User Roles and Permission Types

Permission types grant users holding a role administrative permissions to program modules and access to modules that can be restricted. A role also identifies access to program data, the level of access, and the ability to upload documents to Company, Contract, and Project Profiles.

Permission types are one component of a role and grant users holding this role (1) administrative permissions in the Security, Configuration, or Global categories, which allow the administrator to add, modify, and delete information for a program module, and (2) access to program modules that can be restricted: Reporting, Advanced Reporting, Scheduled Reporting, BI Toolbox, Email Distribution Lists, Scorecard Viewing, Open in Word (Direct Editing), Bulk Data Upload Tool, Requestor for contract requests, and being an Approver for contract requests.

The second component of a role includes a security measure that controls access to program data, the level of access, and the ability to upload documents for the following groups:

Company Groups, Contract Groups, and Project Groups - Full, Viewable, Create, Modify, Documents, and Upload Documents check boxes are used to identify the level of access to each group, which determines the Company, Contract, or Project Profiles that are available to those assigned to this role.

• Contract Groups also contain a Run eSignature Wizard check box to control user access to the eSignature Package Wizard for each contract group. Selecting no check boxes denies the users holding this role access to the Profiles in this group.
• Additional Company, Contract, and Project Forms - Full, Viewable, Create, and Modify check boxes are used to identify the level of access to each additional form designated as restricted.
• Document Types - Full, Viewable, Create, and Modify check boxes are used to identify the level of access to each document type, such as executed contracts.

Important: A program user is assigned one or more user roles to control the type and amount of data they can access, as well as the program tasks they can perform. Another level of security is applied using the User Type field in the User Profile.

As shown below, a Power User role for government contracts is given full access to only the Cost Reimbursement and Firm Fixed Price contracts, which includes the ability to view and edit existing Contract Profiles belonging to these contract groups, view documents stored in existing Profiles, as well as create new Contract Profiles and upload documents to the Profiles. The Power User is also granted the basic Reporting permission. To complete the role, the Power User must be granted access to Company Groups that compliment the selected Contract Groups, as well as any applicable Project Groups and Additional Forms. Security is applied to the role by selecting the Document Types that the Power User can view, create, and edit.

Default User and Administrator Permissions

Administrator permissions and user permissions to restricted modules can be granted to users by adding a separate role dedicated to a single permission or adding a new permission or restricted module to an existing role.

Tip:

A System Admin role should be created to grant a power user all of the Admin permissions, including System Settings Admin, along with the user permissions of Approver, Requestor, Email Distribution Lists, Reporting, Advanced Reporting, Scheduled Reporting, Analytics (BI Toolbox), Scorecard Viewing, Direct Editing (Open in Word), and the Bulk Data Upload Tool.