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Roles

To get to this page, navigate to the Admin page by clicking  on the left sidebar menu, look under the Organization heading, and click "Roles." The admin page is only accessible by administrators; only Quality Administrators can perform the functions detailed on this support page.


 

What is a Role?

A Role is a collection of powers and permissions given to a user.  A user can be assigned as many Roles as appropriate.  A user’s Role(s) determines their default notification settings as well as their powers and permissions within KaiNexus.

NOTE: If a user has multiple Roles, their default notification settings will be the superset of the associated permissions and notification preferences of all those Roles. These settings can be customized for individual users.

 

How do I create a new Role? 



Click  in the top right corner.

 

In the resulting window:



  • Name the Role.

  • (**Optional**) Give the Role a Default Board.

    Users assigned this Role will see that Board each time they log in unless they set a Default Board of their own.

  • (**Optional**) Add a description.

    This description will appear whenever users hover over the Role’s name. We recommend including the powers that Role allows so that people can quickly see what permissions a person with this Role holds.

  • (**Optional**) Edit "Permissions - Improvements" (see below).

  • (**Optional**) Edit "Permissions - Admin" (see below).

  • Click  to create the Role.


Improvement Permissions Details
 

To grant a permission, select the corresponding checkbox.

  • New & Assign
    Permission to view other people’s new Improvements and assign Improvements the user can access within the selected Location(s).

  • View New
    Permission to view other people's new Improvements within the selected Location(s).

  • Edit
    Permission to edit Improvements the user can access within the selected Location(s).

  • Honor Roll
    Permission to add Honor Roll to Improvements the user can access within the selected Location(s).

  • Private
    Permission to create Private Improvements within the selected Location(s).

  • Delete
    Permission to delete Improvements the user can access within the selected Location(s).

 

Once you select a permission, you will be asked about where the permission should apply. Select the appropriate location from the dropdown menu.
 

  • Everywhere
    The permission will apply to Improvements in every Location of the organization.

    This is best for executives or improvement leaders who need to monitor and lead improvement work throughout the entire organization.

  • User’s Location & Below
    The permission will apply to Improvements in the user's own Location, as well as the Locations under it.

    This is best for users who need to monitor and lead improvement in their area and below, but not at levels above their own or in another branch of the organization's hierarchy.

  • User’s Location Only 
    The permission will apply to Improvements in the user's own Location.

    This is best for users who only need to monitor and lead work done in their own unit or Location.

  • Only User’s
    This permission will apply only to the user’s own work.

    This is best for users who are trained to manage their own Improvements.


Admin Permissions Details

  • Project Administrator
    Permission to assign and edit visible Projects.

  • Public Board Administrator
    Permission to create and edit public Boards.

  • Local User Administrator
    Permission to manage the organization's users in their Location and below. People with this permission can only assign users to their own Location(s) or one nested beneath them.

  • Global User Administrator
    Permission to manage the organization’s users (in any Location), Titles, Positions, Employee Types, and Certifications.

  • Global Badge Administrator
    Permission to grant and revoke manually grantable Badges. People given this permission must also be a Local or Global User Administrator to be able to access users' profiles and grant or remove their Badges.

  • Private Administrator
    Permission to view all private Improvements and Projects anywhere in the organization.

  • Quality Administrator
    Permission to manage the organization’s Network, Level Types, Roles, and Improvement/Project Attributes.

  • System Administrator
    Permission to view and manage everything in the System section of the Admin page.

  • Chart Administrator
    Permission to edit all charts in the organization.

 

Pro Tips

After choosing either of the User Administrator permissions:

  1. Check the box next to "Receive Requests" to have people assigned this Role be responsible for handling new account requests, settings users' passwords, and helping users reset their passwords and activate their accounts. This is best for Global User Administrators.

  2. Check the box next to "Grantable Roles" to give people assigned this Role permission to edit users' Roles. You can limit which Roles they can assign by adding those Roles to the "Grantable Roles" field. If you do not check this box, these people will not be able to change a user's Role(s) when editing that user.

 

How do I edit a Role? 

To edit an existing Role:

  • Hover over the Role’s name so that it is highlighted blue.



  • Click .


In the resulting window, edit any of the permissions discussed above.

 

How do I change a Role’s notification settings?

Each Role can be given notification preferences which will become the default preferences of each user assigned the Role. These notification preferences control about which changes to Improvements or Projects a user is notified.

NOTE: The default notification preferences of users with multiple Roles will be a superset of those Roles' preferences. 

To change a Role's notification settings:

  • Hover over the Role so that it's highlighted blue.



 

  • Click  to the right.


In the resulting window:

 

Click  to clear the list of customized preferences so that you can start over from scratch.

Edit any preference by clicking  to its right

Delete a preference entirely by clicking  to its right.

Click  to create a new notification preference.
 

  • You will first be asked to choose whether you want this notification preference to be about Projects or Improvements.


 

  • You will then be prompted to choose an improvement status. For example, you can choose to be notified about Improvements that are new, overdue, become active, etc.


 

  • Check the box next to "Include Projects" to include Improvements that are part of a Project. Uncheck this box to only include stand-alone Projects.


 

  • Location:

    • Everywhere

      Users will be notified about Improvements in every Location of the organization.

      This is best for executives or improvement leaders who need to monitor and lead improvement work throughout the entire organization.

    • User’s Location & Below

      Users will be notified about Improvements in their own Location(s), as well as the Locations under it.

      This is best for users who need to monitor and lead improvement in their area and below, but not at levels above their own or in another branch of the organization's hierarchy.

    • User’s Location Only 

      Users will be notified about Improvements in their own Location(s).

      This is best for users who only need to monitor and lead work done in their own unit or Location.


 

  • When:
    NOTE: Only new, overdue, and resolution submitted Improvements ask for when you want to be notified.

    • Immediately

      You will be notified right away.

    • Delayed

      You will be notified after a set number of days have passed.

    • Check the box next to "Remind each week" to be notified about this event every week until it is addressed. This keeps information from falling through the cracks.


 

  • How:

    • Alert Only

      An alert is added to the Improvement, marking it for your attention.

    • Alert + Email

      An alert is added to the Improvement and you will receive an email containing information about this event.


 

  • Advanced:
    NOTE: The only status for which you will be given advanced options is completed Improvements.

    • Impact Types

      Choose about which impact types you want to be informed.

    • No Change Reasons

      Choose about which No Change reasons you want to be informed.

    • Third Option Reasons

      Choose about which of your organization's Third Option Reasons you want to be informed. If your organization doesn't have any Third Option Reasons in place, you will not see this option.

 

How do I delete a Role?

  • Hover over the Role’s name so that it is highlighted blue.



  • Click .

  • Click .

Deleting a Role will remove it and its permissions from all users. These users will no longer be able to complete the actions associated with the deleted Role.

 

How do I view a list of all users assigned a Role?

 

  • Hover over the Role’s name so that it is highlighted blue.



  • Click  to the right.

You will be taken to the Users page and will see a list of all the people with that Role.

 

Have more questions? Submit a request