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 Admins can create roles, but Agents cannot. A Super Admin can create roles for Business Unit Admins, Agents, and Clients. A Business Unit 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] In the left side menu, click Roles on the Admin menu.
2] In the upper-right corner of the Roles page, click the Add Role (plus sign) icon. The New Role screen appears.
3] Enter a name for the new role in the Name field.
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 prepopulates 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 this user type checkbox. The new role is then 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 changes to the Data Connections & Configurations permissions.
Auto Assignment Rules
7] Optionally, make changes to the Auto Assignment Rules permissions.
Data Transformation
8] Optionally, make changes to the Data Transformation permissions.
Data Export
9] Optionally, make changes to the Data Export permissions.
Dashboards
10] Optionally, make changes to the Dashboards permissions.
11] If you made dashboards editable, click the right-facing arrow to the left of Dashboards to reveal more options.
12] With the options revealed, slide the options you want to activate to the right.
Reporting
13] Optionally, make changes to the Reporting permissions.
14] If you made Covers/Back Page editable, click the right-facing arrow to the left of Covers/Back Page, then choose the report covers the user can access from the Manage which Report Covers the user can access (applies to Agent users only) dropdown menu.
| Note: This selection applies to Agent users only. |
Performance Tracking
15] Optionally, make changes to the Performance Tracking permissions.
Leads Management
16] Optionally, make changes to the Leads Management permissions.
Your Business
17] Optionally, make changes to the Your Business permissions.
Access
18] Optionally, make 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: The 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 dropdown menu.
Platform Management
24] Optionally, make 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 the options you want to activate to the right.
Order Management
27] Optionally, make 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 dropdown menu, choose whether to grant that permission.
30] If Line Item is editable, click the right-facing arrow to the left of Line Item to reveal more options.
31] For each dropdown menu, choose whether to grant that permission.
32] If 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 changes to the Workflow Management permissions.
Save changes
35] When all the permissions for this new role are set, click Save at the bottom of the screen.
Roles Management
While acting as a Super Admin or Business Unit Admin, you may need to edit or delete roles. You cannot edit or delete a predefined role. Instead, you can make a copy of a predefined role and edit the copy.
You also cannot delete a role if at least one user is assigned to it. In that case, edit each assigned user, assign them a different role, and then delete the role. You can see the number of users assigned to a role in the Users assigned to role column of the Roles list.
Edit an existing role
36] In the left side menu, click Roles on the Admin menu. The Roles list appears.
37] To locate the role to edit, scroll through the list or enter the name of the role in the search box in the upper left. Search results appear automatically.
38] When you locate the role, click the edit (pencil) icon on the far right.
| Note: If you do not see the edit icon, the role is predefined. |
39] Make changes as necessary.
40] Click Save at the bottom of the page.
Delete an existing role
41] In the left side menu, Roles on the Admin menu. The Roles list appears.
42] To locate the role to delete, scroll through the list or enter the name of the role in the search box in the upper left. Search results appear automatically.
43] When you locate the role, click the delete (red trash can) icon on the far right.
| Note: If you do not see the delete icon, the role is predefined. |
44] When the confirm delete popup appears, click OK.
Make a copy of an existing role
45] In the left side menu, click Roles on the Admin menu. The Roles list appears.
46] To locate the role to copy, scroll through the list or enter the name of the role in the search box in the upper left. Search results appear automatically.
47] When you locate the role, click the copy (plus sign) icon on the far right.
48] When the confirm copy popup appears, click Yes.
49] A copy of the role is added to the Roles list with the word "copy" appended. To edit the copy, follow the steps in Edit an existing role.
Controlling Role Assignments When Creating or Editing Users
When creating a new user or editing an existing user, there are two dropdown menus: User Type and Role. What appears in the Role dropdown menu depends on the user type you choose first. Once a user type is selected, the Role dropdown menu is populated with the 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 menu. This section describes 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 at step 50. If the default is a predefined role, start at step 55. |
50] In the left side menu, click Roles on the Admin menu. The Roles list appears.
51] Locate the role that is the current default for the user type of interest by scrolling through the list or entering the name of the role in the search box in the upper left. Search results appear automatically.
52] When you locate the role, click the edit (pencil) icon on the far right.
53] Uncheck the Make default for this user type checkbox.
54] Click Save at the bottom of the page.
55] Locate the role that is the target default for the user type of interest by scrolling through the list or entering the name of the role in the search box in the upper left. Search results appear automatically.
56] When you locate the role, click the edit (pencil) icon on the far right.
57] Check the Make default for this user type checkbox.
58] Click Save 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] In the left side menu, click Roles on the Admin menu
60] Locate the role you want to include in or exclude from the Role dropdown menu for its user type.
61] To include the role in the Role dropdown menu for that user type, enable the Show in list? slider. To exclude it, disable the slider.
| 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. |