Creating and Using Security Roles

Security Roles are used to group together combinations of Policies (or system 'functions'); these provide a set of 20 of the most common roles found within a company. They determine the access and functionality available to a user, once they have a particular role allocated.

  • The system comes with approximately 20 pre-defined 'umbrella' roles which group these policies into the most common job functions required within a company.
  • Security roles are used to group more than 50 pre-defined Policies.
  • Security roles are assigned to a user account, and this grants or prevents access to the group of policies (or functions).
  • They operate on a per company basis, meaning that users can have different roles in different companies.
  • The existing pre-defined roles are usually sufficient, however additional customised roles can be created if required.

If the policies of an existing role do not suit your requirements, we recommend that you create a new role rather than modifying an existing one. See below for more information.

Creating a New Security Role

To create a new role:

  1. In the Security screen select the Roles node.
    The Security Roles screen will open displaying a list of all the existing roles in the system.
  2. Click on the Add New button.
    The Roles dialog box opens.
  3. Enter the name of the new role.
  4. Enter a description of the new role.
  5. Click on the Add button to open the Policies selection browser.
    The Policies browser will open displaying the policies linked to each role type.
  6. Select the policies that you want to add to your created role.
  7. Click OK
    You will return to the Roles dialog box which will now display the policies that you have added and their codes.
  8. Click Apply
    The new role is now created and added to the list of available roles.

If you add the "Add Pending Employees Only" policy to a role that contains the "Add employee" policy, any employees added by that user will be automatically suspended with a reason "Awaiting final approval".