What are Access Roles in Assurance

Who is this article for?
Administrators who want guidance on Access Roles in Assurance.

Administration Access is required. Only a Full User can be granted Access Roles.

1. What are access roles?

An Access Role provides a Full User with permission to access:

Registers & Forms Templates
Actions/Tasks
Checklists
Documents
Dashboards

Please note
Full Users will not have access to information and see any records in Assurance unless they have been granted Access Roles.

Access Roles are additive, and a combination of Access Roles gives Full Users with access to information and records in Assurance. Multiple Access Roles may be granted individually to Full Users or may be grouped into User Profiles.

For example
If a Full User is granted two roles, one where they can only read incidents in their business unit and another where they can read all incidents. The higher of the two roles will always take precedence. In this example, they will be able to read all incidents.

Custom Access Roles
Your Assurance Administrator can create custom Access Roles in Assurance to suit your organisation’s specific needs.

2. What types of access roles are available?

Access Roles in Assurance are split into the following areas:

Access Roles	Description
Super User	Full Access including bulk action and report sharing. Admin with Retire Rights. Full access rights to ALL the data. Access rights to delete retired Registers and Forms attachments. Access rights to update reports that are shared with them by other Full Users.
Administration Roles	Administration Rights - Ability to change administration settings. Admin with Retire Rights - Same rights as Admin rights but can also retire or delete administration settings. Bulk Action - Ability to make changes in bulk. Share Report - Ability to share reports with other users.
Business Unit Manager	Ability to manage users, roles, templates and launchpads for their business unit(s).
Register and Forms	Ability to Read, Update, Create, Close and Reopen. These can be further narrow down the access by Template(s) that apply to that role for selected Business Units.
Super Sensitive Registers and Forms	Only a Super User can provide other users with access to this template. Only a Full User with update rights can be made the Person Responsible for this template. These can further narrow down the access by Template(s) that apply to that role for selected Business Units.
Tasks/Actions, Checklists, Documents	Ability to Read, Update, Create and Retire. These can further narrow down the access by Categories that apply to that role.
Task/Action Assignments and Checklist Assignments	Ability to Read, Update, Create and Retire. Note: In order for the users access to assignments to take effect they will need at least read access to the task or checklist. These can further narrow down the access for selected Business Units.
Task/Action Results and Checklist Results	Ability to Read, Complete and Update Completed Results. All users will be able to complete an action or checklist that is assigned to them. These rights refer to the ability to Read, Complete or Update the Results of other users. These can further narrow down the access by Categories that apply to that role for selected Business Units. Typically, it is used where you want users to be able to view, complete or update results only in their business unit, or in their business unit plus sub-business units.
Entities and Contacts	Ability to Read, Update, Create and Retire. These can further narrow down the access by Categories that apply to that role.
Snapshots	Ability to limit the snapshots that a user can view on their Home Dashboard.

3. What are some examples of custom roles that I could create?

To assist with creating custom roles in your organisation, here are some examples for you to consider below.

Organisation role	Assurance role	Description
General user	None required	Access and manage forms for which they are the person responsible.
Data consumer	Registers & Forms - View	Access form submissions across selected business units, without template editing capabilities.
Data administrator	Registers & Forms - View; and Registers & Forms - Update	Access and manage form submissions across selected business units, without template editing capabilities.
Template developer	Administration Roles - Administration Rights	Access and edit all register templates, without access to form submissions.
System administrator	Super User - Super User	Access and edit all register templates, as well as access to all form submissions.

1. What are access roles?

2. What types of access roles are available?

3. What are some examples of custom roles that I could create?

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1. What are access roles?

2. What types of access roles are available?

3. What are some examples of custom roles that I could create?

Further reading

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