Understanding how to effectively manage roles and permissions is crucial for maintaining the security and efficiency of your platform. This guide provides clear instructions on how to configure roles and permissions, specifically focusing on the "Owned," "Added," and "Added & Owned" settings.
Understanding 5 Types of Permissions:
ALL - Provides full access to the permission.
ADDED - Provides access to the records added by the user.
OWNED - Provides access to the records which are either assigned to the user or belong to the user.
ADDED & OWNED - This includes both the cases of ADDED & OWNED.
NONE - This will not provide any access to the permission.
Here are a few use cases to understand the permission types better.
To allow employees to view projects of which they are members, then you will have to assign OWNED permission type for View Projects permission to employee role.
To allow employees to view tasks that they have created themselves or assigned to then you need to assign ADDED & OWNED permission type for View Tasks permission to employee role.
To allow clients to view projects to which they are assigned as the client then you need to assign OWNED permission type to View Projects permission in the Client role.
Owned: This permission setting allows a user to view and manage only those records that they personally own or create. For example, under the "Employee View" permission, if you select "Owned," you will only be able to see your own employee profile.
Added: Selecting this option lets you view and manage records that you have added to the platform. For instance, if you add a new employee, you will be able to see and manage that employee's profile under this setting.
Added & Owned: This combines both of the above permissions. You can see and manage records that you own as well as any records you have added. Selecting "All" under permissions typically allows you to view all records, regardless of who added them, unless restricted by higher-level permissions.
Creating and Managing Roles:
To streamline permission settings across multiple users, you can create roles such as "HR," "Manager," etc.
Assign these roles to team members to automatically configure their permissions according to the role's settings.
To create or edit a role, go to the "Manage Role" section in your settings, select "Create Role" or choose an existing role to edit, and configure the permissions as needed.
How to Add, Edit, Remove, and Manage Roles and Permissions
Adding and Assigning Permissions:
Navigate to the "Employees" section on your dashboard.
Click on the name of the employee you want to set permissions for.
Go to the "Permissions" tab.
Here, you can set specific permissions according to the needs of the role or the individual. You can choose from "Owned," "Added," or a combination of these settings.
Assigning Roles to Team Members:
Once a role is created, go back to the "Employees" section.
Select an employee, go to "Others", and under the "Permissions" tab, assign the appropriate role to them.
Removing Permissions or Roles or Feature:
To remove a user’s permissions or roles, follow the same steps as above but deselect the permissions or roles previously assigned.
Additional Tips:
Review Regularly: Periodically review permissions and roles to ensure they still align with the employee's current job requirements and your organizational security policies.
Custom Permissions: For unique cases, you can assign custom permissions that do not fit into predefined roles.
Need Further Assistance?
If you encounter any issues or have further questions about managing roles and permissions, do not hesitate to contact our support team. We are here to help you ensure that your platform's security and functionality meet your business needs.