Manage Roles

For administrators and those with Admin Permissions: Manage Roles access

Intro to Compyle Permissions Management

In Compyle, every user is assigned to a specific role. That role determines what the user can see and do within the application. Rather than setting permissions for each user, you give them a role which grants them access to the forms and features they will use.

Compyle includes four built-in standard roles: Administrator, Creator, Data Entry User, and Viewer. You can also create new roles as needed. 

• Assigning Roles
• Managing Roles
• Standard Roles Overview
  
  • Administrator
  • Creator
  • Data Entry User
  • Viewer
    
    

 

Assigning Roles

Compyle users are assigned a role through the Manage Users page.

To assign a user to a different role:

• Admin > Manage Users
• Select the name of the user
• Use the Role dropdown to choose the new role
• Click the Submit button to save your changes
  
  

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Managing Roles

By default there are four roles (Administrator, Creator, Data Entry Users, and Viewer). Additional, custom roles can be created from scratch or by copying an existing role.  

Open Admin from the sidebar and choose Manage Roles.

In the Manage Roles list, you can see the standard roles and their descriptions.

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Standard Roles Overview

• Administrator: access to all tools, records, settings, and forms
• Creator: manage forms & work with records & analytics (no delete)
• Data Entry User: create and edit records & downloads (no archive, no delete)
• Viewer: look at records & download files (no edit, no archive, no delete)

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Standard Role: Administrator

People in this role have access to all areas of Compyle, including site-level settings and all records of all forms. Administrators may edit any form and use any feature. They can archive and delete records, fields, forms, feeds, and compylations.

Administrators are responsible for key software functions:

A. Ensure users have the access needed to perform their job
B. Ensure users are trained on how to use the software.
C. Serve as the centralized contact for reporting technical issues and questions

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Standard Role: Creator

Creators are people who can:

1. Build & Modify Survey Forms & Note Forms
2. Manage Pending records, like Participants
3. Manage all aspects of Survey Instances
4. Create Groups & Data Collections
5. Enter & Edit records of all forms except private survey forms.
   
   

In terms of Records Entered in Compyle, users with this role have access to view, create, edit, and archive:

• all entity records (participants, organizations, households, anonymous),
• all survey form records
• all note type records

For Survey Forms & Note Type Forms, they have Manage Form permissions, so they can:

• create new forms
• change the structure of the forms
• edit the form logic rules
• create and rename data collection categories for survey forms

For Survey Form Instances, they have full access to:

• create survey instances
• start survey instances
• edit survey instances
• end survey instances
• send survey notifications
• take surveys for responders
• manage survey responders 

For Entity Forms, they can:

• create and update groups
• import new records
• accept pending records

For Analytics, they have access to

• compylations
• scorecard feeds
• outcomes

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Standard Role: Data Entry User

People in this role work with entity forms, like Participants, and the supporting forms: survey forms and note type forms. 

Data Entry Users can:

• Search for Participants, Organizations, & Households
• Fill out note type records
• Add participants to pending & in progress survey instances
• See information about the fields, form logic rules, and settings for a form, but not change them
• Complete responses for in progress survey instances.

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Standard Role: Viewer

This role is good for auditors and others who review data.  

Viewers can:

• Search for Participants, Organizations, & Households
• Look at saved note type records, survey responses, and survey instances
• Download and view files on the Files tab
• View Outcomes tab single data point reports
  
  

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