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How to Grant Users Access Roles to Registers and Forms in Assurance
Who is this article for?Full Users who want guidance on granting users with access roles to Registers and Forms in Assurance.
Administration access is required.
Registers and Forms access roles provide Full users with the necessary access rights to Registers and Forms. These roles consist of the access rights to the selected Registers and Forms templates. You can add Registers and Forms access roles to a user profile or grant them directly to a Full user. Depending on the setup, the user profile or user can access all Forms in the Registers template or may be restricted to accessing forms in specific Business Units.
1. Update to the default Registers and Forms access roles
We have updated the default access roles for Registers and Forms - All Templates. Previously, you could only choose to Read or Manage All Templates.
The terminology for the roles has been changed to verbs to demonstrate what the Full user with that access role can to do.
The new default Registers and Forms access roles are as follows:
- * View - Ability to Read all Registers and Forms
- * Report - Ability to Read, Update and Create all Registers and Forms
- * Manage - Ability to Read, Update, Create, Close and Re-open all Registers and Forms
2. What can you do with each Access right in a Registers and Form access role?
Here are the access rights that can be granted in a Registers and Form access role:
| Access rights | Included rights | Description |
| Read | Read | Full User can Read Forms in selected Register templates for selected Business Units |
| Update | Read, Update | Full User can Update Forms in selected Register templates for selected Business Units |
| Create | Read, Update, Create | Full User can Create Forms in selected Register templates for selected Business Units |
| Close | Read, Close | Full User can Close Forms in selected Register templates for selected Business Units |
| Re-open | Read, Re-open | Full User can Re-Open Forms in selected Register templates for selected Business Units |
3. How to limit a Full user's access to Registers and Forms by Business Unit?
If a Full user has their access limited to specific Business Unit(s), they will be able to see all forms that belong to those Business Unit(s) as well as all forms in the register that do not belong to any Business Unit.
To limit a Full user's access to a Business Unit, ensure that you:
- Include the default Business Unit field in the register template, and
- Select a Business Unit for every form in the register.
4. How to limit a Full user's access to Registers and Forms by selected templates or categories?
When creating a custom Registers and Form access role, you can limit the user's access to selected templates, categories, or all templates.
Limit the access role to selected templates by choosing the desired templates from the Select Registers and Forms templates dropdown menu.
Limit the access role to all templates in a selected category by choosing the desired categories from the Select Registers and Forms categories dropdown menu. Do not select an entire category unless you want all items in that category to be accessible to users who are assigned to that Access Role.
Allow the role to access all Registers and Forms templates by selecting All Registers and Forms templates. Do not select all templates unless you want all templates to be accessible to users who are assigned to that Access Role.
5. How to grant a Full user to a Registers and Forms access role?
To grant a Full User to a Registers and Form access roles:
1. Select the blue text under the Users column.
2. This will open up a pop-up modal where you can add a Full user to the access role.
3. You can add multiple Full users to an access role at one time. Under the Select Users tab, select into the white space and choose their names from the dropdown menu.
4. Alternatively, under the Select Users via Business Unit tab, choose the Business Unit from the dropdown menu.
5. Select the blue Add Users button to save changes.
You can also add a user to these access roles, via their profile in the User list and the Rights tab.