To effectively utilize the ERM module suite, permissions should be set up to grant/limit visibility or functionality for users, based on their internal role or responsibility.
These permissions can be set on a module-by-module basis and each module can be sectioned out allowing specific users (or groups of users) to access only the sections which are appropriate to their role. Therefore, when setting up permissions you should start by creating Roles.
When Roles are setup correctly, they can determine which individuals or teams are able to add/view/edit data for each of the module sections; and whether they are able to utilise the task or reporting features.
Firm Groups also play an important part when setting up permissions, as they can help to distinguish which pots of data are accessible by which groups (this could be based on department or division within the business).
To start setting up the Roles and Firm Groups, navigate to the Account Settings.
Note: Only users with Master User permissions can access the Account Settings.
From the menu, click Module Permissions.
Click + Add Role.
Begin by giving the Role a name, for example Compliance Officer.
Next, select the Module this Role will apply to.
Select the Role Level to determine the visibility of data for this Role.
|My Records||The user will only be able to see records they have ownership of|
|Group Records||The user will be able to see records relevant to their Firm Group(s)|
|All Records||The user will be able to see all records added to the module|
Finally, you can add a description to summarise the Role and help to identify the Role in future.
Click Save Role.
You will then be brought to the Role Management box where you can assign further settings to the Role.
Begin by navigating to the Sections tab.
Within the table displayed, the options listed beneath the Section Name column refer to the sections of a record.
The remaining columns refer to functions you would like this Role to have.
Note: Some functions are only available for specific sections, for example, Assign is only available for sections where a task can be assigned.
By ticking the relevant boxes for each section/functionality you can determine whether the Role can add/edit/view data; assign/complete/schedule tasks; and whether sections can be skipped or cleared for this module.
Once these selections have been made, click Save Role Sections.
Next, navigate to the Reports tab.
Here you can setup the reporting visibility for the Role.
Each Reporting option refers to a different report available in the Reporting Suite.
Note: Reporting will also be determined by Role Level (My Records, Group Records, All Records). For example, a User with access to Group Records will only be able to report on those records visible to their group.
Once the reports have been selected click Save Role Reports.
Finally, navigate to the Users tab to add the relevant users to this role.
Use the drop-down menu to select the User.
Once the user has been selected click + Add User.
For Roles which have been setup with the Role Level Group records, the user and their relevant Firm Group is required.
You can then repeat this step to add further users to the role. You can also remove users on this page should you need to.
You can review the Roles you’ve created in on the Modules Permission page in the Account Settings.
Here you can make any amendments and remove Roles that are no longer applicable.
Note: You can filter by Module to make it easier when managing Roles.
Should you need any further support please contact the team at firstname.lastname@example.org or call 01206 321 391.