Custom Roles for Users

Introduction

In addition to the built-in standard roles, Compyle allows you to create custom roles for users. Many users can be assigned to the same custom role, and you can have multiple custom roles. However, each user may only have one role at a time.

The standard roles may not fit every staff or volunteer position. There may be users who need some but not all of the permissions that a standard role includes. Maybe some staff need a little bit more access than a Data Entry User but not as much as a Creator. Or there might be a staff person whose time is split between two departments, and so they need unique access. Custom roles allow you to fill these gaps.

• Overview

• Creating a New Role

• Editing a Role

• Managing Roles Over Time

• Role History

Overview: Creating a Custom Role

1. Think about what the person needs to be able to do.
2. Is there a standard role that has similar access? You can start by copying the standard role.
3. What about a similar custom role? You can copy the custom role.
4. Add or subtract the additional permissions to fit what the person will need. Save the changes.
5. Assign a test user to use the new role.
6. Log in as that user and try it out.

^{Back to Top}

 

How to Create A New Role

When adding a role, you can either start with an empty permission set or copy an existing role.

 

A. Make a New Role From Scratch

• Open Admin> Manage Roles

• Click Create Role to make a new role from scratch

• Name it and select permissions

• Save & Submit the changes

B. Copy a Role to Make a Custom Role

• Open Admin> Manage Roles

• Find the role to copy in the list of roles

  • 1. Hover over the Action menu (...)

  • 2. Select the Copy button to make a role based on an existing role.

• Wait for the confirmation message to appear
  
• Find the new role in the list of roles. It will be named "Original Role - Compyle Site."
• Click on the name of the new role to edit the role.

 
^{Back to Top}

Editing the New Role

• Rename the role
• Adjust the permissions (See Compyle Permissions)
• Submit the changes

^{Back to Top}

Managing Custom Roles Over Time

As your organization evolves, user roles may need to change. You can edit the permissions that are assigned to a role from the Manage Roles list.

Role History

At times, an organization needs to know not only what users can access now but what they could see in the past and when their access changed. Compyle captures each time a role is saved and details specifically how the role was edited.

For instance, the permissions changes for this role are listed as:

• Permissions added [Manage Survey Notifications, Create Edit Survey Instances, Start/End Survey Instances]

• Permissions removed [Entity Outcomes]

^{Back to Top}