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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<div style="border:1px solid #90C0FF; background:#D0E0FF; width:99%; padding:4px; margin-bottom:10px;"> | <div style="border:1px solid #90C0FF; background:#D0E0FF; width:99%; padding:4px; margin-bottom:10px;"> | ||
− | __NOTOC__[[Main Page|Home]] > [[ | + | __NOTOC__[[Main Page|Home]] > [[Configuration]] > [[Platform Configuration]] > Roles |
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<br> | <br> | ||
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− | Hornbill comes | + | 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 | + | 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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===Where do I associate Roles to Users?=== | ===Where do I associate Roles to Users?=== | ||
− | Roles are managed in | + | Roles are managed in the Configuration area and can be associated to a User in two ways: |
− | * Navigate to a specific User Account and select and save roles in the "Roles" field. | + | * 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. | ||
+ | <br> | ||
+ | Assignment Roles can only be associated to "Application Users" | ||
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<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px"> | <div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px"> | ||
+ | |||
=== Getting Started with Application Users === | === Getting Started with Application Users === | ||
<div class="mw-collapsible-content"> | <div class="mw-collapsible-content"> | ||
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i.e. | i.e. | ||
'''''Basic User Role''''' (Mandatory)<br> | '''''Basic User Role''''' (Mandatory)<br> | ||
− | + '''''Self Service User''''' - provides Service Manager functionality via the | + | + '''''Self Service User''''' - provides Service Manager functionality via the Employee Portal <br> |
− | + ''''' | + | + '''''Docmanager Portal''''' - provides Document Manager functionality via the Employee Portal<br> |
− | + '''''Portal Chat Session User''''' - provides Live Chat functionality via the | + | + '''''Portal Chat Session User''''' - provides Live Chat functionality via the Employee Portal<br> |
and so on.<br> | and so on.<br> | ||
− | Generally speaking, where an application is capable of delivering content via the | + | 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. |
<br> | <br> | ||
− | '''NOTE:''' A Basic User account cannot posses a role which has a privilege level higher than "basic". | + | '''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 == | ||
− | In the unlikely event that the range of | + | 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. |
<br> | <br> | ||
Creating a new Assignment role is very simple and straightforward. | Creating a new Assignment role is very simple and straightforward. | ||
<br> | <br> | ||
− | However, creating a custom security role is quite an advanced task as it | + | 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. |
<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px"> | <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"> | ||
− | :# Launch [[Administration | | + | :# Launch [[Administration | Configuration]] |
− | :# Select | + | :# Select where the new role will be created (either Platform Configuration or a specific Hornbill App) from the drop down menu. |
− | :# | + | :# Click "Roles" under the section "User & Guest Access" |
:# Select '+ Create New Role' | :# Select '+ Create New Role' | ||
− | |||
:# Complete Role details... | :# Complete Role details... | ||
− | :::* Role ID - Name of new role. It must be unique. | + | :::* 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 | ||
− | :::* | + | :::* Type - Security or Assignment |
− | :::* | + | :::* Description - What the role has been created for |
− | |||
:: 6. Click "Create Role" to Save | :: 6. Click "Create Role" to Save | ||
+ | : 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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− | |||
:: [[File:New_role.png|700px|new role]] | :: [[File:New_role.png|700px|new role]] | ||
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<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px"> | <div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px"> | ||
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=== Modifying a Custom Role === | === Modifying a Custom Role === | ||
<div class="mw-collapsible-content"> | <div class="mw-collapsible-content"> | ||
− | :# Launch[[Administration| | + | :# Launch[[Administration| Configuration]] |
− | :# Select | + | :# Select Platform Configuration or the application you are interested in from the Configuration drop down at the top left |
− | :# | + | :# 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"> | ||
− | :# Launch[[Administration | | + | :# Launch[[Administration | Configuration]] |
− | :# Select | + | :# Select Platform Configuration or the application you are interested in from the Configuration drop down at the top left |
− | :# | + | :# 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 | ||
− | :# | + | :# Click the delete button located to the top right of the roles list. |
<br> | <br> | ||
</div> | </div> | ||
</div> | </div> | ||
+ | [[Category:Configuration]][[Category:HDOC]] | ||
+ | --> | ||
+ | <!-- esp-config/organizational-data/roles --> | ||
+ | [[Category:HDOC]] |
Latest revision as of 20:10, 11 April 2024
This document can now be found at its new location in the Hornbill Document Library.