Difference between revisions of "Roles"

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This document can now be found at its new location in the [https://docs.hornbill.com/esp-config/organizational-data/roles/ Hornbill Document Library].
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[[file:hornbill-document-library.png|Hornbill Cloud|link=https://docs.hornbill.com/esp-config/organizational-data/roles/]]
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__NOTOC__[[Main Page|Home]] > [[Administration]] > [[System Administration|System]] > [[Organisational Data]] > Roles
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__NOTOC__[[Main Page|Home]] > [[Configuration]] > [[Platform Configuration]] > Roles
 
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Hornbill comes equipped with a range of roles ready to associate to your Users. With each App that's installed, the number of roles available to associate to your users increases as each App is delivered with a set of default roles specifically designed to govern access to that application.
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Hornbill comes with a range of roles ready to associate to your users. Each app is installed with a set of default roles specifically designed to govern access to that application. Manage Role assignments to your users or create some of your own.
 
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In order for Users to access various parts of Hornbill they need to be given the appropriate roles. This is done using [[Administration|Hornbill Administration]].
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In order for Users to access various parts of Hornbill they need to be given the appropriate roles. This is done via the [[Configuration]] area.
  
 
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:* [[Document Manager Roles]]
 
:* [[Document Manager Roles]]
 
:* [[Service Manager Roles]]
 
:* [[Service Manager Roles]]
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:* [[ITOM Roles and Rights|IT Operations Management Roles]]
 
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===Where do I associate Roles to Users?===
 
===Where do I associate Roles to Users?===
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Roles are managed in Hornbill Administration and can be associated to a User in two ways:
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Roles are managed in the Configuration area and can be associated to a User in two ways:
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* Navigate to a specific User Account and select and save roles in the "Roles" field.
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* Navigate to a specific [[User Account]] and select and save roles in the "Roles" field.
 
* Navigate to a specific role and click on the "Assigned Users" tab. Associate more users to this role by clicking the "Add Users" button.
 
* Navigate to a specific role and click on the "Assigned Users" tab. Associate more users to this role by clicking the "Add Users" button.
 
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* '''Assignment Roles''' - As the name suggests, are primarily there to provide restrictions on the assignment of Activities. For example, when configuring a Human Task node within a Business process, it is possible to assign that task to a Role. This is especially useful if you wish to restrict the assignment of an activity to a number of Users within a particular Group (but not all users) or if you want to expose this activity to a selection of Users across multiple Groups.
 
* '''Assignment Roles''' - As the name suggests, are primarily there to provide restrictions on the assignment of Activities. For example, when configuring a Human Task node within a Business process, it is possible to assign that task to a Role. This is especially useful if you wish to restrict the assignment of an activity to a number of Users within a particular Group (but not all users) or if you want to expose this activity to a selection of Users across multiple Groups.
 
It is also possible to share certain items based on an assignment Role. One example is Dashboards.
 
It is also possible to share certain items based on an assignment Role. One example is Dashboards.
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Assignment Roles can only be associated to "Application Users"
 
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=== Getting Started with Application Users ===
 
=== Getting Started with Application Users ===
 
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i.e.
 
i.e.
 
'''''Basic User Role''''' (Mandatory)<br>
 
'''''Basic User Role''''' (Mandatory)<br>
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+ '''''Self Service User''''' - provides Service Manager functionality via the Service Portal <br>
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+ '''''Self Service User''''' - provides Service Manager functionality via the Employee Portal <br>
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+ '''''My Library Portal''''' - provides Document Manager functionality via the Service Portal<br>
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+ '''''Docmanager Portal''''' - provides Document Manager functionality via the Employee Portal<br>
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+ '''''Portal Chat Session User''''' - provides Live Chat functionality via the Service Portal<br>
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+ '''''Portal Chat Session User''''' - provides Live Chat functionality via the Employee Portal<br>
 
and so on.<br>
 
and so on.<br>
  
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Generally speaking, where an application is capable of delivering content via the Hornbill Service Portal, there will be a role controlling whether the content will be available to a Basic User.
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Generally speaking, where an application is capable of delivering content via the Employee Portal, there will be a role controlling whether the content will be available to a Basic User.
 
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'''NOTE:''' A Basic User account cannot posses a role which has a privilege level higher than "basic".
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'''NOTE:''' A Basic User account cannot posses a role which has a privilege level higher than "basic". Basic Users cannot be given assignment roles.
  
