Introduction
To prevent unauthorized access to functionality, roles can be created. The system is supplied with standard roles, these roles can be used to assign to groups and persons. Each role can be adjusted to the needs of the organization. In the CardExchange® Cloud Suite, you can create roles or edit existing roles in a very detailed granular fashion. Therefore, the management system comes with specific pre-defined roles with access to functionality that is based on our years of experience working with projects. These default roles are indicated as Core and cannot be removed.
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Adding Roles
Creating a new role starts with clicking on the + button in the top right.
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In the window that opens from the right side, you are presented with fields to enter and a list view. You start with entering a Name for the role, Description, and you can set it to Is Admin. Be aware that when Is Administrator is set, the role gives access to almost all features and functionality with the exception of some system core features. These can only be managed by the system administrator, and there can only be one system administrator.
Directly under the description and above the list view you can find some specific features that can help with the setup of roles. First, the tabs above the functions: there are two different sets of permissions that can be set for the role and that is the Function Permissions and Attribute Permissions. When you select the Function Permissions, the list view will present the permissions specifically focused on the functionality of the application. Here you can define if a user can print ID cards, has access to reports, or can approve photos, etc.
If you select Attribute Permissions from the tabs above the functions, you will get access to a list of details, database, and column-level permission. As you can imagine, this can get very complicated so please be aware of changes you make and why. This is only available for the system administrator.
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Directly under the tabs above the functions menu, you can find the search feature. Enter here what features you are looking for instead of endlessly scrolling. When you click on the Filter menu, you can show All Permissions or the Hidden, Read, Write only. Via the context menu, indicated with the … you can uncheck all or check all Hidden, Read, or Write.
Each available permission has three options: Hidden, Can Read, or Can Write, and you can only set one of these options. When you select Hidden, you cannot read or write, when you select Can Read, you cannot write, if you select Can Write, you can read and write.
Set the options to your preference for all available permissions and click on Save to store the configuration and return to the Roles Overview.
Edit Roles
As core Roles cannot be edited, it can be that you need the permissions of a default Role but need to extend some permissions or limit these standard permissions. To prevent spending a lot of time copying existing permissions, you can easily duplicate any standard Role or created Role by selecting this role in the Role Overview and click on Duplicate Role.
To edit a Role, click on the Pencil icon to the right of the Role, indicated below.
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Change the permission to your preferences. Click on Save to save your changes, or Cancel to discard your changes, and return to the Roles Overview.
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Delete Roles
To delete a Role, click on the Red Trashcan icon to the right of the Role.
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This will open a message box asking if you are sure you would like to delete the Role. Click on Yes to delete the Role, or click on No to cancel the delete operation, and return to the Roles Overview. Be aware that deleting Roles can have a significant impact on the users of the system, so make sure you check all the Users or Groups with this Role before deleting.
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Duplicate Roles
In order to prevent spending a lot of time copying existing permissions, you can easily duplicate any standard Role or created role. To create a duplicate Role, click on the Duplicate button to the right of the Role you would like to duplicate.
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A pop-up box will ask you to confirm creating a duplicate Role, click Yes to duplicate the Role, or click on No to cancel the duplication request, and return to the Roles Overview.
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Overview
In the CardExchange® Cloud Suite, roles control access to various system functions. The system includes standard roles based on industry experience, which can be customized but not removed. These core roles serve as templates to configure access for groups and individuals. Additionally, custom roles can be created or adjusted with detailed, granular control over functionality.
Key Features:
Core Roles: Pre-defined and non-removable roles that contain default permissions.
Custom Roles: User-created roles that can be tailored to specific organizational needs.
Granular Permissions: Detailed controls over both functionality (e.g., printing ID cards) and attribute-level permissions (e.g., access to specific data columns).
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Adding Roles
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Start Creation:
Click on the + button in the top-right corner to create a new role.
Enter Role Details:
In the creation window, fill in the following fields:
Name: The role’s identifier.
Description: A brief description of the role’s purpose.
Is Admin: When set to Yes, the role has access to nearly all features except certain core system functionalities, which are exclusive to the system administrator.
Define Permissions:
Roles are assigned permissions in two categories:
Function Permissions: Control access to specific system features, like printing, reports, or photo approvals.
Attribute Permissions: Control access to data at a detailed level, such as specific databases or columns. This section is available only to system administrators.
Using the Search and Filter Functions:
Use the Search bar to quickly locate specific features or permissions.
The Filter Menu allows you to show all permissions or restrict the view to Hidden, Read, or Write permissions.
Set Permissions:
For each permission, choose between:
Hidden: No access.
Can Read: View access only.
Can Write: Full access (both read and write).
Save Role:
After configuring the role, click Save to finalize and return to the Roles Overview.
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Editing Roles
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Core Roles:
Core roles cannot be directly edited. However, they can be duplicated and modified to create customized roles.
Editing Custom Roles:
Select the role you want to edit and click the Pencil icon.
Make the necessary adjustments to the permissions.
Click Save to apply the changes, or Cancel to discard them.
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Deleting Roles
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Delete Process:
To delete a role, click the Red Trashcan icon next to the role in the Roles Overview.
Confirm deletion by clicking Yes, or cancel by selecting No.
Impact:
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Duplicating Roles
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Purpose:
Role duplication is a time-saving feature that allows you to quickly create a new role based on an existing one.
How to Duplicate:
Select the role you want to duplicate and click the Duplicate button.
Confirm by selecting Yes in the pop-up confirmation window, or click No to cancel the duplication.
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