In this procedure, you first create or select a role, and then you edit the rights associated with the role.
To administer role security:
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Go to the System Admin
> Security > Roles.The Security Roles dashboard opens.
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Use More to filter by Role Title, Users that are associated with the role, or Entity Name of the associated Security Entities.
Note: You can also use a wildcard when searching for roles. When setting search parameters, place a % symbol before your search string to make it a wildcard keyword search. Example: %Service Case
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(Optional) To change the column view, click
(Column Settings).A list of available columns displays where you can add or remove to customize the view.
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Add a new security role or edit an existing role.
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To add a role, click Add, enter a title, enter a description, and click Apply.
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To edit a role, select
(Jump) for the row that contains the security role to edit.
The Role form opens showing Title, System, Description, and Administrative fields. In the Action Center, you see the Entities and Users action items with a counter. The number 0 (zero) indicates there are no records.
If you change a Department Name (System Admin
> Department), the associated role names are automatically updated for you. -
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If a user needs access to a particular security entity, you can do one of two actions:
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Add the user to a role that already contains the required entity by filtering roles by the targeted entity.
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Add the security entity to a role that the user is already associated with by filtering roles.
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To edit or view a list of users that are assigned to the role that you selected, click the Users action item in the Action Center.
The Security Role Users dashboard opens. From the Security Role Users dashboard, you can add or remove one or more users.
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To add users to the selected role, click Add, select a user, and click OK.
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To remove users from the selected role, select a user from the list, click Remove, and click Yes.
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Click Close to close the Security Role Users dashboard.
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To edit or view the rights for the role that you selected, click the Entities action item in the Action Center.
The Security Role Entities dashboard displays with the columns Entity Name, View, Add, Edit, Delete, and Admin. From the Security Role Entities dashboard, you can add or remove a security role entity and you can add or remove rights on an entity.
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To add an entity, click Add, select an entity from the drop-down in the Add Role Entities window, and click Ok
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To remove an entity, select a row that contains the entity to delete, click Remove, and click Yes.
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To add or remove rights for an entity, select or clear any of the following options for an entity in the list: View, Add, Edit, Delete, and Admin.
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Click Close to close the Security Role Entities dashboard.
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To Delete a Security Role
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Go to the System Admin
> Security > Roles.The Security Roles dashboard opens.
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Use More to filter by Role Title, Users that are associated with the role, or Entity Name of the associated Security Entities.
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Select the row that contains the security role to delete.
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Click Delete and click Yes.
Note: If the system does not allow you to delete the security role, determine if the security role is a system-protected role. Click
(Column Settings) > Columns > System to display the System column, If the System column for a security role contains Yes, only a developer user can edit the setting and delete that role.For questions about system roles, contact your PrismHR professional services representative.
Tips:
To see if a user is already in a role with a specific entity:
| • | Filter the Roles by User and Entity. |
You can also use a wildcard when searching for roles:
| • | When setting search parameters, place a % symbol before your search string to make it a wildcard keyword search. Example: %Service Case |