What are Roles?
When a new user is added, or existing user is promoted, Admin users are expected to assign access rights as per business needs. This process is time-consuming. Admins spend considerable time deliberating about every available feature. In TapClicks, you can group accessibility rights and create a role for ease of management, rather than individually granting access to one or more users with similar job descriptions.
Creating and managing roles is a part of access management, which plays a very important part. User Access is what a user is allowed to use and access so that the management works similarly to information security management ensuring that the access provision is enforced. Creating roles and assigning them to users ensures that only desired information is accessible.
A Super Admin and a BU Admin can create a role, Agents cannot. A Super Admin can create BU Admin, Agent, and Client roles. A BU Admin can create Agent and Client roles. Please note that the options you have in the Roles section depend on your access permissions.
How to Create a Role
1] Click Admin in the left side menu and then click Roles. The Roles list will appear.
2] In the upper right of the Roles list, click the Add New Role button. The New Role screen will appear.
3] Enter a name for the new role in the Name textbox.
4] Choose which user type can be assigned this new role from the User Type Assignment dropdown menu. Once you make the selection, the page will prepopulate with all the default permissions for that user type.
| NOTE: Only this one user type can be assigned this role. |
5] To make this role the default for the user type, check the Make default for user type checkbox. By doing so, the new role will be suggested by default when creating new users of this type. Only one role can be the default for a given user type.
Setting Role Permissions
| NOTE: Preselected permissions in dark blue can be changed. Preselected permissions in light blue cannot. The difference is dictated by user type. |
Data Connections & Configurations
6] Optionally make desired changes to the Data Connection & Configurations permissions.
Automapping
| NOTE: Automapping permissions are only visible and editable for Super Admins. This feature must be turned on internally by TapClicks as it is a premium service. |
Data Blending
7] Optionally make desired changes to the Data Blending permissions.
Data Transformation
8] Optionally make desired changes to the Data Transformation permissions.
9] Optionally make desired changes to the Dashboards permissions.
10] If you made dashboards editable, click the right-facing arrow to the left of Dashboards to reveal more options.
11] With the options revealed, slide those you wish to activate to the right.
Reporting
12] Optionally make desired changes to the Reporting permissions.
13] If you made Covers/Back Page editable, click the right-facing arrow to the left of Covers/Back Page to reveal the Report Cover/Back pages the user can access in the dropdown menu. NOTE: This selection applies to Agent users only.
14] Make a selection from the dropdown menu.
Performance Tracking
15] Optionally make desired changes to the Performance Tracking permissions.
Leads Management
16] Optionally make desired changes to the Leads Management permissions.
Your Business
17] Optionally make desired changes to the Your Business permissions.
Access
18] Optionally make desired changes to the Access permissions.
19] If users are editable, click the right-facing arrow to the left of Users to reveal more options.
20] Select one of the two options from the Can create and modify users dropdown menu.
21] Select one of the options from the Can impersonate users dropdown menu.
| NOTE: In some cases, there will be three options in the menu (as pictured in the screenshot): None, Only below, At and below. Sometimes there will be only two: None and Only below. |
22] If data profiles are editable, click the right-facing arrow to the left of Data Profiles to reveal another option.
23] Select one of the options from the Data profiles that the user can access from the dropdown menu.
Platform Management
24] Optionally make desired changes to the Platform Management permissions.
25] If Platform is editable, click the right-facing arrow to the left of Platform to reveal more options.
26] With the options revealed, slide those you wish to activate to the right.
Save Changes
27] When you have all the permissions for this new role set the way you want, click the Save button at the bottom of the screen.
Roles Management
While acting as a Super Admin or BU Admin, there may be occasions when you need to edit or delete Roles for various reasons. Keep in mind that you cannot edit or delete a role that is predefined. Instead, you can make a copy of a predefined role and edit it to your preference.
Also, You cannot delete a role if there is at least one user assigned to that role. In that case, edit the user(s) and assign them to a different role and then you can delete the role. You can see the number of users assigned to a given role in the Users assigned to role column of the Roles list.
Edit an Existing Role
28] Click Admin in the left side menu and then click Roles. The Roles list will appear.
29] To locate the role to edit, either scroll through the list or enter the name of the role in the search box in the upper left. Search results appear automatically.
30] Once you've located the role, on the far right, click the edit (i.e., pencil) icon.
| NOTE: If you do not see the edit icon, that means the role is predefined. |
31] Make changes as necessary.
32] Click the Save button at the bottom of the page.
Delete an Existing Role
33] Click Admin in the left side menu and then click Roles. The Roles list will appear.
34] To locate the role to delete, either scroll through the list or enter the name of the role in the search box in the upper left. Search results appear automatically.
35] Once you've located the role, on the far right, click the delete (i.e., trash can) icon.
| NOTE: If you do not see the delete icon, that means the role is predefined. |
36] When the confirm delete popup appears click Ok.
Make a Copy of an Existing Role
37] Click Admin in the left side menu and then click Roles. The Roles list will appear.
38] To locate the role to copy, either scroll through the list or enter the name of the role in the search box in the upper left. Search results appear automatically.
39] Once you've located the role, on the far right, click the copy (i.e., plus sign) icon.
40] When the confirm copy popup appears, click Yes.
41] A copy of that role is added to the list of roles with the word "copy" appended. To edit the copy, follow the steps in the Edit an Existing Role section above.
Controlling Role Assignments During User Creation/Editing
When creating a new user or editing an existing user, there are two dropdown menus: 1) User Type and 2) Role. What appears in the Role menu depends on what user type is chosen first. Once a user type is selected, the Role dropdown gets populated with predefined and custom roles available for that user type.
When creating or editing a user, you may want to establish which role is set by default for that user type and you may also want to control which roles are available to choose for that user type. In this section, we describe how to do both.
How to Change the Default Role for a User Type
| NOTE: If it is a custom role you want to change that has been set as default, start below at step 42. If it is a predefined role you want to change that has been set as default, start below at step 47. |
42] Click Admin in the left side menu and then click Roles. The Roles list will appear.
43] Locate the role that is the current default for the user type of interest by either scrolling through the list or enter the name of the role in the search box in the upper left. Search results appear automatically.
44] Once you've located the role, on the far right, click the edit (i.e., pencil) icon.
45] Uncheck the Make default for this user type checkbox.
46] Click the Save button at the bottom of the page.
47] Locate the role that is the target default for the user type of interest by either scrolling through the list or enter the name of the role in the search box in the upper left. Search results appear automatically.
48] Once you've located the role, on the far right, click the edit (i.e., pencil) icon.
49] Check the Make default for this user type checkbox.
50] Click the Save button at the bottom of the page.
| NOTE: You can see which roles are used as defaults for which user types in the Use as default? column of the Roles list. |
How to Control Which Roles are Available for a User Type
51] Navigate to the Roles list.
52] Locate the role in the list you want to include/exclude for the specific user type.
53] To include the role in the Role dropdown menu for that user type, make sure the Show in list? slider is enabled. To exclude it, make sure it is disabled.
| NOTE: You cannot exclude a role from the dropdown menu if it was set as the default. You must make another role default to exclude it. |