About Roles
When a new user is added or an existing user is promoted, Admin users are expected to assign access rights based on business needs. Admins often spend considerable time deciding which features should be accessible. In TapClicks, you can group access rights into roles for easier management, instead of manually granting access to individual users with similar job responsibilities.
Creating and managing roles is a key part of access management. User access determines what features a user can view or use. Managing access in this way ensures that users only interact with the appropriate parts of the platform, aligning with standard information security practices. Creating roles and assigning them to users helps control what information and features each user can access.
Super Admins and Business Unit (BU) Admin can create a role, but Agents cannot. A Super Admin can create roles for BU Admins, Agents, and Clients. A BU Admin can create roles for Agents and Clients.
Note: The options available in the Roles section depend on your access level.
How to Create a Role
1] Log in to TapClicks and, on the Admin menu, click Roles.
2] In the upper-right of the Roles page, 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, while those in light blue cannot. This behavior is based on the selected user type. |
Data Connections & Configurations
6] Optionally make desired changes to the Data Connections & Configurations permissions.
Auto Assignment Rules
7] Optionally make desired changes to the Auto Assignment Rules permissions.
Data Transformation
8] Optionally make desired changes to the Data Transformation permissions.
Data Export
9] Optionally make desired changes to the Data Export permissions.
Dashboards
10] 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 the 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: Default is none. |
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.
Order Management
27] Optionally make desired changes to the Order Management permissions.
28] If Order is editable, click the right-facing arrow to the left of Order to reveal more options.
29] For each of the dropdown menus, decide whether to grant that permission or not.
30] If Line Item is editable, click the right-facing arrow to the left of Line Item to reveal more options.
31] For each of the dropdown menus, decide whether to grant that permission or not.
32] If Line Catalogue is accessible or editable, click the right-facing arrow to the left of Catalogue to reveal more options.
33] Select one of the options from the Permissions for Catalogue Settings? dropdown menu.
Workflow Management
34] Optionally make desired changes to the Workflow Management permissions.
Save Changes
35] 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
36] Click Admin in the left side menu and then click Roles. The Roles list will appear.
37] 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.
38] Once you've located the role, on the far right, click the edit (pencil) icon.
| Note: If you do not see the edit icon, that means the role is predefined. |
39] Make changes as necessary.
40] Click the Save button at the bottom of the page.
Delete an existing role
41] Click Admin in the left side menu and then click Roles. The Roles list will appear.
42] 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.
43] Once you've located the role, on the far right, click the delete (red trash can) icon.
| Note: If you do not see the delete icon, that means the role is predefined. |
44] When the confirm delete popup appears click Ok.
Make a copy of an existing role
45] Click Admin in the left side menu and then click Roles. The Roles list will appear.
46] 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.
47] Once you've located the role, on the far right, click the copy (plus sign) icon.
48] When the confirm copy popup appears, click Yes.
49] 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 set a default role for the selected user type and control which roles appear in the dropdown list. 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 50. If the default is a predefined role, start at step 55. |
50] Click Admin in the left side menu and then click Roles. The Roles list will appear.
51] Locate the role that is the current default for the user type of interest by either scrolling through the list or entering the name of the role in the search box in the upper left. Search results appear automatically.
52] Once you've located the role, on the far right, click the edit (pencil) icon.
53] Uncheck the Make default for this user type checkbox.
54] Click the Save button at the bottom of the page.
55] Locate the role that is the target default for the user type of interest by either scrolling through the list or entering the name of the role in the search box in the upper left. Search results appear automatically.
56] Once you've located the role, on the far right, click the edit (pencil) icon.
57] Check the Make default for this user type checkbox.
58] 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
59] Navigate to the Roles list.
60] Locate the role in the list you want to include/exclude for the specific user type.
61] 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 is currently set as the default. To exclude it, you must first assign a different default role. |