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How to Create a Role

The Admin area is only accessible by administrators; only Quality Administrators can perform the functions detailed on this support page.

 

To create a new Role:

  • Navigate to the “Roles” page from within the Admin section Admin_section.png.

Admin-Roles.jpg



  • In the top right corner of the page, click Create_Role.png.

CreateNewRole1.jpg



  • In the resulting window:

    • Enter the Role’s name in the “Name” field.

    • (**Optional**) Pick which Persona this Role aligns with to help define what type of Users should be getting this Role in the “Persona” drop-down menu.

    • (**Optional**) Pick which Board should be the default of anyone given this Role in the "Default Board" drop-down menu. This will be the Board they see first after logging in.

      NOTE: A User can pick their own default Board instead of the one you assign to their Role, if necessary. However, if you have the permission to manage other Users, you can also set the default Boards for users via Bulk Change in the People section.

    • (**Optional**) Add a description of the Role in the "Description" field.

      When assigning Roles to a User or viewing a User’s Profile, hover over the Role's name to see its description.

    • (**Optional**) Check the box next to “General User” if this Role is to be granted to a User that has the General User Type.

    • (**Optional**) Check the box next to “Board User” if this Role is to be granted to a User that has the “Wallboard User Type.

    • (**Optional**) Check the box next to "Specific Location" and add the Location(s) to which this Role should apply in the resulting field. This overrides the default behavior in which the user's own Locations are used to define the areas in which this Role applies.

      For example, if a User is in the Customer Experience and Support Location and you only want them to be able to assign Support Items, check "Specific Location" and add "Support" to the "Locations" field.

    • Add any permissions that Users with this Role should be granted by checking the box next to their names.

    • Click 2018-04-11_1420.png.

CreateNewRole2.jpg

 

Item permissions

Improvement permissions

To grant a permission, click the corresponding checkbox.

  • View
    Permission to view other users’ public Improvements within the selected Location(s) that are not in the new status.

  • 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).

  • Request
    Permission to request users to become the responsible person on an Improvement within the selected Location(s).

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

  • View Private
    Permission to view other users' private Improvements within the selected Location(s).

  • Toggle Private
    Permission to toggle the private/public state of Improvements within the selected Location(s).

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

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

 

Incident permissions

NOTE: Your organization must have the Incident module enabled for you to see this section and permissions.

To grant a permission, click the corresponding checkbox.

  • View
    Permission to view other users’ public Incidents within the selected Location(s) that are not in the new status.

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

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

  • Request
    Permission to request users to become the responsible person on an Incident within the selected Location(s).

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

  • View Private
    Permission to view other users’ private Incidents within selected Location(s).

  • Toggle Private
    Permission to toggle the private/public state of Incidents within the selected Location(s). Permission to create Private Incidents within the selected Location(s).

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

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

 

Project permissions

  • View
    Permission to view other users’ public Projects within the selected Location(s).

  • Edit
    Permission to edit public Projects within the selected Location(s).

  • View Private
    Permission to view other users’ private Projects within selected Location(s).

  • Toggle Private
    Permission to make a public Project private or a private Project public within the selected Location(s).

  • Delete
    Permission to delete public Projects within the selected Location(s).

 

Chart permissions

  • View
    Permission to view other users’ public Charts within the selected Location(s).

  • Edit
    Permission to edit public Charts within the selected Location(s).

  • View Private
    Permission to view other users’ private Charts within selected Location(s).

  • Toggle Private
    Permission to make a public Chart private or a private Chart public within the selected Location(s).

  • Delete
    Permission to delete public Charts within the selected Location(s).

 

Task permissions

  • View
    Permission to view other users’ public Tasks within the selected Location(s).

  • Edit
    Permission to edit public Tasks within the selected Location(s).

  • Assign
    Permission to assign other users' public Tasks within the selected Location(s).

  • View Private
    Permission to view other users’ private Tasks within selected Location(s).

  • Toggle Private
    Permission to make a public Task private or a private Task public within the selected Location(s).

  • Delete
    Permission to delete public Tasks within the selected Location(s).

 

Once you select an Item permission, you will be asked about where the permission should apply. Select the appropriate location from the drop-down menu.

  • Everywhere
    The permission will apply to items 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.

    NOTE: If "Specific Location" is checked, this option will not be available.

  • Location & Below
    The permission will apply to items in the user's own Location or to the specific Location noted above, as well as the Locations under it.

    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
    The permission will apply to items in the user's Location or in the specific Location noted above.

    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 items.

 

Advanced & Administrator permissions

Advanced permissions

NOTE: If "Specific Location" is checked, this section will not be available.

  • Create Boards
    Permission to create and manage personal and private Boards. This will add a “Create Board” and “Manage Boards” options under the Board drop-down menu.

  • View Lists
    Permission to view and manage personal Custom Item Lists in the Lists section. This will add a Lists icon option to the Advanced Toolbar.

  • View Impact
    Permission to view the Impact of Projects, Improvements, and Tasks. A User will be able to see the Impact recorded on any Item of which they are on the Team.

  • View Report Data
    Permission to view data on Reports. This will allow Users to view the data on Report Cards on Boards without requiring access to the entire Reports section.

    • Show on Advanced Toolbar
      Permission to view all of the Reports in the Reports section. This option only becomes available if the User has the “View Report Data” permission checked. This will add a Reports icon option to the Advanced Toolbar, where they can view the Reports Snapshot and all Reports, including the System Reports.

  • View People
    Permission to view all of the Users in the People section. This will add a People icon option to the Advanced Toolbar.

 

 

 

Admin permissions

NOTE: If "Specific Location" is checked, this section will be unavailable, with the exception of the Board Administrator and Local User Administrator option.

  • Board Administrator
    Permission to create, edit, and share access to public Boards within the selected locations.

    NOTE: If you have permission to edit a Board, then you will be able to view it via the Manage Boards window.

    • Everywhere - allows Users to see, edit, and share any public Board - even if it has been restricted in some way.

    • Location & Below - allows Users to only see, edit, and share any public Board that is within their current Location & below.

    • Only Location - allows Users to only see, edit, and share any public Board that is within their current Location.

    • Only User’s - allows users to only see, edit, and share any public Board that they are the Owner of.

  • Global User Administrator
    Permission to manage the organization’s Users (in any Location). This will allow Users to edit other Users’ User Types, Personas, Titles, Positions, Employee Types, Certifications, Roles, Network Locations, and Notification Preferences.

    • Grantable Roles
      You can define which other Roles Users with this Role can grant to other Users.

    • Receive requests?
      Permission to receive support requests from your internal Users.

  • Local User Administrator
    Permission to manage the organization's Users in the relevant Location and below. This will allow Users to edit only other Users’ within their specified Network Location(s) and below Locations. They can edit the other Users’ User Types, Personas, Titles, Positions, Employee Types, Certifications, Roles, Network Locations, and Notification Preferences.

    • Grantable Roles
      You can define which other Roles Users with this Role can grant to other Users.

    • Receive requests?
      Permission to receive support requests from your internal Users.
  • 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.

  • 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.

  • API Administrator (If your organization has the API module enabled)
    Permission to create and edit API Keys. Permission to grant any Role to any API Key.

  • X-Matrix Administrator (If your organization has the X-Matrix module enabled)
    Permission to create and edit any X-Matrix.

  • Comment Administrator
    Permission to edit or delete other people's comments on items that the user has permission to edit.

  • Timeline Administrator
    Permission to delete timeline entries on items that the user has permission to edit.

PRO-TIP:

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.

 

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