How to Add Roles and Assign Permissions

SEP users are individuals who use the system to perform such tasks as adding users, managing requirements data, and running reports. Each user of the system must be assigned to a role, which is a collection of specific permissions that determine the user's ability to access and modify SEP data. This topic shows you how to add roles and create administrative permissions for people who use SEP.

 Important

We recommend that you identify the types of user roles in your organization and define each role's associated permissions before using the procedures in this topic to add roles and
create permissions. 

Visibility of SEP Data

The Administrator is the most powerful role in SEP. This role, assigned by ParishSOFT, gives this user visibility into all SEP data. Other users of SEP can search for any individual and view his or her profile, but they cannot edit an individual's profile unless granted specific Modify permissions. With Modify permissions, users can then only edit the records of individuals that have an assignment in their organization.

Additionally:

• By default, all users can see all individuals, but cannot see assignments by default.

• To view assignment details for a specific individual, a user must have the Individual Assignments > View Detail permission. If the user also has the Individual Requirements > View Detail permission, they can see requirements associated with assignments in their own organizations.

• To view information about requirements associated with other organizations, a user must have the Individual Requirements > View Outside Own Organization permission.

• To view the details for assignments and their associated requirements, a user must be granted specific permissions. Likewise, to delete assignments and/or requirements, users must be granted specific Delete permissions.

• Users are not allowed to edit and delete individual profiles, requirements, or assignments for individuals that have an assignment at organizations at which the user does not have a user assignment.

Adding a Role

In your organization, some users may be responsible for teaching students while others, such as a pastor or parish-priest, may serve in leadership catechetical roles. Still others serve as administrators, nurses, computer and technical support personnel, and volunteers. Use the following procedure to add roles that represent the types of user roles in your organization. You can add as many roles as needed. 

1. Click Settings to open the Settings page.
2. Select the Permissions tile to display the Permissions page. This page lists the roles currently defined for your organization. If this is your first time accessing the page, the list contains no roles.
3. The page opens in grid view. To view the page in card view, click this button in the toolbar: .
4. To add a role, complete the following:
   1. In the Roles panel, click . 
   2. Type the name of the role, and then click .

A message is displayed to inform you that the role was successfully created: 

The name of the role is added to the Roles list on the Permissions page. You can now add permissions to the role. 

Adding Permissions to a Role

After you add a role, you can define the permissions that control the role's access to areas and features of SEP. A user who is then assigned a role receives all of the permissions granted by that role. The following procedure shows you how to add permissions to a role.

1. In the Roles group on the Permissions page, select the role you want to add permissions to.

The Permissions panel on the right displays the permissions you can assign to the role. Permissions are organized into four main groups. For descriptions of the permission settings, go to this topic: Role Permission Settings.

• Individuals, Assignments, and Requirements
• Settings
• Organizations
• Reports
• Notifications

2. In the Permission panel, open a permissions group. To do this, click this button to the left of the group's name: .
2. Do one of the following:
   • Assign the user in the selected role all of the permissions in the group. To do this, select the Select All checkbox to the right of the group's name.
   • Individually assign permissions to the role. To do this, select the desired checkboxes.
3. Repeat Step 2 and 3 to add permissions in any of the remaining groups to the selected role.
4. Click .

A message is displayed to inform you that the permission settings were successfully saved to the selected role:

 

 

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Related Topics 

About the Permissions Page

Role Permission Settings

 

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© January 31, 2024 Safe Environment Program v2.31. ParishSOFT LLC, all rights reserved. ParishSOFT grants licensed users the right to unlimited duplication of this publication for internal use only.