6.2 Create and Manage User Roles

https://www.youtube.com/watch?v=FzABjSwVa4w

Objective

To establish a clear and efficient process for creating custom user roles within the FieldNode platform, ensuring that team members can delegate responsibilities accurately while minimizing misunderstandings and errors

Key Steps

1. Access the Roles Section

   • Navigate to the 'Roles' section in the FieldNode platform

2. Review Existing Roles and Permissions

   • Familiarize yourself with the existing user roles and their associated permissions displayed in the table format

3. Determine the New Role Requirements

   • Identify the specific actions (permissions) that the new user role will require. For example, creating an RFQ but not closing it

4. Create a New User Role

   • Click on the option to create a new role

   • Enter a descriptive name for the role (e.g., "Purchaser RFQ Creation")

   • Select the relevant permissions for this role from the RFQ permissions set (e.g., allow creating and updating RFQs, but not closing them)

   • Save the newly created role

5. Assign an App to the Role

   • Select the appropriate app for the role (e.g., assign the Consumer app)

   • Confirm that the role is updated with the selected app

   • Note: this requirement will be phased out in a future release

6. Repeat for Additional Roles

   • If necessary, repeat the process to create additional roles (e.g., "RFQ Closer")

   • Set permissions accordingly (e.g., allow closing RFQs but not creating or updating them)

   • Save and assign the relevant app

7. Assign Roles to Users

   • Navigate to the 'User Roles' tab to view all users in your organization

   • Locate the users who need the new roles (e.g., Mark Doe and John Doe)

   • Use the search function to quickly find users by typing in their email addresses

   • Assign the appropriate roles to each user

8. Review and Confirm Assignments

   • Double-check that each user has the correct role assigned

   • Save any changes made to user role assignments

Cautionary Notes

• Ensure that the permissions assigned to each role are appropriate for the user's responsibilities to prevent unauthorized actions

• Be aware of the default roles and their permissions to avoid conflicts when creating new roles

Tips for Efficiency

• Utilize the search function to quickly find users and roles, especially in large organizations

• Regularly review user roles and permissions to adapt to changing organizational needs and ensure compliance with security protocols