, updating a quote, etc.). By clicking on the respective area, a pop-up will prompt the administrator to select from available permissions:

• Restriction Rules. Used to handle create, read, update and delete operations.
• Read Restriction Rules; dynamic rules to grant access based on certain conditions (refer to  ‘Read Restriction Rules’ for more details).
• Editable Price Item; the price item types that this role can use in the Quote pricing screen for creating new price item types.
• Readable Price Item; the price item types that this role can see in Quote pricing. Note that all editable price items are automatically readable.
• Workbook Template; the excel templates that are used in excel upload to create line items or perform mass updates for quotes.
• Report Template; e.g. to print a quote proposal, are assigned to the respective role. By clicking on the area, the administrator can select from existing templates. Refer to 'Report Templates' on how to create report templates and other information.

Access Management Permission

1. From the left navigation area, select Administration.
2. From the top navigation bar, select Role Management.
3. Select an existing name. 
4. From the top navigation bar, select Access Management.
5. Click on the Permission field.
6. Select the required field from the list.
7. At the bottom of the navigation bar, select Update. 
8. At the bottom of the navigation bar, select Save.