  
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== Custom Roles ==
 
== Custom Roles ==
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In the unlikely event that the range of System Roles supplied with Hornbill do not cater for your specific needs, it is possible to create your own Security and Assignment Roles.
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In the unlikely event that the range of roles supplied with Hornbill do not cater for your specific needs, it is possible to create your own Security and Assignment roles.
 
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Creating a new Assignment role is very simple and straightforward.
 
Creating a new Assignment role is very simple and straightforward.
 
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However, creating a custom security role is quite an advanced task as it potentially requires becoming familiar with Hornbill's API documentation found at https://api.hornbill.com/docs/ in order to specify the correct system rights and database table access against the role.
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However, creating a custom security role is quite an advanced task as it requires familiarity with Hornbill's API documentation found at https://api.hornbill.com/docs/ in order to specify the correct system and application rights against the role.
  
 
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<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px">
 
=== Creating a Custom Role ===
 
=== Creating a Custom Role ===
 
<div class="mw-collapsible-content">
 
<div class="mw-collapsible-content">
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:# Launch [[Administration | Hornbill Administration]]
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:# Launch [[Administration | Configuration]]
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:# Select which application you are interested in the selection box at the top left
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:# Select where the new role will be created (either Platform Configuration or a specific Hornbill App) from the drop down menu.
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:# Select ''Roles'' then Roles
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:# Click "Roles" under the section "User & Guest Access"
 
:# Select '+ Create New Role'
 
:# Select '+ Create New Role'
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:# Specify the type of the new role
 
 
:# Complete Role details...  
 
:# Complete Role details...  
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:::* Role ID - Name of new role. It must be unique.
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:::* Role ID - Name of new role. It must be unique and cannot be changed later.
 
:::* Privilege Level - For most roles this will be User
 
:::* Privilege Level - For most roles this will be User
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:::* Applications - Can apply to one or more Apps that will use this role
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:::* Type - Security or Assignment
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:::* Groups = Please leave blank
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:::* Description - What the role has been created for
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:::* Shared Mailboxes = Name of required mailbox
 
 
:: 6. Click "Create Role" to Save
 
:: 6. Click "Create Role" to Save
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: Once created, if the role was created in the context of Platform Configuration it's possible to add or update the application context or tie the role to a Hornbill Shared Mailbox. If the role was created in the context of a specific app, the application context cannot be amended.
 
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: Here is an example of a new role definition:
 
 
:: [[File:New_role.png|700px|new role]]
 
:: [[File:New_role.png|700px|new role]]
 
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=== Modifying a Custom Role ===
 
=== Modifying a Custom Role ===
 
<div class="mw-collapsible-content">
 
<div class="mw-collapsible-content">
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:# Launch[[Administration| Hornbill Administration]]
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:# Launch[[Administration| Configuration]]
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:# Select which application you are interested in the selection box at the top left
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:# Select Platform Configuration or the application you are interested in from the Configuration drop down at the top left
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:# Select ''Roles'' then Roles
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:# Click "Roles" under the section "User & Guest Access"
 
:# Select the role that needs changing
 
:# Select the role that needs changing
 
:# Edit the details and then 'Save Changes'
 
:# Edit the details and then 'Save Changes'
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=== Deleting a Custom Role ===
 
=== Deleting a Custom Role ===
 
<div class="mw-collapsible-content">
 
<div class="mw-collapsible-content">
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:# Launch[[Administration | Hornbill Administration]]
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:# Launch[[Administration | Configuration]]
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:# Select which application you are interested in the selection box at the top left
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:# Select Platform Configuration or the application you are interested in from the Configuration drop down at the top left
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:# Select ''Roles'' then Roles
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:# Click "Roles" under the section "User & Guest Access"
 
:# Mark the check box for role that needs deleting
 
:# Mark the check box for role that needs deleting
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:# Using the drop-down menu next to the '+ Create New Role' button, click 'delete selected'and confirm.
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:# Click the delete button located to the top right of the roles list.
 
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[[Category:Configuration]][[Category:HDOC]]
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<!-- esp-config/organizational-data/roles -->

Revision as of 23:25, 20 November 2023

This document can now be found at its new location in the Hornbill Document Library.

Hornbill Cloud

Retrieved from "https://wiki.hornbill.com/index.php?title=Roles&oldid=31564"