Create a System Role

System Roles work in conjunction with User Types and Network Locations to determine an individual's access within the system. Most KaiNexus users will have at least one System Role, though a user can be assigned as many System Roles as appropriate.

System Roles can determine a user's:

• Default notification settings
• Default Board, access to Boards, subscriptions to Boards
• Ability to create, view, edit, assign, or participate in certain Items
• Ability to approve Milestones
• Administrative permissions and responsibilities within KaiNexus

Who can create a System Role?

Anyone with the "Role Administrator" permission can create a System Role.

People with other Administrator permissions may be able to access the Roles Administration page, but will not be able to make changes to it.

Create a System Role

To create a System Role, navigate to the Roles administration page, then:

• Click Create Role at the top of the list of Roles.

• The Create Role window will open. Enter the following information as necessary:
   
  • Name (required): The name will be used to identify this Role.
  • Persona: Expand this drop-down to select with which Persona this Role is aligned, defining what type of users should be assigned this Role.
  • Default Board: Expand this drop-down to select the default Board — the first Board seen when logging into KaiNexus — of anyone assigned this Role. You will only be able to choose from a list of shared Boards on which you are a Viewer, Editor, or Owner. If a user assigned to this Role does not have permission to see the chosen default Board, this setting will not apply to them.
    • If a User has multiple System Roles, their most recently granted System Role will determine their Default Board. 

• • Description: Enter an optional description in this field. The description will appear when hovering over the Role's name on user profiles or while creating or editing users.
  • The Board User checkbox: When this checkbox is enabled, User Administrators will be able to grant this Role to Board users; when disabled, this Role can not be granted to Board users.
  • The Specific Location checkbox: When this checkbox is enabled, a new drop-down will appear to the right of the checkbox. Expand the drop-down to select the Location(s) to which this Role should apply. This selection will override the default behavior in which the user's own Location(s) would be used to define the areas in which the Role applies.
    
    When this checkbox is enabled, some options will no longer be available on this screen.

• • Under the Permissions header:
    
    • Workflow: Expand this drop-down to select the Workflows to which the permissions in this group should apply. If they should apply to every kind of Item, select All.
      
      • To add an additional group of permissions, click the plus icon to the right of this drop-down.
      • To remove an existing group of permissions, click the x icon to the right of this drop-down. There must be at least one group of permissions on a Role; if there is currently only one group of permissions on this Role, clicking this icon will have no effect.
    • Template: Expand this drop-down to select the Templates to which the permissions in this section should apply.

• • • Each possible permission is listed alongside a checkbox. Each of the selected permissions will be included in this Role. Click the checkbox next to a permission to select or deselect it.

• • • • When a permission is selected, a new drop-down will appear to the right of the checkbox. If this drop-down does not appear, this permission is applied to Items regardless of Location.
        
        Expand the drop-down to select the range of Locations to which it should apply:
        
        • Everywhere: This permission will apply to Items in every Location of the organization. This option will not be available if the "Specific Location" checkbox is enabled.
          
          This is best for executives or leaders who need to monitor and lead improvement work throughout the entire organization.
        • Location & Below: This permission will apply to Items in the user's own Location(s) and in Locations nested under them. If the "Specific Location" checkbox is enabled, this permission will apply to Items in the specified Location(s) and in Locations nested under them.
          
          This is best for users who need to monitor and lead improvement in a particular area and below, but not at higher levels or those in another branch of the organization's hierarchy.
        • Only Location: This permission will apply only to Items in the user's own Location(s). If the "Specific Location" checkbox is enabled, this permission will apply to Items in the specified Location(s).
          
          This is best for users who only need to monitor and lead work done in only a particular 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 work.
  • Under the Advanced header:
    
    This section will not be available if the "Specific Location" checkbox is enabled.

• • • Each possible permission is listed alongside a checkbox. Each of the selected permissions will be included in this Role. Click the checkbox next to a permission to select or deselect it.
  • Under the Admin header:

• • • Each possible permission is listed alongside a checkbox. Each of the selected permissions will be included in this Role. Click the checkbox next to a permission to select or deselect it.
    • When a permission is selected, a new drop-down will appear to the right of the checkbox. If this drop-down does not appear, this permission is not limited by Location.
      
      Expand the drop-down to select the range of Locations to which it should apply:
      
      • Everywhere: This permission will apply to every Location in the organization. This option will not be available if the "Specific Location" checkbox is enabled.
        
        This is best for executives or leaders who need to monitor and lead improvement work throughout the entire organization.
      • Location & Below: This permission will apply to the user's own Location(s) and to Locations nested under them. If the "Specific Location" checkbox is enabled, this permission will apply to the specified Location(s) and to Locations nested under them.
        
        This is best for users who need to monitor and lead improvement in a particular area and below, but not at higher levels or those in another branch of the organization's hierarchy.
      • Only Location: This permission will apply only to the user's own Location(s). If the "Specific Location" checkbox is enabled, this permission will apply to the specified Location(s).
        
        This is best for users who only need to monitor and lead work done in only a particular 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 work.
  • Under the Appearance header:
     
    • Icon: Select an icon to represent this System Role. When you select one of the listed icons, the icon's code will automatically appear in the "Icon Code" field.
      • This icon will appear next to the System Role in key areas throughout the platform, including System Role drop-downs, the User Filter, and User Bulk Change. 

• • • Icon Code: If you want a different icon to represent this System Role, follow the link under the "Icon Code" field. Copy and paste the code of the icon you want to use into this field.
    • Color: Expand this drop-down to select the color that should be used for this System Role's icon. Select Save on the drop-down to confirm your selection. 
      • This field will have no effect if this System Role does not have an icon. 
  • Click Save.