Configuring user roles

To create a user role:

1. On the Roles page, click Create Role. The Create Role page appears.
2. Enter a descriptive name for the user role in the Name field.
3. Enter a fuller description of the user role in the Description field. For example, you might like to enter a description that summarises the rights that users to which the role is assigned have.
4. If this user role applies to administrator users, select the Administrator role check box. When you configure a workflow or security rule that applies to an administrator role, users to which the user role has been assigned will be able to carry out the rule's action regardless of whether they are assigned to the current project, even if the All roles must be assigned to project check box is selected for the workflow or security rule, or if the administrator role has not been selected in the Specific roles which must be assigned field. Also, when configuring workflow and security rules, you can specify that specific field rules do not apply to users with administrator roles.
5. Click Create. You return to the Roles page, where the new user role appears in the list.

You can specify the order in which user roles appear in drop-down lists. To do this:

1. On the Roles page, click Role Order. The Role Order page appears.
   
   All user roles appear on this page in a vertical list. The user role at the top of the vertical list will appear first in the drop-down lists in which you select a user role, followed by the second, the third, the fourth, and so on.
2. Click the user role that you want to move.
3. Holding down the left mouse button, drag the user role up or down the list:
   
   
4. When the user role appears in the correct position, release the left mouse button. The user role now appears in its new position in the list.
5. Click Save.

Each time you create a new user role, it is added to the top of the list. You should check the order of user roles each time you create a new role and move the role to the appropriate position in the list.

To edit a user role:

1. On the Roles page, click the name of the user role that you want to edit. The Edit Role page appears.
2. Edit the details of the user role as required.
3. Click Save Changes. You return to the Roles page.

To delete a user role:

1. On the Roles page, right-click the user role that you want to delete and select Delete. A popup appears, asking you to confirm whether you want to delete the user role.
2. Click OK to delete the user role and return to the Roles page.

You cannot delete the 'Admin' user role and you cannot delete a user role if any users to which the role is assigned are currently logged into Asta Vision.

You should select the Administrator role check box on the Create Role or Edit Role page for those user roles that apply to administrator users, and clear it for all other user roles.

If, when configuring a workflow rule or a security rule, you select an administrator role in the Applies to roles field and select the Assigned to project check box, users with that role are able to carry out the workflow or security rule's action regardless of whether they are assigned to the current project. Users with non-administrator roles - 'standard' users - can carry out the rule's action only if they are assigned to the current project.

When configuring workflow and security rules, you can specify that specific field rules do not apply to users with administrator roles, by selecting the Ignored by administrator roles check box on the New Field Rule popup. Selecting this check box means that administrator users can carry out the rule's action even if this field rule is not met. For workflow and security rules, field rules that do not apply to administrator users - those for which the Ignored by administrator roles check box has been cleared - are marked with a :

For example, if you set up:

• A user role called 'Administrator', with the Administrator role check box selected.
• A user role called 'Manager', with the Administrator role check box cleared.
• A workflow rule called 'Create Delivery Programme', with the 'Administrator' and 'Manager' user roles selected in the Applies to roles field; the Assigned to project check box selected; and a 'Project Sector Equals North' field rule for which the Ignored by administrator roles check box has been selected.

Users will be able to carry out the workflow rule's action as follows:

• Users with the 'Manager' user role will be able to carry out the workflow rule's action only if they are assigned to the current project and if the project sector equals 'North'.
• Users with the 'Administrator' user role will be able to carry out the workflow rule's action regardless of whether they are assigned to the current project and regardless of whether the project sector equals 'North'.