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Role Application Overview

The Role Application is used to establish unique groupings called roles. These roles can be created so that system security settings may be applied at the document or the layout level. Document roles can be assigned to users to control their access to particular documents and the individual tables and fields in each document. The access settings that you establish for each document will apply to all layouts that have been created from a document.

You also have the option to set up a layout role, which controls whether users can access one or more layout, regardless of a layout’s source document. This method allows you to control access to layouts by groups of users, but does not restrict those users from accessing any feature of the layout. Such users will have full access to all fields, tab pages, functions, etc. that are included in the layout.

Refer to the Establishing System Security Step-by-Step topic for details on setting up user access rights throughout the system.

BEST PRACTICES

It is recommended that roles be set up on a module-by-module basis and not just one role per functional group of users. Create roles that cover three criteria: job function, module, and access level.
For example, you have a group of schedulers who need full access to the Schedule Book and Job Management Module applications. In this instance, you would create two roles that will be assigned to all users in this group: Schedulers/JM – Full and Schedulers/Scheduling – Full. The first role will have all Job Management documents added to the Document Rights Tab Page with all the checkboxes checked and the second role will be similar, but with all the Scheduling documents added to the Document Rights Tab Page.
Setting up your roles on a module level is only one possible approach at establishing roles and you and your Xytech Systems solutions consultant may have determined that setting up roles in another way best suits your company. Use the ESTABLISHING SYSTEM SECURITY topic as a guide to establishing system security with the understanding that your needs may necessitate some different steps along the way.
If you have a user who is part of a larger group, but needs special access rights to certain documents and/or fields, you can create one custom role that includes all documents from the modules that the user needs to access. You can then assign unique rights to the documents and fields. To make it easy to identify custom roles, it is recommended that you include the user’s name as part of the description.

The program is comprised of the following tab pages:

Security Role Tab Page — Establishes basic information related to the current role record.
Document Rights Tab Page — Gives you the ability to establish which documents users assigned to each role have access to and what level of access they have.
Document Column Rights Tab Page — Gives you the ability to establish which database tables and/or fields/columns from a particular document users assigned to each role have access to and what level of access they have.

Once you create a role record in this program, you can return to the record any time you want to view or update its information. Reopen any role record by first locating it with the companion ROLES SEARCH LIST.